NQS

QUALITY AREA 2:  CHILDREN’S HEALTH AND SAFETY

QUALITY AREA 7:  GOVERNANCE AND LEADERSHIP

Education and Care Services National Law and National Regulations

PURPOSE

To ensure that all excursions and incursions undertaken by the Service are carefully planned and conducted in a safe manner, maintaining children’s health, safety and wellbeing at all times in accordance with Education and Care National Regulations. We believe excursions/incursions provide the children with the opportunity to expand and enhance their skills and knowledge gaining insight into their local and the wider community. We are committed to complying with all relevant legislation to support the planning, authorisation, supervision and risk management of all excursions and incursions to ensure children’s safety, rights and best interests are the paramount consideration. This includes ensuring the safe use of digital technologies and online environments during excursions and incursions, in line with our policies to protect children’s privacy, safety and wellbeing.

Incursion: means an activity organised by our Service, whereby an outside body is employed or engaged to visit the service to run an educational program and to promote culture and diversity. This could include a visit from a dentist, the Rural Fire Service, an Aboriginal cultural awareness group, science or reptile show or a musical or drama performance. Some incursions may be offered free of charge whilst others may incur a small participation cost.

CONSIDERATIONS FOR EXCURSIONS AND INCURSIONS

The purpose of the excursion should be clearly identified by staff providing information on how the excursion or incursion supports the educational program and contributes to the outcomes for children. 

Excursions/incursions should be planned in advance and consideration given to the:

• time away from the service

• availability of toilet and washing facilities

• access to safe drinking water

• adequate health and hygiene practices

• possible risk to children (identified in risk assessment)

• accessibility for all children

• transportation

• cost (excursions and incursions if applicable)

• weather- wet weather arrangements

• Risk Assessment documentation provided by the excursion venue

• teaching children safety procedures and responsibilities whilst on an excursion

• safety and wellbeing of children whilst at the service whilst participating in an incursion (identified in risk assessment)

• communication between educators participating in the excursion and the Service 

• adequate shade and sun protection

• transitions between areas of the venue

• water hazards.

EXCURSION/INCURSION RISK ASSESSMENT 

The approved provider or nominated supervisor must conduct a detailed risk assessment which reflects Reg. 101 before an authorisation is scheduled under Reg. 102 to determine the safety and appropriateness of the excursion/incursion. If the excursion involves transporting children, the risk assessment must adhere to all components of regulations 101, 102, 102B, 102C.

The risk assessment must:

• identify and assess possible risks that the excursion/incursion may pose to the health, safety and wellbeing of any child being taken on the excursion or participating in the incursion

• specify how the identified risks will be managed and minimised

• ensure Working with Children Checks WWCC are conducted for all adults visiting the Service on incursions 

• ensure the visiting group/performance is covered by insurance

• consider the proposed route and destination for the excursion and

• identify any water hazards

• reflect on any risks associated with water-based activities 

• consider the transport to and from the proposed destination for the excursion

• consider the duration of the transportation

• consider any requirements for seatbelts or safety restraints under a law consider whether access to service-issued devices are sufficient to meet safety and education and care requirements without routine reliance on personal devices

• the process for entering and exiting the ECEC service premises and the pick-up location or destination (as required)

• procedures for embarking and disembarking the means of transport, including how each child is to be accounted for on embarking and disembarking

• consider the ratio of adults to children involved in the excursion

• consider the risks posed by the excursion/incursion, the number of educators or other responsible adults required to provide supervision, and whether any adults with specialised skills are required to ensure children’s safety (e.g.: lifesaving skills)

• consider the planned activities

• determine the duration of the excursion 

The approved provider/nominated supervisor will:

• Ensure a risk assessment is conducted prior to any excursion to identify and assess the risk the excursion may pose to the safety, health and wellbeing of any child whilst on the excursion, and will specify how the service will manage any risks identified. 

• Appoint a Responsible Person/Nominated Supervisor to be in charge of the excursion. This supervisor will be in charge of keeping track of children, educators, volunteers and guiding people where to go and what to do. This person will carry the attendance list of children, the emergency contact list and do regular head counts. 

• Ensure that an educator caring for children while on the excursion must hold current first aid, asthma and anaphylaxis training. The Nominated Supervisor must also ensure that an Educator who holds these qualifications must also remain at the service. 

• The nominated supervisor will ensure that an Educator who has accepted to a responsible person of the service is present on the Excursion, and that there is a responsible person of the service remaining at the service. 

