Excursions & Camps Policy

Excursions, camps and retreats are some of the most memorable parts of a St Mary's College education, from the Year 4 nights at Camp Sunnystones to the Year 9 City Experience and the Year 12 Retreat. This policy explains how these activities are approved, how families give consent, how students are supervised and what we expect of everyone taking part.

Purpose

To ensure every off-campus activity is well planned, properly supervised and safe, meets Melbourne Archdiocese Catholic Schools (MACS) requirements, and is accessible to all students.

Scope

This policy applies to all local excursions, day trips, sport fixtures at external venues, camps, retreats, interstate travel and optional tours for students Prep–Year 12, and to the staff, volunteers and providers involved.

Policy statement

Off-campus learning is part of the curriculum and the camp and excursion levy is included in college fees; only optional tours attract an additional charge. Every activity requires a written risk assessment approved by the Principal, current medical information and parental consent before a student may attend. Attendance is a privilege that depends on satisfactory behaviour.

Procedures

• Approval. The organising teacher submits a risk assessment and proposal to the Head of Junior or Senior School at least 4 weeks before a local excursion and 10 weeks before a camp. The Principal approves all activities; MACS is notified of overnight and interstate travel.
• Consent. Parents complete the permission form in the Parent Portal (a paper form is available from the office) at least 5 school days before a local excursion and at least 4 weeks before a camp. Students without consent by the deadline stay at school with supervised work. Verbal consent is not accepted, except by phone for a same-day emergency where the Head of School records the call.
• Medical and dietary information. The consent form asks parents to confirm or update medical details, medication, dietary needs and emergency contacts at the same time. Students with an Anaphylaxis Management Plan or Asthma Care Plan must have their plan and medication travel with them. Medication is handed to the camp leader on departure in original packaging with a Medication Authority Form.
• Supervision. Minimum staff-to-student ratios are 1:15 for local excursions (1:10 in Junior School, 1:8 for Prep) and 1:10 for camps, with overnight supervising staff of both genders. Water activities have a qualified lifeguard or instructor. All adults hold a Working With Children Check.
• Behaviour. Students must maintain satisfactory behaviour in the lead-up to a camp or excursion. Where the Head of School decides a student cannot attend, parents are informed at least 1 week prior where possible and offered a meeting. Serious misbehaviour on camp may result in parents being asked to collect their child at their own expense.
• Mobile phones. Phones are not permitted on Junior camps. On Senior camps and retreats phones are collected at departure and returned at the end; students contact home through camp staff. Photos are taken by staff and shared through the Parent Portal.
• Communication. A camp information note is issued at least 4 weeks ahead with the packing list, departure and return times and the emergency contact number for the camp leader. Departure and safe-arrival messages are sent via the Portal.
• Changes. Activities may be modified or cancelled under the Extreme Weather Policy; the College aims to give families as much notice as possible.

2026 camps and major excursions

Responsibilities

Parents and carers

• Complete consent and medical updates by the deadline; pack according to the list.
• Be reachable on the emergency numbers you provide and collect your child if asked.

Students

• Follow staff instructions, the Behaviour & Restorative Practices Policy and venue rules; look after each other.

Staff

• Complete the risk assessment, carry first aid kits, medical plans and the attendance list; maintain ratios and report incidents to the Head of School on the day.

Related documents

• Year 4 Camp Sunnystones
• Year 5 Camp Phillip Island
• Year 6 Camp Canberra
• Year 9 City Experience
• Retreats
• Medication & First Aid Policy
• Anaphylaxis & Allergy Aware Policy
• Asthma Policy
• Parent Portal Guide

Review

Policy owner: Deputy Principal – Wellbeing & Mission. Approved by the College Leadership Team April 2026; ratified by the College Advisory Council; next review April 2028.

Frequently asked questions

Do I have to pay extra for camps?

No. The camp and excursion levy is included in your fees. Only optional tours, such as overseas or ski trips, are charged separately and quoted in advance.

I missed the Portal deadline. Can my child still go?

Contact the organising teacher immediately. Late consent is accepted where numbers, transport and medical preparation allow, but we cannot guarantee a place after the deadline.

Can my child take their phone on camp?

Junior students, no. Senior students hand phones in at departure. If you need to reach your child, phone the camp leader's number on the information note.

My child has dietary requirements. Will the camp cater for them?

Yes. Camp providers cater for medical and religious dietary needs recorded on the consent form. Please be specific and update details even if nothing has changed.

Can parents volunteer on excursions?

Yes, on many Junior excursions. Volunteers must hold a Working With Children Check and have completed the college induction; see Volunteering & WWCC.