Implementing a Large Group Fieldwork Day
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Implementing a Large Group Fieldwork Day. Cath Donnelly HT HSIE Irrawang High School GTANSW Counsellor PTC Director 1. Administration (AKA death by paperwork) 2. Running the Day 3. Samples of venues and activities (coastal and local park) Scenario – You have been given the responsibility of organising a Year 10 Fieldwork excursion for a whole year group (150+ students). In groups come up with a list of essential things you need to do before the day of the trip. Use the butcher’s paper on your table. (10 minutes) Administration 1. Have a conversation with your Principal to gain support for running the activity. Some things to mention include: • Fieldwork is a mandatory component of the syllabus • Fieldwork Programs engage community and improve the schools public relations and branding (especially via social media). • There are many benefits to students for example: “Good quality day and residential fieldwork helps improve education standards and should be a vital element of an imaginative and contemporary education programme. Fieldwork helps students develop their understanding of subjects such geography as evidence-based disciplines, and acquire the hands-on experimental skills that are an essential part of those subjects. Outdoor learning also provides an exciting and memorable experience for young people, and helps transfer what they learn in school to their everyday lives by dealing first hand with real world examples. Learning outside, especially in a novel setting, introduces challenging situations, opportunities to become risk aware rather than just risk averse; builds self-confidence; develops a sense of responsibility and tolerance towards places and people by experiencing different communities and surroundings; and ultimately offers young people the opportunity to experience, explore and investigate – vital elements in the development of a modern citizen.” From- https://www.fieldstudiescouncil.org/media/477938/fsc_general_issues_briefing_june_2012.pdf). 2. Seek approval from the executive (see IHS form below) then follow school procedures (see sample below) 3. Complete Risk Assessment. 4. Devote a faculty meeting to the planning and delegate jobs within the faculty (this type of activity needs input from several teachers. NB one person should not be expected to run a whole year group activity – all faculty members should contribute). Also check fieldwork equipment (borrow from Science) 5. Start to put together a run sheet. 6. Get the permission notes out early (4-6 weeks before hand if possible). 7. Make sure you include a code of behaviour form with the permission note (this has been very useful for me in the past). 8. Check disability/access issues for students. Liaise with the Year Advisor and if possible invite the Year Advisor to come along on the day. For a big year group invite non HSIE staff and a member of the senior Executive if possible. 9. Liaise with possible guest speakers: University, Landcare, Local AECG etc 10. Start to put together fieldwork booklet for students to complete on the day. IRRAWANG HIGH SCHOOL EXCURSIONS—ORGANISING PROCEDURE • Gain in-principle approval for excursion from Head Teacher. • Check in the Millennium calendar for clashes—other excursions, assessment tasks, sporting activities etc. Remember that excursions should not be held during the two weeks prior to exams. • Obtain transportation quotes— three written quotes must be obtained for travel by bus if the cost is greater than $500. Phone quotes are sufficient for amounts less than $500. • Calculate costs per student. Allow a small margin to cover unforseen situation. eg. a student dropping out. • Assess risks of travel and venue/activities and develop a Risk Management Plan. Include an Anaphylaxis (General) Management Plan. • Check students’ information for any specific health care needs, and for any behavioural issues which may impact on their participation. • Check students’ records in relation to the school’s Representation Policy. Issue appeal forms as required. • Seek approval from full executive using the relevant application form. Attach all planning documentation to the application for executive consideration. If approved, continue steps below. • Discuss the proposed excursion with the relevant student groups. • Provide a copy of the details to: § Front Office – including student list § Deputy Principal of the relevant year § Faculty Head Teacher • Issue the Parent or Guardian Information and Consent Forms and Medical Information form to students. STRESS that payments MUST be made AT LEAST THREE DAYS before the excursion. • Check the progress of payments with the office. (Obtain print-out of progressive payments from the office) • Ask the Office for any