5.3 NAG 5.3 Education Outside the Classroom

Updated: 25.11.18

P&P No: 5.3

Education Outside the Classroom

Risk Management


  • To ensure that individuals are aware of and have considered in their arrangements any risks associated with activities both inside and outside the classroom.
  • To assist staff and students to be safe in the knowledge of what to do in an emergency.


  • At the start of each school year, Risk Management Forms must be completed for each regular activity that is undertaken by the class which occurs outside the classroom i.e. swimming, RDA, attendance at STAR courses, being transported to venues.
  • Risk Management Forms should also be completed to ensure staff and students are able to effectively respond to medical emergencies and to challenging behaviours.
  • These forms must also be completed before any education outside the classroom commences regardless of the distance or mode of transport.

What you need to take when going off-site

  • Any emergency medication for individual students such as suppositories for the control of seizures, or medication for anaphylactic shock must be taken at all times.
  • Each vehicle that is transporting students, is expected to carry a mobile phone and a first aide kit, and a list of the students with emergency contact, health and current medication details, and have copy of the staff /student tagging list and an itinerary.
  • Class teachers must give the regional office a legible list of mobile numbers and itinerary details.

Class Trips

All class outings whether they are weekly class trips within Wanganui, day trips outside Wanganui, overnight or longer trips and overseas trips, require permission from a member of the Executive Team.

Weekly Class Outings

At the start of each year, teachers should:

  • Complete Annual RAMs and Request for Permission forms for identified Weekly Class Outings using separate and complete RAMs forms for each identified location, this may include places such as as RDA, local swimming pools, local libraries, inclusion in other schools, local parks, local shops etc.
  • A statement of the purpose for each identified outing, and details of when and how the students will be transported needs to be included as well as a class profile that will show your thinking about the needs of the students, any special safety considerations, possible risks and how these will be addressed. As well as recommending a manageable minimum safe staffing level.
  • Develop some safety procedures or guidelines for students and preferably with students for each activity or each part of each activity, thus actively assisting students to develop safety skills.
  • These must be approved by a member of the Executive Team before any outings occur.

Before each outing each week, the teacher should:

  • Check that the minimum safe staffing levels are met.
  • Review with students the safety procedures and agreed guidelines for this activity.
  • Review with staff any special safety precautions or protocols for this class or specific students within the class.
  • Complete an Outing Notification Form and hand in to the school office a week in advance of the outing.

Obtaining Parental permission for weekly class trips

  • A blanket permission for trips that are a regular part of the class programme will be obtained at the beginning of the year in which all identified regular outings must be specifically listed on the parent permission form.
  • The blanket permission only covers outings for which RAMs were completed and approved at the beginning of the year.
  • This form will be distributed by the regional office at the beginning of the year, and on enrolment for students not present at the beginning of the year.
  • Teacher’s need to ensure that this form is received and correctly filled out and signed by caregivers for every student before any of the identified outings occur.

Other Outings

Day Outings  Minimum Notice Period = 1 Week

  • For all trips that are not part of the identified outings at the start of the year RAMs documentation and intention forms must be completed and handed to the regional office at least a week in advance or it will not proceed.
  • Regional Manager or Principal approval is required before the trip can proceed.
  • Both the Regional Office and Host School Office must receive full copies of signed RAMs documentation including the whereabouts and full contact details of all staff on the trip and all parents/caregivers of students.
  • For all trips that are not part of the identified outings at the start of the year parents or caregivers must give WRITTEN permission. Verbal permission is NOT sufficient. Parent permission may not be sought until the trip has been approved by a member of the Executive Team.
  • If written permission has not been received, the student must NOT go on the trip and the class teachers will need to ensure that the student is educated onsite for the day by an Arahunga teacher (not a teacher’s aides or host school staff member).
  • The Executive Team will want to be assured that the trip is well planned, with clearly outlined staff responsibilities, an itinerary, route and an emergency contingency plan.
  • The visit must be for a clearly identified educational purpose related to the curriculum and classroom programmes.
  • Visits of a lengthy distance will be approved only when it can be shown that local material and facilities have been fully exploited.
  • The teacher must make provisions for transport and additional supervision if required to meet guidelines.
  • There must be an adult or staff to student ratio of a minimum of 1 adult to 3 students, in accordance with the class profile.
  • Visits outside the school grounds will only be approved by the Executive Team if both the above criteria have been met and budgeting constraints allow.

Additional Criteria for Overnight Outings Minimum Notice Period = 6 Weeks

Overnight trips must satisfy all of the above criteria plus the following additional provisions:

  • Each class must have one adult present in addition to the number calculated on the figures below, and this person will take on the coordinators role.
  • There must be a staff to student ratio of 1 staff person to 1 Very High Needs student.
  • There must be a staff to student ratio of 1 staff person to 2 High Needs students.
  • Very thorough planning and organization will be required before such trips can be approved. Please discuss this with a member of the Executive Team.
  • Board of Trustees approval is necessary for overnight trips, and the application should be received by the Board of Trustees at least 6 weeks before the trip or it will not proceed.

Trips – Overseas or Out of Country Minimum Notice Period = 26 Weeks

Overseas trips must satisfy the above criteria plus the following additional provisions:

  • There must be an adult to student ratio of 2 staff persons to 1 student.
  • All people travelling must have legally required travel documentation, parent consent, and all accommodation, in place before travel tickets are booked.
  • Full travel insurance must be taken out – any participant’s ineligibility for travel insurance will mean the trip will not proceed.

Review Cycle: Within 3 Years.

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