HS108 Outings and Excersions 25.4

Outings and Excursions Policy V3

Procedure: Local Walks and Special Excursions

Reference: Licensing Criteria HS113, HS114, HS119, Reg 46

Statement of Intent:

At Windsor Montessori, we recognise the importance of real-life experiences for tamariki. We aim to support tamariki learning about the people, places and things in their community and beyond by providing tamariki with a varied and wide experience through organised day trips and outings. It is our policy to ensure the safety and wellbeing of all tamariki during these experiences through planning, risk assessment, management and supervision processes.

Procedure for local walks:

Ratios: 1:6 adult: child, minimum 2 staff (all kaiako have current teacher certification and are permanent, and have first aid certification)
Written permission for local walks is obtained on tamariki enrolment form. This policy is sent to all whānau at the time of enrolment.
There is a generic risk assessment and management process for these regular excursions around local area that takes into consideration: people walking dogs, garden plants, traffic, kaiako walking on the curb side of the path, tamariki tripping over, crossing driveways, roads etc. This risk assessment and management process will be considered before every walk and any specific additional risks present on the day will be added to the risk analysis.
A local walks form will be filled out before the walk. This will list all the kaiako and tamariki on the walk.
Person Responsible is required to approve all excursions.
A portable first aid kit will be taken along with any personal medication for any tamariki attending the preschool e.g. inhalers, EpiPens, epilepsy etc
All tamariki will wear hi-vis vests when leaving preschool for local walks.
Water, cups and food (if out for morning tea) will be taken along with change of clothing and toileting supplies.
Kaiako will explain procedures to tamariki and adults prior to the walk. Clear guidelines are provided and kaiako will be appointed to tamariki that may require extra support.
Kaiako will check roll before leaving preschool and upon arrival at destination and upon leaving, and during the outing.
Tamariki will walk in a bus format (two tamariki together in a line) with appointed kaiako at back and front of group.
Designated kaiako will carry a cell phone and whānau emergency contact list
A message will be left on the notice board with cell phone contact number and expected time of return.
Local walks may take place in the morning sessions or the afternoon sessions, and will only take place when there are sufficient kaiako to maintain required adult to child ratios both on the walk and at the preschool.

Procedure for Special Excursions:

Ratios: 1:4 adult: child , minimum 2 staff (all with current registration and current first aid certificates). Ratios include all tamariki on the excursion including siblings, not just enrolled tamariki
The head kaiako/person responsible will approve and oversee all outings including local and special excursions
If possible 1 member of staff will be outside ratio calculations. This will enable them to oversea the whole group and coordinate and manage any unforeseen events and to deal with routine tasks.
The Person Responsible will issue clear guidelines and appoint adults/parent helpers who will be responsible for taking care of two to three tamariki depending on number of adult helpers. Designated teacher to check roll upon arrival at destination and upon leaving, and during the outing.
Medical supplies, first aid, emergency contact list, phone, hi-vis vests will be taken.
A bus will be hired for all trips (with seat belts if possible) If the bus has no seat belts, adults will supervise closely and sit dispersed amongst tamariki rather than all together.
Whānau will be fully informed of all excursions in advance of them taking place through notices on Storypark/sign in area. Information will be provided to parents/whānau/caregivers about the trip, including permission sheet to be signed which identify the adult:child ratio, location, route, method of travel and reason for trip.
There are communication systems in place so that people know where tamariki are, and adults can communicate with others as necessary.
In the unlikely event of a tamaiti going missing or getting left behind during an excursion the Ministry of Education must be notified as soon as possible.

Risk Assessment Management (RAMS)

The Risk Assessment Management (RAMS) form will be completed prior to the excursion. Planning for each outing and excursion includes risk assessment (travel arrangements, any hazards identified to and from the destination, including any possible hazards at the destination/venue such as proximity of water and environmental factors such as weather. The risk assessment is signed off by the Head Kaiako/Person Responsible.

If there are changes to a regular excursion, another RAMS will be completed and approval will be sought from the whānau. Whānau will be able to see the completed RAMS form which will be out on the notice board prior to the trip.

Kaiako will identify such logistics as the location of toilets, places to eat, places to take shelter in bad weather, places for transport to park, identify any hazards (at the location and between the location and the parking area).

Health and safety factors will be taken into account in planning and executing any excursion, in accordance with the Health and Safety at Work Act 2015.

Record Keeping

A record of excursions will include:

the names of adults and tamariki involved;
the time and date of the excursion;
Adult:child ratios
the location and method of travel;
A completed assessment and management of risk;(RAMS)

Ratios

The risk assessment takes the number of tamariki attending and the environmental hazards into account. The more environmental hazards, the more adults are required for supervision and safety. For example, if bodies of water are in the vicinity, the ratio must be adjusted accordingly, as the risk is higher.
The ratios must include all tamariki on the excursion, i.e. accompanying siblings are part of the ratio, not just enrolled tamariki
Ratios – Over Twos: 1 adult to 4 tamariki
Ratio will be noted if risk factors are identified.
If the excursion involves a trip near water then the ratio will be 1 adult to every tamaiti.
If the excursion is to our local park, the ratio will be 1 adult to every 6 tamariki
Parents/whānau/caregivers or other adult helpers are included in ratios for excursions. If there are insufficient adults to meet the legally-required ratios for tamariki on the excursion the excursion will be postponed or cancelled. Age group, distance, destination, transport and length of trip will be considered when deciding on ratios for outings and excursions.

Procedure:

Parent Helpers / Volunteers:

Parent helpers/volunteers are a key part of adult:child ratio; they are critical to the success of the supervision and health and safety on an excursion. Prior to departure, parent helpers/volunteers will be debriefed and their role and responsibilities outlined. Items that may be included in the debrief include:

Being made aware of which tamariki they are responsible for. A list will be provided with the names of tamariki in their care.
Made aware of the itinerary, timetable and general logistics of the excursion.
Supervising tamariki in their care. This means being close enough to keep them safe at all times. They should not let any tamaiti leave their group.
If a parent has a health condition which might compromise their ability to supervise throughout the excursion, they will be asked prior to the excursion.
Staying with the group at all times – unless some part of the activity is on a rotating basis. If they need to leave the group for some reason, they will be asked to notify kaiako first.
Parents/whānau/carers need to accept that there is no place for smoking, alcohol, or other illegal drugs on any excursion.
Parents/whānau/carers need to agree to follow all the requests and expectations of the teaching team.
Parents will be advised to seek immediate help from kaiako if required.
Parents will be made clear about what is acceptable in terms of taking photographs of tamariki on the excursion.
Parents will be advised about the arrangements for toileting, food/drink, looking after tamariki belongings, who has the First Aid Kit, the number of the emergency cell phone and what will happen in any emergency.(i.e. adults should not take groups away from the main group unless this is planned and organised).

Date: April 2026

Review Date: Term 2 2028