St. Nathy's School Policies - Effective: September 2007

SCHOOL TRIPS & TOURS

5. SCOPE OF THE GUIDELINES:

5.1 While routine extra-curricular activities are covered under these guidelines, its main thrust is directed at events that entail a great deal of structured organization such as residential, field and adventure trips as well as foreign tours.

6. COMMUNICATING WITH PARENTS

6.1 Parents should be informed in writing of any off-site activity or tour unless it is a regular part of the school curriculum, which parents already know about through the school prospectus or a letter. Seeking consent at time of enrolment for such routine activities may be appropriate.
6.2 Before residential visits or when students are to travel abroad or engage in adventure activities parents should be invited to attend a briefing meeting where details (oral and written) of the proposed trip should be provided. There should be alternative arrangements for parents who cannot attend.
6.3 Parents need to be made aware that the teachers and other adult supervisors on the trip will be exercising the same care that a prudent parent would. The following information on matters that might affect pupil health and welfare should be given to parents.
6.3.1 Dates of the trip.
6.3.2 Objectives of the Trip.
6.3.3 Times of departure and return - parents must agree to meet the student on return.
6.3.4 The location where the students will be collected and returned.
6.3.5 Modes of transport including the names of travel companies.
6.3.6 The size and gender breakdown of the group and the level of supervision, including times when remote supervision may take place.
6.3.7 Details of accommodation with security and supervisory arrangements on site.
6.3.8 Names of leader, of staff and of other accompanying adults.
6.3.9 Details of planned activities and how any risks will be managed.
6.3.10 Standards of behaviour expected in respect of alcohol, sexual behaviour, smoking and general group discipline including prohibited items. This information may take the form of a code of conduct which parents may be required to sign.
6.3.11 What students should not take on the trip or bring back
6.3.12 Details of insurance taken out for the group as a whole in respect of luggage, accident, cancellation, medical cover, any exceptions in the policy and whether parents may need to arrange additional cover.
6.3.13 Clothing, equipment & items of personal hygiene to be taken.
6.3.14 Money to be taken.
6.3.15 Information regarding what the parents will be required to consent to.

6.4 The group leader should seek parental consent for:

6.4.1 Adventure activities
6.4.2 Foreign trips
6.4.3 Other residential trips

6.5 If parents withhold consent the student will not be taken on the trip.

6.6 A parental consent form should be completed for each student in the group. Besides conveying the parent’s consent it may also be used for obtaining details required as follows:

6.6.1 Any allergies/phobias the student may have.
6.6.2 Any medication the student is taking, what the dosage is and who is to administer it, or whether the student can administer it
6.6.3 Any contagious or infectious diseases suffered within the family during the proceeding 4 weeks and any other recent illness suffered by the student.
6.6.4 Any special medical or dietary requirements.
6.6.5 Whether the student suffers from travel sickness.
6.6.6 The student’s ability to swim.
6.6.7 Any other information the parent thinks is relevant.
6.6.8 The parental home phone numbers and address.
6.6.9 An alternative contact, phone number and address.

6.7 The contents of a consent form will vary according to the type and duration of the nip.

6.8 Medical consent should form part of the parental consent form for foreign trips. Parents should be asked to agree to the student’s receiving emergency treatment, including anesthetic or blood transfusion, as considered necessary by the medical authorities. If the parents do not agree to this, the Principal may decide to withdraw the student from the trip — given the additional responsibility this would entail for the school. Doctors in another country may be reluctant to operate on a student unless assured of parental authorisation for such treatment

6.9 The group leader should inform parents that they will be expected to fund the early return of a student whose conduct gives rise for concern on a trip. A written agreement may be necessary

6.10 The Principal should ensure that parents can contact their child via the group leader or the school contact in the event of a home emergency, and that they have a number to ring for information in the event of an incident during the trip or a late arrival home. Parents should therefore:

6.10.1 Know the destination details.
6.10.2 Be aware of the emergency contact arrangements at home (particularly during holiday periods when the school may be closed) and at the venues the group will visit.
6.10.3 Provide contact numbers for day and night use in an emergency.
6.10.4 In the event of an emergency parents should contact the group leader/school contact who will then liaise with the student.
6.10.5 In the event of an emergency on the trip students should not contact home directly, before the group leader/school contact has done so or as directed by the group leader.
6.11 An evaluation of all trips should take place on return and a report, including a financial statement should be submitted to the principal.

7. CHARGING FOR TRIPS

7.1 If a trip is linked to a particular curricular or subject area the charge to be imposed may be compulsory.

7.2 All non-curricular and optional extra trips shall be voluntary.

7.3 Group leaders should be mindful of the social and economic status of families when charging for trips. Planning should be done well in advance and a procedure should be put in place whereby students can pay for the trip over a period of time at an agreed rate.

7.4 When planning for a trip, group leaders should factor in all costs, including contingencies and should ensure that all charges are paid well in advance of departure.

7.5 Monies paid in advance will be forfeited if a student withdraws from the tour, except where such funds are recoupable through the insurance policy.

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