To describe the process by which James Cook University (JCU) Council, staff, students, affiliates and visitors, request permission for children to be allowed to accompany them on a JCU Field Trip.
This procedure applies to all members of JCU Council, staff, students, affiliates and visitors of the University.
Except as otherwise specified in this procedure, the meaning of terms used in this procedure are as per the Policy Glossary and the governing Children in the Workplace and Study Environment Policy.
The University understands that at times, there may be circumstances where a Staff member, Student, Affiliate or Visitor, may wish to have a Child or Children 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.
- JCU Staff, Students, Affiliates, Visitors and Volunteers who wish to have a Child accompany them on a Field Trip require permission from both the Field Trip Leader and Field Trip Approver.
- The Carer should make informal enquiries of the Field Trip Leader as to whether it might be possible to have a Child accompany them on a Field Trip. Field Trip Leaders who wish to have a Child accompany them on a Field Trip will make informal enquiries with the Field Trip Approver or their next level supervisor.
- This request should be undertaken each and every time.
- If the Carer receives a positive response to the informal enquiry, the Carer:
- Must complete a risk assessment for the trip, specifically addressing the presence and care management of the Child.
- Must clearly demonstrate how the Child will be cared for while 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.
- The risk assessment and a Parent/Guardian Acknowledgement, Consent and Release Form must be submitted to the Field Trip Leader/approver/next level supervisor at least four weeks prior to the field trip.
- 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.
- 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 impose any reasonable conditions on the approval they deem appropriate.
- 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.
- The Child is to be included on the register of people on the Field Trip.
- The Child is to be included in the safety induction or specifically instructed in field trip safety requirements by the Carer.
- It is the duty of the Carer to ensure that the Child does not cause disruption and or inconvenience to others during the Field Trip.
- It is the duty of the Carer to ensure that the care management identified in the risk assessment is adhered to at all times during the Field Trip.
- 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.
- The Field Trip Leader has the absolute discretion to remove the Child and Carer from the field if the Child is being disruptive and/or potential risks have not been adequately assessed, managed and mitigated.
- 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
HSE-PRO-020 Children in the Workplace and Study Environment Procedure
HSE-PRO-021 Children in the Workplace and Study Environment JCU Research Station Procedure
Deputy Vice Chancellor, Services and Resources
Date for next review
Executive Officer, Division of Services and Resources