The risk assessment conducted will consider: 

• Destination and duration of the excursion;  potential water hazards or any hazard associated with water based activities;

• Transport to and from destination

• Number of educators, responsible persons, and children involved

• Number of educators and responsible adults needed to provide adequate supervision, including the necessary number of adults with specialised skills

• The proposed duration of the excursion

• Proposed activities

• The management of children’s specific health needs

• Items to be taken on the excursion e.g. mobile phone, emergency bag containing a first aid kit, emergency contact numbers etc. 

NB: If the excursion is a regular occurrence, a risk assessment will only be carried out once, provided the circumstances around the excursion have not changed in any way since the initial risk assessment was conducted.

Authorisations

• For all excursions parents or legal guardians will be given an excursion permission form with full details of the excursion including: 

  • Date, description, duration and destination of proposed excursion; 

  • Method of transport to be used; 

  • Child’s full name

  • Reason for the excursion, and proposed activities to be conducted on the excursion; 

  • The anticipated adult: child ratio – outlining number of educators and staff and other adults attending

  • The anticipated number of children likely to attend the excursion

  • A statement that a risk assessment has been prepared and is available at the service for parents to view.

• If the excursion is a regular outing, authorisation is required once in a 12-month period. All parents or legal guardians will be asked to sign permission forms for regular excursions on enrolment and at the beginning of each subsequent year. 

• A regular outing is considered a walk, drive or trip to and from a destination, visited as part of the educational program. The risk assessment is relevant for each outing, given that there are no relevant changes – e.g. the route, time of day, etc. remains unchanged each time. 

• No child will be taken on an excursion unless written permission from parents or legal guardian has been received.

Families and Volunteers

• Families will be encouraged to participate in excursions to assist in maintaining suitable child/staff ratios. If the parent needs to bring their child’s sibling because they cannot find suitable care, the siblings must be included in ratios.

• If additional adults are required volunteers will be invited. Volunteers will be mature, responsible people who are aware of the hazards and responsibilities of taking a group of children out of the service. 

• Family members/volunteers will not to be left in sole charge of children and must be supervised by an educator at all times. 

• All volunteers/family members’ details will be entered into the appropriate staff record for that day.

• Students and volunteers who attend excursions must hold a Working With Children Check (WWCC), which has been verified by the service. 

• To ensure the child wears/brings (e.g. hat, suitable shoes, water) all items requested by the Service on the day of the excursion.

Travel Arrangements

• Travel arrangements are made on the basis of individual excursion requirements. Every reasonable precaution will be taken to protect children from harm and any hazard likely to cause injury.

• Walking - Educators will ensure children obey road rules and cross roads at a crossing or lights where available.  Educators will remain vigilant to ensure no child runs ahead or lags behind the group.

• Our service WILL NOT utilise any form of transport other than walking. There will be no public transport, cars, buses, trains, or any form of vehicle. 

Supervision

• Supervision on excursions will ensure the safety and wellbeing of all children for the duration of the excursion, taking into account ratios and all risks and hazards likely to be encountered. 

• The venue will be assessed as safe for all children and adults on the excursion and will be easily supervised and accessible.

Water Hazards

• No excursions will be conducted to a swimming pool or other water related activity. 

• Where there are significant water hazards (such as rivers or lakes) risk management strategies will be identified and implemented such as high adult to child ratios

Conducting the Excursion

• All educators, volunteers and children attending will be informed of excursion timetable/ itinerary, special requirements, safety procedures, grouping of children and responsibilities. 

• A list of children on the excursion will be left at the service and a copy carried by the delegated Responsible Person/Nominated Supervisor. 

• Before leaving on the excursion, a notice will be prominently displayed at the service which includes: 

• Itinerary and timetable

• Mobile contact phone number.

• Items to be taken on excursions include: 

• A suitable stocked first-aid kit including EpiPen 

• A mobile phone 

• Children’s emergency contact numbers 

• Children’s medication, if required 

• Other items as required e.g. sunscreen, drinking cups, jackets etc.

Responsibilities of the Approved Provider

• Ensuring that a child does not leave the service premises on an excursion unless prior written authorisation has been provided by the parent/guardian or person named in the child’s enrolment record, and that the authorisation includes all details required under Regulation 102(4). 

• Ensuring that educator-to-child ratios are maintained at all times, including during excursions. 

• Ensuring that parents/guardians, volunteers, students and all adults participating in an excursion are adequately supervised at all times and are not left with sole supervision of individual children or groups of children. 

