Camps & excursions guidelines for schools and preschools

2.6 Facilities, supplies and equipment

2.6.1 Food and water

The camp or excursion teacher-in-charge must ensure that adequate supplies of food and water are available. The teacher-in-charge must also take the following into account:

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  Food provided must be in line with the DECS Healthy Eating Guidelines (AIGs 3/89a and www.chess.sa.edu.au > Information – promotion or http://www.decs.sa.gov.au/eatwellsa/.
  
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  Food must be nutritious, varied and adequate in quantity to accommodate participants’ specific dietary and cultural requirements.
  
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  Food storage and handling must comply with food safety legislation (further information available at http://www.dh.sa.gov.au/pehs/food-index.htm).
  
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  Where water or other refreshments will not be readily available, adequate supplies must be taken on the camp or excursion, and a means for the replenishment of water supplies must be in place.
  
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  If there is any chance that water sources are contaminated, purification tablets or filtration devices must be used.
  

2.6.2 Safety equipment

The camp or excursion teacher-in-charge must ensure that the required safety equipment for particular activities is on hand and that relevant participants have been trained in its correct use. Documentary evidence of such training is recommended, along with evidence of a formal meeting of leadership team members which includes health and safety issues as an agenda item.

(See Sections 6, 7 or 8 for details of safety equipment by activity. If an activity is not listed, seek information from its governing body)
Safety equipment (including on-site or hired equipment) must be:

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  of approved design and quality, to relevant Australian Standards [AS] or, where there is no AS, to specifications determined by an activity’s accredited governing body
  
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  inspected by the instructor/teacher-in-charge prior to the activity
  
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  well maintained and in full working order
  
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  correct for the student’s/child's size and experience
  
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  provided by participants if it is personal equipment, eg mouth guards.
  

The teacher-in-charge/instructor must ensure that participants always use required safety apparel or equipment.

2.6.3 Sun protection

See AIGs 3/88 ‘Sun Protection’ and National Junior Sport Policy

As part of their duty of care, schools are encouraged to develop specific policy and set procedures to minimise the danger of excessive ultraviolet radiation (UVR) exposure for students and staff.

The teacher-in-charge of camps and excursions must ensure that all participants follow the requirements of the schools sun protection policy.
It should be noted that some students/children are allergic to some sunscreens, and white T-shirts don’t offer protection against the sun when wet. The teacher in charge must ensure that children/students are protected appropriately at all times.
Further information about developing policies and skin protection strategies can be obtained from The Cancer Council South Australia on telephone 13 11 20. In addition, the Cancer Council of South Australia has developed the document ‘Sunsmart: a guide for policy creation in primary schools’, which is available at:

http://www.cancersa.org.au/cms_resources/documents/Resources/sunsmart/Beingsunsmartaguideforschools.pdf.

2.6.4 Clothing

Camp or excursion participants must take clothing suitable for the predicted and possible weather and environmental conditions.

If an activity requires specific equipment and clothing to be supplied by students/children, details should be sent home as soon as possible, giving families a reasonable time to gather the items. Leaders should inspect equipment supplied by students/children.
Teachers should be mindful of the expense likely to be incurred by families, understanding that in some instances, cost of equipment and specialist clothing may prevent some students from participating. Where possible, other methods of acquiring the equipment and clothing should be explored, or alternative activities could be considered.

2.6.5 Shelter

Teacher-in-charge/instructor must ensure that adequate shelter is available to protect participants in all reasonably predictable circumstances. The shelter provided will depend on the type of activity and the amount of time to be spent outdoors. Teacher-in-charge/instructor will also need to:

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  know the area
  
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  assess the likely range of conditions.
  

2.6.6 Bunk beds

Bunk beds at campsites must conform to AS 4220—1994.

When bunk beds are used:

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  children under six years must not use top bunks
  
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  parents must give written consent for students between the ages of six and eight to sleep on top bunks.
  

(See also 2.2.4 ‘Campsite accreditation’)

2.6.7 Tents

Leaders should check tents to ensure that they offer adequate protection from cold and wet conditions. Mattresses should be checked to ensure that students/children do not sleep on damp beds.

The following information regarding mattresses should be noted:

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  Inflatable beds are poor insulators from the cold, but can be cooler in summer.
  
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  Self inflating, sponge filled air mattresses do not insulate if deflated due to puncture.
  
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  Sponge mattresses do not insulate in cold or damp conditions.
  
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  Closed cell foam mats insulate in all conditions.
  

2.7 Interstate and overseas travel

(See 4. ‘Transport’ for more information about approvals, buses etc)
Interstate Travel

The District Director is authorised to approve interstate camps and excursions including use of a department school bus. Refer to the form ‘Application to Conduct An Excursion’ at: http://www.decs.sa.gov.au/docs/documents/1/Ed169ExcursionProforma.doc.

Overseas Travel

For overseas excursions, the DECS Overseas Travel Policy must be adhered to and all sections of an overseas travel application must be completed. The DECS Overseas Travel Policy and Overseas Group Travel Application is available at: http://www.internationalstudents.sa.edu.au/default.asp?navgrp=home&id=travel_international.

Duty of Care and Risk Management

Where DECS employees are travelling overseas with students, it is essential that all steps are taken to ensure duty of care obligations are met. The Risk Management Framework for Overseas Travel (provided in the Overseas Travel Application) must be completed and lodged with principals or line managers. A copy must also be attached to the Overseas Travel Application.

Approvals
For overseas school excursions, an overseas travel application requires endorsement by the Principal, District Director, Director School and District Operations, Director International Education Services and the Chief Executive. Allow a minimum of ten weeks for securing approval.
Group size and student/staff ratios

The minimum group size required to ensure viability and cost effective expenditure of public funds is recommended as 10 students for primary schools and 15 students for secondary schools. Where schools wish to conduct an excursion and have fewer than 10/15 students it may be appropriate to join with another school. Mixed gender student groups must have mixed gender leadership unless parents have approved of alternatives during the consent-seeking process.

For overseas excursions, staff supervision levels must comply with the following table:

Primary School		Secondary School
No of students	No of staff	No of students	No of staff
10-15	2	15-20	2
16-24	3	21-30	3
25-32	4	30-40	4
33-40	5

Use of Government travel contractor

All DECS employees are required to use the government travel contractor when their price is the lowest. Where a travel agent other than the government travel contractor is used, quotes are required from that agent, the government travel contractor and one other agent.

Insurance

All travellers (including students) must have private insurance with copies provided to the group leader and copies attached to the overseas travel application. All non-DECS employees travelling must provide a letter indemnifying the Minister from liability.

All DECS employees travelling on government business are automatically covered by the whole-of-government travel insurance arrangement. This is administered by the government travel contractor as part of the ticketing process. Government travel insurance only covers the employee whilst on duty. Inquiries regarding the services provided by the government travel arrangements should be directed to SAICORP on telephone [phone].
Funding of teachers’ travel expenses by students

Where a group of students will be funding teacher travel costs, the school must clearly disclose this to the parents of participating students during the consent gathering process.

Overseas Billets

Refer to section 6.1