Camps & Excursion Policy

Purpose

To explain to our school community the processes and procedures Moolap Primary School will use when planning and conducting camps, excursions and adventure activities for students.

Scope

This policy applies to all camps and excursions organised by Moolap Primary School. This policy also applies to adventure activities organised by Moolap Primary School, regardless of whether or not they take place on or off school grounds.

This policy is intended to complement the Department’s policy and guidelines on excursions, camps and adventure activities which all Victorian government schools are required to follow. Moolap Primary School will follow both this policy, as well as the Department’s policy and guidelines when planning for and conducting camps and excursions. 

This policy does not apply to student workplace learning or intercampus travel.

Definitions

Excursions:

For the purpose of this policy, excursions are activities organised by the school where the students:

• are taken out of the school grounds (for example, a camp, day excursion, school sports);
• undertake adventure activities, regardless of whether or not they occur outside the school grounds;

Camps are excursions involving at least one night’s accommodation.

Local excursions are excursions to locations within walking distance of the school and do not involve ‘Adventure Activities’.

Adventure activities are activities that involve a greater than normal risk. Further information and examples of adventure activities are available on the Department’s Policy and Advisory Library, at the following link:

https://www2.education.vic.gov.au/pal/excursions/guidance/adventure-activities

Policy

Camps and excursions can provide a valuable educational experience for our students which are complementary to their learning, as they provide access to resources, environments and expertise that may not be available in the classroom.

For all camps and excursions, including adventure activities, our school will follow the Department’s Policy and Advisory Library: Excursions.

Planning process for camps and excursions

All camps and excursions will comply with Department planning requirements.

Part of this planning process includes conducting risk assessments, to ensure that reasonable steps are taken to minimise the risks associated with each proposed camp or excursion. Moolap Primary School’s risk assessment will include consideration of arrangements for supervision of students and consideration of the risk of bushfire or other natural disaster activity in the excursion location. In the event the Bureau of Meteorology forecasts a Catastrophic fire danger rating (FDR) day, excursions or camp activities in affected locations will be cancelled or rescheduled. Planning will also cover arrangements for cancelling, recalling or altering the camp or excursion for any other reason.

Moolap Primary School is committed to ensuring students with additional needs are provided with an inclusive camps and excursions program and will work with families during the planning stage, as needed, to support all students’ attendance and participation in camp and excursion activities.

In cases where a camp or excursion involves a particular class or year level group, the Organising Teacher will ensure that there is an alternative educational program available and appropriate supervision for those students not attending the camp or excursion.

Supervision

Moolap Primary School follows the Department’s guidelines in relation to supervision of students during excursions and camps.

All excursion staff (including parent volunteers) will be familiar with supervision requirements and the specific procedures for dealing with emergencies on each camp and excursion.

All school staff will be aware that they retain overall responsibility for the supervision and care of students throughout all camps and excursions (including adventure activities), regardless of whether or not external providers are managing the activity.

Parent volunteers

Parents may be invited to assist with camps and excursions. School staff will notify parents/carers of any costs associated with attending. School staff are in charge of camps and excursions and parent/carer volunteers are expected to follow teachers' instructions. When deciding which parents/carers will attend, the Organising Teacher will take into account: any valuable skills the parents/carers have to offer (e.g. bus licence, first aid etc.) and the special needs of particular students.

Volunteer and external provider checks

Moolap Primary School requires all parent or carer camp or excursion volunteers and all external providers working directly with our students to have a current Working with Children Check card.

Parent/carer consent

For all camps and excursions, Moolap Primary School will provide parents/carers with a specific consent form outlining the details of the proposed activity. Moolap Primary School uses Compass to inform parents about camps and excursions and to seek their consent. Parents/carers are encouraged to contact the school to discuss any questions or concerns that they or their child may have with a proposed camp or excursion.

Parent Payments for camps and excursions

Where a camp or excursion is provided as part of the standard curriculum requirements, parents may be invited to make a voluntary contribution but all students will be able to attend regardless of whether their parents contribute.

INTERSCHOOL SPORTS PROGRAM YEARS 3-6 – DISTRICT, DIVISION, REGION AND STATE

Students in Years 3 – 6 participate in different levels of sport during their time at primary school. Starting at district sports right through to state level. Please note that for activities involving 10 or more students, transportation will be organized by the school, cost will be passed on to families. Events with less than 10 students attending, parent / guardian will be responsible for transportation and supervision of their child/ren attending the event.

Level 1 - District Sports

In years 3 – 6 your child may be involved in the interschool sports program. Moolap is part of the Troop District along with 6 other local schools. Schools participate in district competition sports which may include tee ball, soccer, cross country, netball, AFL, athletics and basketball or other nominated sports. There is a small charge to students participating to cover the cost of venue hire, equipment, first aid, umpires, ribbons, trophies, etc. This is usually around $5 per student. There may be an additional cost if a bus is hired to transport students to and from the event.

Level 2 - Division Sports

Division Levy and School Sports Victoria (SSV) charges are paid by schools annually to cover costs of running events. All schools must pay these charges, regardless of how many students attend to have teams and individual students compete. Once again, some schools may have no teams or students compete at this level, while other schools might have more. 

