WHS-PRO-022 Children in the Workplace and Study Environment Field Trip Procedure

Intent

To describe the process by which James Cook University (JCU) Council, staff members, students, affiliates and visitors, request permission for children to be allowed to accompany them on a JCU field trip.

Scope

This procedure applies to all members of JCU Council, staff members, students, affiliates and visitors of the University.

Definitions

Except as otherwise specified in this procedure, the meaning of terms used in this procedure are as described in the Policy Glossary and the governing Children in the Workplace and Study Environment Policy.

Procedure

The University acknowledges that at times, there may be circumstances where a staff member, student, affiliate or visitor, may request to have a child/ren accompany them on a field trip. The parent, guardian or carer must receive approval for the child to accompany them, prior to taking part in a field trip.

1. Requirements

1.1  Parents or carers who wish to have a child accompany them on a field trip must seek permission from both the field trip leader and the field trip approver.

1.2  The carer must enquire with the field trip leader regarding whether it is appropriate for a child to accompany them on a field trip.  Field trip leaders who deem it appropriate that a child attends the field trip in the company of a carer, will make further enquiries with the field trip approver or their next level supervisor.

1.3  The carer must enquire with the field trip leader every time the carer wishes to bring a child with them on a field trip.

1.4  If the carer receives confirmation that this is an appropriate instance to bring a child, the carer:

a)  Must complete a risk assessment for the trip, specifically addressing the presence and care management of the child;

b)  Will clearly demonstrate how the child will be cared for whilst the field trip team are conducting their activities, this may include an additional adult on the field trip specifically to care for the child;

• If a second carer is attending to the child during the field trip they will need to be included in the risk assessment;
• Consideration of all activities and potential hazards must be taken into account;
• Appropriate equipment required to ensure the safety of the child must be identified in the risk assessment;

c)  Will submit the risk assessment and the WHS-PRO-FORM-020b Parent/Guardian Acknowledgement, Consent and Release Form  to the field trip leader/approver/next level supervisor at least four weeks prior to the field trip.

1.5  The field trip leader will lodge the risk assessment and Parent/Guardian Acknowledgement, Consent and Release Form in Riskware for review and approval by the field trip approver/next level supervisor.

1.6  The field trip approver must review the risk assessment and the Parent/Guardian Acknowledgement, Consent and Release Form and respond to the carer’s request approving or refusing the request at least three weeks prior to the field trip. The field trip approver may:

a)  impose any reasonable conditions on the approval;

b)  seek further information from the carer;

c)  request amendments to the risk assessment.

1.7  Any amendments to the risk assessment required by the field trip approver are to be agreed to by the carer and the field trip leader.

1.8  The child is to be included on the register of people on the field trip.

1.9  The child and other persons in attendance for the welfare of the child, are to be included in the safety induction or specifically instructed in field trip safety requirements by the carer.

1.10 The carer is responsible for ensuring the child does not cause disruption and or inconvenience to others during the field trip.

1.11 The carer is responsible for ensuring that the child is managed and cared for according to the care plan and risk assessment.

1.12 The field trip leader has absolute discretion to require further risk assessment/s in the field if the expected conditions, risks, mitigation options change and the initial risk assessment does not effectively mitigate unforeseen risks.

1.13 The field trip leader has the absolute discretion to remove the child and carer from the field trip. This includes if the child is being disruptive and/or potential risks have not been adequately assessed, managed and mitigated.

1.14 The field trip leader has the absolute discretion to remove the child and carer from the field if circumstances change that alter the potential environmental, physical and health management considerations of the original risk assessment.

Related Policy Instruments

Related policy instruments include but are not limited to the following documents. Further related instruments can be found in the JCU Policy Library.

Children in the Workplace and Study Environment Policy

WHS-PRO-020 Children in the Workplace and Study Environment Procedure

WHS-PRO-021 Children in the Workplace and Study Environment JCU Research Station Procedure

WHS-PRO-INFO-020a Risk Assessment Considerations for Children accompanying a Carer to a JCU Workplace, a JCU Research Station or a JCU Field Trip

WHS-PRO-FORM 020b Parent/Guardian Acknowledgement, Consent and Release form

Administration

Approval Details

Revision History