Risk Management for School Excursions

A 'Where to Start' Guide for Teachers

Risk is the potential for loss or harm, and it’s a huge issue when taking kids away on an excursion. But when managed effectively, it allows you to provide students with fantastic learning opportunities out in the real world. In this litigious world, we should never stop taking kids on trips and tours; we should just make sure we do a great job in preparation and execution.

Unfortunately, when it comes to the issue of risk, most people switch off or think it’s someone else’s problem. However, if you’re taking kids out of school on an activity, then it’s not someone else’s problem it’s your responsibility! The good news is that most of it comes down to common sense.

The Golden Rule of Excursion Planning: See It for Yourself

The single most important thing you can do when starting your school excursion risk management is to go and actually do the activity yourself ahead of time. Nothing makes for a better risk assessment than seeing things firsthand. You should never be in the situation where you don’t know what’s around the next corner. This isn't just a suggestion; it's a foundational part of professional practice that is emphasised in all good risk management training for teachers.

A Four-Step Framework for Your First Reconnaissance

This pre-visit doesn't have to be complicated. And yes, it's a work trip, so get them to pay for it! It’s a simple, four-step process.

1. Walk the Path

Whether it’s a local art gallery or the entire Overland Track, go there and do it. Experience the journey exactly as your students will.

2. Identify the Hazards

As you do the activity, actively look for issues or concerns based on what could cause an injury or loss of any kind. Where are the tricky spots? Where could a group get congested? Where are the potential hazards?

3. Document Everything in the Field

This is where modern school excursion risk assessment software becomes a game-changer. As you conduct your reconnaissance for any sports, camp, or trip, you can use a tool like the Xcursion

Planner software:

Take photos of specific hazards and pin them directly to a GPS map of the location.

Make notes on your concerns right there in the field.

Start building your risk assessment on-site, linking your controls directly to the hazards you've just identified.

4. Develop Your Controls

For every potential risk you've noted, come up with a solution. Think about how you will remove, mitigate, or manage each one. This moves you from simply identifying problems to proactively solving them.

It really is that easy to start. By getting out there and experiencing the excursion venue for yourself, you transform the risk assessment process from a theoretical paperwork exercise into a practical, reality-based plan. Go there, do it, and know what to expect.

Need more help with your risk assessments? Try our Xcursion Planner Risk Assessment Software which guides you through the entire process and provides you with easy to use templates for any sort of school activity you're running.