Student charges for Division events depend on numbers participating. For 10 students or above a bus will be organized by the school, this cost will be passed on to students attending. Events where there are under 10 students participating, parents will be responsible for organizing and transportation to and from the event, also the supervision of their child at the event.

Level 3 onwards - Region and State Sports

Parents will be notified if their child reaches this level and will be responsible for all costs, supervision and transport associated with the events.

Financial Help for Families

Moolap Primary School will make all efforts to ensure that students are not excluded for financial reasons. Families experiencing financial difficulty are invited to discuss alternative payment arrangements with the Business Manager. The Business Manager or delegate can also discuss family eligibility for the Department’s Camps, Sports and Excursions Fund (CSEF), which provides payments for eligible students to attend school activities, including camps and excursions.  Applications for the CSEF are open to families holding a valid means-tested concession card or temporary foster parents and are facilitated by the school. Further information about the CSEF and the application form are available at Camps, Sports and Excursions Fund. 

Refunds

If a camp or excursion is cancelled or altered by the school, or a student is no longer able to attend part or all of the camp or excursion, our school will consider requests for partial or full refunds of payments made by parents/carers on a case-by-case basis taking into account the individual circumstances. Generally, we will not be able to refund payments made for costs that have already been paid where those funds have already been transferred or committed to a third party and no refund is available to the school. Where possible, we will provide information about refunds to parents/carers at the time of payment.

Student health

Parents and carers need to ensure the school has up-to-date student health information prior to camps and excursions. A member of staff will be appointed with responsibility for the health needs of the students for each camp/excursion. Teachers will administer any medication provided according to our Medication policy and the student’s signed Medication Authority Form. To meet the school’s obligations relating to safety, a first aid kit and mobile phone will be taken by teachers on all camps and excursions.

It is the responsibility of parents and carers to ensure their child/children are in good health when attending excursions and camps. If a student becomes ill during a camp and is not able to continue at camp it is the parent/carer’s responsibility to collect them and cover any associated costs. If the Principal approves a student joining a camp late, transport to the camp is the parent/carer’s responsibility.

Behaviour expectations

Students participating in camps and excursions are required to cooperate and display appropriate behaviour to ensure the camp or excursion is a safe, positive and educational experience for all students involved.

Parents/carers will be notified if their child is in danger of losing the privilege to participate in an excursion or camp due to behaviour that does not meet the standards of behaviour set out in the school’s Student Wellbeing and Engagement. The decision to exclude a student will be made by the Principal, in consultation with the Organising Teacher. Both the parent/carer and the student will be informed of this decision prior to the camp or excursion.

If on a camp or excursion the Teacher in Charge considers an individual student's behaviour does not meet required standards, then the Principal or their nominee may determine that a student should return home during the camp or excursion. In these circumstances the parent/carer is responsible for the collection of the student and any costs associated with this.

Disciplinary measures apply to students on camps and excursions consistent with our school’s Student Wellbeing and Engagement Policy, Student Code of Conduct and Bullying Prevention Policy.

Electronic Devices                                                      

Students will not be permitted to bring electronic devices to camps or excursions except with prior approval from the Principal. The Principal will only approve students bringing electronic devices to a camp or excursion in exceptional circumstances and when it is in the best interests of the student and may place conditions on its location and use during the camp or excursion.

Food

Students are not permitted to bring their own supply of food items to camps and excursions unless the item is medically indicated and discussed with the Organising Teacher or included as an item on the clothing and equipment list for that camp or excursion.

Medication

If a student needs to take medication at school or a school activity, the Principal (or their nominee) will ensure that:

1. Medication is administered to the student in accordance with the Medication Authority Form so that:

• the student receives their correct medication
• in the proper dose
• via the correct method (for example, inhaled or orally)
• at the correct time of day.

2. A log is kept of medicine administered to a student.
3. Where possible, two staff members will supervise the administration of medication.
4. The teacher in charge of a student at the time their medication is required:

• is informed that the student needs to receive their medication
• if necessary, release the student from class to obtain their medication.

5. Medication taken whilst a student is at camp or activity out of normal school hours must be provided to the school in an individual Webster Pack.

Accident and Ambulance Cover

Any costs associated with student injury rest with parents/carers unless the Department is liable in negligence (liability is not automatic).

Unless otherwise indicated, Moolap Primary School and the Department do not provide student accident or ambulance cover. Parents/carers may wish to obtain student accident insurance cover and/or ambulance cover, depending on their health insurance arrangements and any other personal considerations.

COMMUNICATION

This policy will be communicated to our school community in the following way:

• Included in staff induction processes and staff training
• Available publicly on our school’s website
• Hard copy available from school administration upon request

Further information and resources

This policy should be read in conjunction with the following Department polices and guidelines:

• Excursions
• Camps, Sports and Excursions Fund
• Parent Payments Policy

The following school policies are also relevant to this Camps and Excursions Policy:

• Statement of Values and School Philosophy
• Student Wellbeing and Engagement Policy
• Volunteer Policy
• Duty of Care Policy
• Inclusion and Diversity Policy

POLICY REVIEW AND APPROVAL