• Ensuring the risk assessment identifies and assesses the risks, specifies how these will be managed and/or minimised, and includes all details required by Regulation 101. 

Responsibilities of the Nominated Supervisor

• Implementing Approved Provider responsibilities as delegate. 

• Ensuring that each child’s personal medication and current medical management plan is taken on excursions and other off-site activities. 

• Ensuring that a portable first aid kit (including required medication for managing any child’s medical conditions) is taken on excursions and other off-site activities. 

• Ensuring a mobile phone, the emergency contact details for each child and the contact details of their medical practitioner are taken on excursions for notification in the event of an incident, injury, trauma or illness. 

Responsibilities of the Educators

• Adhering to this policy. 

• Checking that a parent/guardian or person named in the child’s enrolment record has completed, signed and dated the excursion/service event authorisation form prior to the excursion. 

• Allowing a child to participate in an excursion or service event only with the written authorisation of a parent/ guardian or person named in the child’s enrolment record. 

• Maintaining the required educator-to-child ratios at all times, and adequately supervising children during excursions and service events. 

• Adequately supervising parents/guardians, volunteers, students and all adults participating in an excursion, and ensuring that they are not left with sole supervision of individual children or groups of children. 

• Undertaking a risk assessment for an excursion prior to obtaining written authorisation from parents/guardians. 

• Ensuring the risk assessment identifies and assesses the risks, specifies how they will be managed and/or minimised, and includes all details required by Regulation 101. 

• Including all children in excursions and service events regardless of their abilities, additional needs or medical conditions. 

• Taking each child’s personal medication and current medical management plan on excursions and other off-site activities. 

• Taking a portable first aid kit (including required medication for dealing with medical conditions) on excursions and other off-site activities. 

• Every child will wear an Excursion tag with the Service’s name, address, and telephone number, and the mobile number of the educator in charge of the excursion. No child’s name will appear on the identification tag.

• Contingency plans for events such as medical emergency, accident or a lost child are carefully considered and these plans clearly communicated to all adults attending the excursion.

• Engage children in prior discussions about outlay of day and the importance of road safety. 

Responsibilities of the Families

• Families will be encouraged to participate in excursions to assist in maintaining suitable child/staff ratios. If the parent needs to bring their child’s sibling because they cannot find suitable care, the siblings must be included in ratios. This will need to be considered when writing the risk assessment responsibilities given to this parent will need to be adjusted accordingly. 

• If additional adults are required volunteers will be invited. Volunteers will be mature, responsible people who are aware of the hazards and responsibilities of taking a group of children out of the service. 

• Family members/volunteers will not to be left in sole charge of children and must be supervised by an educator at all times. 

• All volunteers/family members’ details will be entered into the appropriate staff record for that day. 

• Completing, signing and dating excursion/service event authorisation forms. 

• Providing written authorisation for their child to leave the service premises on routine outings. 

• Reading the details of the excursion or service event provided by the service and asking for additional information if required. 

• Understanding that, if they participate in an excursion or service event as a volunteer, they will be under the immediate supervision of the Responsible Person at all times. 

  
  

Incursions at the Service

• All incursion providers visiting the Service MUST have obtained a Working with Children’s Check prior to visiting the Service. 

• Incursion providers visiting the Service must have clearance before providing their services within the care environment.  

SOURCES

• Australian Children’s Education & Care Quality Authority. (2026). Guide to the National Quality Framework

• Australian Children’s Education & Care Quality Authority (ACECQA). (2024). Excursions Policy and Procedure Guidelines

• Australian Government Department of Education. (2022). Belonging, Being and Becoming: The Early Years Learning Framework for Australia. V2.0.

• Children (Education and Care Services) National Law (NSW) (NSW services only)

• Education and Care Services National Law Act 2010

• Education and Care Services National Regulations 2011

• Education and Care Services National Regulations (NSW) (2025) (NSW services only)

• Kidsafe Victoria Road Safety https://www.kidsafevic.com.au/road-safety/

• Kids and Traffic Early Childhood Road Safety Education Program (NSW). (2023). Transporting Children Safely

Amendment History

This policy will be updated to ensure compliance with all relevant legal requirements every year. Appropriate consultation of all stakeholders (including staff and families) will be conducted on a timely basis. In accordance with Regulation 172 of the Education and Care Services National Regulation, families of children enrolled will be notified at least 14 days and their input will be considered prior to any amendment of policies and procedures that have any impact on their children or family

Date:

May 2026

Version:

7

Last amended by:

Laura Clarke  

Next Review:

May 2027

Position:

Nominated Supervisor