Excursions/Incursions
Process for any bookings made for the school.
Teacher or Level Leader to contact the company to get a quote
If it’s an excursion you also need a quote from the transport company:
We generally use one of the following so contact them for a quote
Sunbury Coaches: quotes@sunburycoaches.com.au
Rockleigh Tours: tours@rockleightours.com.au
Bacchus March/Christians Coaches: enquiries@bmcoaches.com.au
Once you have quotes and you know costs
Do a risk assessment through Safesmart. Or use THIS LINK to access the same document
For Incursions: Part of this assessment is getting a copy (photo via email) of any visitors WWCC (Working with children check) PRIOR to them visiting the school. This ensures their arrival runs smoothly and they’re not held up at the office.
Submit the Excursion/Incursion request form. This form goes to leadership for approval and must be completed even if the event has been verbally approved. Costs are included in this request so please wait for quotes to come in before completing.
‘The Excursion/Incursion request for the Principal’ form is located on the staff desktop under Forms
NOTE: Be mindful of the wording you use in the blurb as this information will be used to create a digital permission form for parents to give permission through Skool Loop (located under the Permission tab)
Once you have approval
Submit the purchase requests in eSchools (link available on the staff desktop under ‘Purchasing Form’)
Any payment that is to be made from the school has to go through this system for leadership to sign off that it’s approved to pay.
Each company needs a separate purchasing form and a separate line for each item invoiced/quoted. (for example – an Excursion to Melbourne Museum needs a purchase request to the Museum and a separate purchase request for the bus company. Dates must be included in the description eg. 12FEB Yr4 Scienceworks student Entry fee
Forward quotes to Deb by email or provide a printed copy
Once leadership has approved, Deb will then create the purchase order and confirm the transport (if required) with the PO number.
If your Excursion/Incursion company requires a purchase order, let Deb know and she will send it to you.
Place the event into the SGP Calendar (staff) and also the SGP Student/Parent calendar this indicated to the office that it is going ahead and will be published in the Skoolloop ‘this week’ messages and the dates to remember calendar.
After publication, permission forms completed through Skool Loop will feed through to a spreadsheet. Monitor the permission spreadsheet located in the Google Drive, Shared Drives folder ‘Staff Administration/Permission Forms’ then Student Permission Forms until the day before the excursion to ensure all permission forms are completed.
Leading up to the event, if you have not received permission, send a message to parents through Class Dojo or call them to follow up. If they are having trouble completing the permission form ask them to visit the office and they will be assisted to access it through Skool Loop.
If you receive the invoice before or after the event, forward it to Deb or the office email so it can be matched with the purchase order and paid.
On the day of the excursion the expectation is that teachers will
- Mark the roll on nForma prior to departure or within 10 minutes of boarding the bus if departing from the carpark.
- Ensure you have access to parent contact numbers in case of emergency – You can access these through Parent contact information on the Staff Desktop. If not you can take the red CRT folder with you but must ensure it is returned to the clear plastic pocket in the classroom on return
- Ensure you have the class ‘Buddy Bag’ with all medications required.
- Take the school first aid bag
ON RETURN
- Immediately advise the office
- Return all items taken from the sickbay
- Prepare a sticky note listing any items used from first aid bag and leave the note and the bag together in the sick bay so it can be restocked
