School Policies

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Excursion
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Excursion Policy

An excursion is any learning activity conducted outside the school property that is organised and supervised by the school and approved by the Principal.

Excursions are seen as an important part of the school curriculum.  They provide an invaluable learning experience to explore and extend the classroom curriculum. 

Please note that the word bus is used in this policy but the rules are the same for any other form of transport.

GUIDELINES

1. All excursion arrangements need to be approved by the Principal before any planning (bookings) can proceed.  The planning forms must be completed and signed. 

  • All school excursions should be thoroughly planned and be educationally relevant.
  • The plan must include: 
  • the purpose of the excursion
  • Safety of the place to be visited
  • Educational value in comparison with being in class
  • the number and grade level of the learners involved
  • the nature of the activities 
  • times, dates, location and/or itinerary
  • Dress code for teachers and learners
  • transport and any relevant accommodation plans 
  • costs per learner and any excursion funding arrangements 
  • supervision arrangements, including the names of supervising teachers and other assistants; 
  • arrangements made for emergencies; 
  • Indications that parents/guardians will receive clear information about the purpose and nature of the excursion and that written consent will be received for all those proposing to participate; and 
  • arrangements to be made for learners not participating.
  • arrangements for learners who are not fetched on time if the excursion is out of school hours
  • legal implications of any unforeseen or foreseen circumstances.

2.  The teacher in charge must get permission from the Principal to go ahead with the outing.

  • After permission has been granted by the Principal the arrangements for the trip may continue.
  • Teacher in charge must complete the application form for camps and outings
  • Inform staff at reception as parents usually phone and ask them for details. 
  • The detail of payment options must go to the Finance person for her information.
  • Copies of all correspondence where information or some finer details may change, will also go to the Principal and reception to make sure everybody is informed. 

3. Transport arrangements must be made by completing the request form and handing it in at reception after approval of the trip.  

  • All buses required should be negotiated and booked at least 7 days in advance of the excursion date. Motheong’s preferred service provider is Robberts Bus Service.
  • The school Principal must ensure that safe transport arrangements have been made.
  • All buses on excursions require a minimum of two, non-driving teaching staff supervising.
  • If private vehicles are to be used, the Principal must be satisfied that drivers and vehicles are reliable and appropriately licensed. The Principal should also be assured that the vehicle is roadworthy, insured, and that its driver is responsible and has a Professional Drivers’ Permit.

4. Behavioural expectations should be the same as if the learners were still in the classroom. 

 

5. Staff are to check that there is an indemnity form for each learner.  

 

6. The number of teaching staff and other adults actively involved in an excursion is to be appropriate to the number of learners.

 

7. Teaching staff are to accompany the learners for the entire duration of the excursion.

 

8. Staff accompanying learners on the bus must sit on either side of the bus (in another words, not on the same side) and distribute themselves from back to front. (in other words, not sitting all together).

 

9. A laminated note with the contact details of the school must be placed at the front of the bus. 

 

10. Teachers not accompanying learners on the bus must wait until the bus leaves the venue before leaving for home.

 

11. For excursions out of school hours, the teacher in charge must contact the Principal or Deputy Head on leaving so that the estimated time of arrival can be placed onto the D6 Communicator.

 

12. All staff accompanying the learners on the bus are expected to wait 20 minutes after arrival and to phone any parent who has not fetched their child. Teachers must therefore have access to the learner’s telephone numbers which is on the excursion form. 

 

13. If the return time of the excursion is before 16:00, the learners go straight to their waiting areas on arrival. 

 

14. If the return time is after 16:00, the learners who are not immediately fetched must go to safe keeping.

 

15. If the return time is after 17:30, the learners who are not picked up after 20 minutes will be handed over to the security guard or a designated Ground Staff Member. Teachers must have phoned these parents before handing them to the security guard.

 

16. If the excursion is on a Saturday, the learners who are not picked up after 20 minutes will be handed over to the security guard or a designated Ground Staff Member. Teachers must have phoned these parents before leaving for home.

17. Incidents/medical emergencies:

  • There must always be a first aid box on the bus and the teacher in charge is responsible to check that. 
  • The “Incident report form” must be in the trip file to be completed with any incident, medical emergency or crisis. 
  • The first aid policy will apply on all school outings. 
  • Teachers may NOT hand out any medicine/drugs to children at any time. 
  • The teachers must seek private medical care when a learner gets injured where there is a medical aid available. In absence of medical aid, the learner must be taken to the closest public hospital. All medical expenses will be the responsibility of the parent.

Resources

Code of Conduct and
General School Policy
ITC
Policy
POPIA
Policy
PAIA
Policy
Financial
Policy
Debt Management
Policy
Excursion
Policy

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