Attachment 4

OVERSEAS EXCURSION INFORMATION FOR PARENTS

(Template Letter to Parents with Excursion Details

Please fill in details below as appropriate and delete when done.)

Dear Parent/Guardian

The following details relate to an educational excursion to ...... ………..

which is being organised for ...... …...... ………..... (name the year (s) or group).

Include the following details:

  • Destination
  • times and dates of departure and return
  • excursion outline
  • mode of travel and route, including supervision available (Spaceship)
  • Itinerary
  • purpose of the excursion including planned outcomes for students and relevance to the curriculum
  • nature of activities to be undertaken during the excursion
  • accommodation arrangements
  • name of the teacher/s in charge
  • names of other teacher/leader/s, and accompanying adults
  • vaccinations (if required) - parents should be advised to seek advice from a medical practitioner as soon as possible and at least six weeks before departure.
  • equipment and clothing needed
  • food requirements
  • Anticipated expenses
  • full details of cost including refundable and non-refundable monies as set out in the School Management Manual. Advice to parents on how the costs of accompanying staff are being met and that purchasing requirements have been complied with
    (Note: This is an audit requirement and must be included in the information provided to parents).
  • special rules applicable to the excursion
  • procedures for dealing with unacceptable behaviour. These procedures should include the possibility of exclusion and return home of students
  • means of contact with the group
  • emergency contacts and procedures in the event of a critical incident

Include the following paragraphs:

"Staff accompanying students on overseas excursions will take all reasonable care while the students are in their charge to protect them from injury and to control and supervise their behaviour and activities.

Parents should be aware that staff members are not responsible for injuries or damage to property which may occur on an excursion where, in all circumstances, staff have not been negligent. Parents should warn children of the risk to themselves, to others and to property, of impulsive, wilful or disobedient behaviour."

“Requesting Financial Contributions from Parents:

Schools may offer or facilitate some specific optional items, activities and services for which parents may be required to pay if they want their child to access them, these include international excursions.

The school has made every effort to keep costs for this activity at a reasonable level. We have an equity fund which can be used to provide financial assistance for students where parents are unable to make the requested contribution. Please contact the Principal for assistance.

If however there is insufficient total funding available to meet the cost of the excursion, regrettably we may not be able to proceed.”

Parents are advised that travel insurance is required for all participants

Attach and request that the Medical Information and Consent Form be completed

Where swimming/water activities are involved, request approval for the student to take part in the activity.

Yours faithfully

Principal

Updated August 2006