Excursions/Incursions Policy


Excursions and incursions are seen as an integral part of the school curriculum as they enable students to explore, extend and enrich their learning and their social skills development, in a non-school setting. Excursions/incursions may have a cultural, environmental or outdoor emphasis and complement the educational programs offered at Glen Waverley South Primary School. An excursion is defined as any activity beyond the school grounds. An incursion is an activity that involves school visitors who provide performance, lesson or service for students.


• To provide all children with the opportunity to participate in excursions/incursions.
• To provide shared class experiences and a sense of group cohesiveness.
• To provide a program that promotes self-esteem, resourcefulness, independence, leadership, judgement, cooperation and tolerance.
• To reinforce, complement and extend the learning opportunities beyond the classroom.
• To develop an understanding that learning is not limited to school and teachers, and that valuable and powerful learning takes place in the real world or with other people and experiences.
• To provide safe, secure learning experiences for students in a venue external to the school.
• To further develop social skills such as cooperation, tolerance, communication, individual and group interaction.
• To further develop problem solving and life survival skills.
• To extend students’ understanding of their physical and cultural environment.


• The ‘Teacher in Charge’ of the excursion/incursion will obtain signature approval from the Assistant Principal (or his/her representative) prior to the office staff creating the permission form.
• Once the excursion has been approved all relevant documentation must be completed. This is available from the Business Manager.
• The Business Manager will complete the ‘Notification of School Activity’ at: www.eduweb.vic.gov.au/forms/school/sal/enteractivity.asp  three weeks prior to the excursion departure date, and ensure relevant details are entered on the daily planner.
• For excursions requiring School Council approval the ‘Approval Proforma for all Excursions and Activities Requiring School Council Approval’, will be submitted to School Council one month prior to the excursion.
• School Council is responsible for the approval of:
o Overnight excursions
o Camps
o Interstate visits
o International visits
o Excursions requiring sea or air travel, weekends or vacations
o Adventure activities
• The ‘Teacher in Charge’ in consultation with the Principal or his nominee(s) will ensure that all excursions, planning and preparation, safety requirements, transport arrangements, emergency procedures and staffing comply with DET guidelines. Refer to: DEECD Excursion Policy.
• A designated ‘Teacher in Charge’ will coordinate each excursion/incursion and will ensure that full records are maintained regarding the camp/excursion.
• Risk Assessment documentation must be completed and approved by the Principal/Assistant Principal prior to the excursion proceeding.
• Prior to conducting a camp or excursion, the Department’s requirements and guidelines relating to camps or excursions, will be rigorously observed.  Consideration in planning should include:
Safety, Emergency & Risk Management , including Bushfires
Student Preparation
Student Medical Information
Safety Guidelines for Education Outdoors
• Suitable supervision arrangements will be made by the teacher(s) involved, for all students who do not attend an excursion/incursion.
• Only children who have displayed sensible, reliable behaviour at school will be invited to participate in camps or excursions.  Students and their parents/carers need to be made aware that acceptable standards of behaviour will be expected during a camp or an excursion. Parents will be notified if a child is in danger of losing their eligibility to participate due to poor behaviour at school. The decision to exclude a student will be made by the Principal (or his/her representative), in consultation with the relevant teacher(s).
• The emergency management process of the school will extend to and incorporate all camps and excursions.
• All excursion staff and, where appropriate, the students will be familiar with the specific procedures for dealing with emergencies on each excursion. 
• On days of extreme fire danger or total fire ban, the Principal or nominee may need to cancel an excursion at short notice. Where an excursion is not cancelled, special fire safety precautions will be implemented.
• A mobile telephone and a first aid kit/bag will be taken to all excursions/incursions.
• Prior to the camp or excursion parent/carers are to be made aware that DET does not provide student accident cover and that they need to make their own arrangements for cover.
• School Council will, in consultation with the Principal and the Business Manager, determine an ‘Activities Levy’ and a ‘Sports Levy’ in the second half of each year, for the following year.  This information will be communicated to parents the year before it applies and at the start of each year.  Parents can either pay one or both of these levies in full, by the due date stated, or pay for individual excursions/incursions as they occur throughout the year. 
• The ‘Activities Levy’ and the ‘Sports Levy’ do not apply to all excursions/incursions.  Activities such as some sporting events, swimming and camps are not covered by either levy.  The permission form for each excursion/incursion will state whether or not the event is covered by a levy.
• The permission form for each excursion/incursion will state the date, the cost, the location, the method of transport and any special needs.
• All families will be given a reasonable time period to return permission forms and full payment for each excursion/incursion.  This will usually be two weeks from the date the permission form is sent home, however this may be shorter or longer if deemed necessary by the teacher in charge.
• The permission form for each excursion/incursion will have a stated due date.  Permission forms and all other forms that may be required must be completed and returned to the school by close of business on the due date.  Students who do not return the required permission form and any other required forms by the due date will not be eligible to attend.
• The payment for each excursion/incursion will have a stated due date.  Payment must be made in full by close of business on the due date.  Students who do not make full payment by the due date will not be eligible to attend.
• Parents who wish to arrange an alternative payment plan (other than payment in full by the due date) must make contact with the school office staff within three days of the date of issue of the permission form.  An alternative payment plan is not guaranteed and will be at the discretion of the school Business Manager in consultation with the Principal (or his/her representative).
• The school may choose to subsidise some excursions or some students’ expenses.
• All completed permission forms must contain at least one emergency contact and a parent/guardian name and signature.
• All completed permission forms will be taken to the excursion/incursion by the appropriate teacher(s) and be readily accessible to all teacher(s) attending the event.
• Where a student does not attend an excursion/incursion they have paid for, reimbursement of the cost of the event may be possible however this is not guaranteed, and is at the discretion of the school Business Manager in consultation with the Principal (or his/her representative). 
• All travel involving buses will be on buses with seatbelts. 
• It is strongly recommended that all students involved in travelling to an external venue travel with the group on the school organised bus.
• Under special circumstances, a one off exception requiring alternative transport may be considered, and will be at the Principal’s discretion.
• Students with disabilities and impairments may require additional assistance and every endeavour will be made to facilitate their involvement.
• Parents may be invited to assist with an excursion/incursion.  Any parent/guardian who provides assistance with an excursion/incursion must hold a current Working with Children check and have provided the office staff with a copy of this check.
• The ‘Teacher in Charge’ will submit an Emergency Management form to the school office staff, prior to leaving the school grounds for an excursion.  This information will be entered into the DET online Student Activity Locator by the office staff, as soon as possible, on the day of the excursion/incursion.


This policy will be reviewed as part of the school’s three year review cycle.


This policy was last ratified by School Council on: 23/03/2015