payments needed at least three days before the excursion. A Payment Form is to accompany the request. • Complete other excursion requirements such as notifying Canteen, providing student lists, issuing worksheets to students, organising cover of classes of participating staff. • Prepare appropriate work/tasks organisation for students not attending. • Liaise with Head Teacher to cover absent staff with in-lieu cover and provide a copy of this organisation to the DP of the relevant year at least three days prior to the excursion. • Provide the front office with a list of students attending the excursion on the day. • Provide the office with all relevant documents to file immediately after the excursion. IRRAWANG HIGH SCHOOL Application to run Excursion or In-school Variation to Routine Excursion: _____________________________________________________________________ Purpose: _______________________________________________________________________ Teacher in Charge: _______________________________________________________________ Other staff/parents: _______________________________________________________________ (Volunteers have signed Working with Children Check and DET lists of prohibited people have been consulted) Venue: ________________________________________________________________________ Year Group/Classes Involved ______________________________________________________ Cost per student to be paid at school $_____________ Cost per student to be paid on the day at venue (not to be paid on line) $ ____________ Are there plans to raise funds to assist excursion costs? Yes No If “Yes” above, what: _____________________________________________________________ Travel by: Bus Company: ………………….…… Train Car Walking Date: _________________ Time: From: ________________ To: ________________ Overnight accommodation at: ____________________________________ Phone: ____________ Checked for clashes on Internal Calendar (Millennium) ………………………….……………… Activity is an integral part of the Faculty or Co-curricular program? …………………………….. If not, justify purpose ________________________________________________________________ EXECUTIVE DECISION: Approved Declined Date: _______________ EXECUTIVE: _________________________________________________ IRRAWANG HIGH SCHOOL OFFICE ONLY: INTERNAL NUMBER ___________________ FEE TYPE: Excursion UI CODE: _______________ UIO CODE_______________ COST CENTRE: ______________ STUDENTS BULK ENROLLED FINALISATION OF EXCURSION Date ________ D EXCURSION COST CALCULATIONS EXCURSION: ……………………………………………………………………………………….. Date: ……………………………. Bus quotations: Staff to provide three quotations – total cost. Hunter Valley Buses $ ……………………….. Port Stephens Coaches $ ……………………….. Sid Fogg Buses $ ……………………….. Other $ ……………………….. ITEM $ per STUDENT $ GST $ Total Cost Per Student Transport Accommodation Entry Fees: 1 2 3 4 5 Other charges: 1 2 3 Sub-Total non-food Taxable Food/Meals Total Per Student Grand Total (for ……………. Students) Calculate the cost for each student (amount to be invoiced): Total cost excluding GST (from above) Administration charge (add if applicable) School Subsidy (subtract if applicable) Funds Raised (subtract if applicable) Cost per student excluding GST GST on meals/food (from above) Total Coat Per Student Signatures: Teacher: …………………………………………………………………. Head Teacher: ……………………………………………………………… Stockton Beach excursion 2016 to do checklist To do Completed 3 X bus quotes Booked buses HVB Risk assessment Set up account office Print/ issue year 10 notes Box for notes Arrange meetings with guest speakers Look at booklet activities & update Who is attending excursion – see teachers Group activities – allocate staff activities Organise in lieu of/extras on day Send text to remind parents Print off Assessment Notification Order Staff lunches Collate students List of who is attending/check notes Give list of who attending to office Friday morning Booklets to be photocopies (4 different coloured covers) Notice for roll call 3 days prior Pack equipment boxes on bus/ get first aid kit Check guest speakers are still available Pick up microphone and loud hailer Follow up non-attenders Final payment list IRRAWANG HIGH SCHOOL EXCURSION CODE OF BEHAVIOUR AND COOPERATION Student Behaviour The following rules apply to all students on school excursions. These rules are aligned with the usual PBL expectations of Irrawang High School. They are also essential for the successful operation of the excursion as they facilitate cooperation amongst all participants. Such cooperation maximises the opportunities and enjoyment of all students. Parents and students should read this code carefully 1. Students are required to cooperate with all directions given by the teachers coordinating this program. Assistance to both teachers and other students is valued at all times.