Guideline implementation date: 1 July 2026
This guideline supports schools in implementing the
managing risks in school curriculum activities procedure.
Use the
CARA planner (DOCX, 231KB) to identify additional hazards, risks, and controls for the specific school context (e.g. environmental, facility, equipment and student considerations).
Complete a CARA record using the
CARA generic template (DOCX, 98KB) for activities beyond the scope of this guideline.
When more than 1 school is involved, each school must approve their own students' participation.
Activity scope
The Department of Education ensures student activities comply with the
Work Health and Safety Act 2011 (Qld), to ensure, as far as is reasonably practicable, the safety of students, staff and others.
This guideline outlines the minimum safety standards for student travel for school-related activities.
Activities involving multiple CARA guidelines (e.g.
bushwalking,
swimming in locations other than pools,
accommodation) must comply with all relevant CARA guidelines.
Principals make final decisions in approving student activities, ensuring they are justified by the expected educational outcomes, given the level of residual risk. Activities with unacceptable risks are not recommended.
Comply with the
school excursions procedure or the
international school study tours procedure for activities conducted off-site.
Comply with the
purchasing and procurement procedure when arranging transport and accommodation.
Collaborate with departmental
Outdoor and Environmental Education Centres, if required.
Consult with
Queensland Representative School Sport for activities conducted as part of representative school sport programs.
For Kindergarten students, comply with the following:
Risk level
Medium risk
Bus travel (other than public transport); group walk to off-site destinations.
High risk
Public transport; private vehicles; air travel; commercial water transport.
Activity requirements
Modify activities if the minimum safety standards cannot be met.
Use the
hierarchy of controls to manage risks.
Appoint a registered teacher to maintain overall responsibility for the activity.
Departmental workers are required to report all allegations of harm or risk of harm, including reportable conduct committed against a child or student by a worker of the department. For more information, department employees can search for the Reportable Conduct Scheme on OnePortal.
Identify additional hazards, risks, and control measures specific to the school/group circumstances.
Review previous CARA records for lessons learned.
Consult and collaborate with local experts (e.g. transport operator) for advice, emergency support, and supervision needs to ensure participant and public safety.
Establish procedures to account for all participants for embarking and disembarking (e.g. buddy system, roll marking). Ensure an adult supervisor embarks/disembarks first to supervise students.
Conduct a physical and visual check of transport after disembarking to ensure no participant or belongings are left behind.
Develop emergency plans and injury management procedures for foreseeable incidents (e.g. evacuation, contacting emergency services, provision of
first aid), incorporating advice from transport provider, where relevant.
Determine location-specific safety procedures, including input from the transport provider/operator if applicable.
Ensure adult supervisors have:
- emergency contact details for all participants
- a medical alert list and a process for administering student medication
- communication equipment suitable to conditions (e.g. mobile phone).
Ensure
first aid equipment is accessible and suitable for foreseeable incidents.
Provide induction for all adult supervisors on emergency and safety procedures, informed by advice from the travel provider.
Instruct students on emergency and safety procedures (e.g. separation from group, transport operator rules) and behaviour expectations before travel.
Provide rule-reminders throughout the journey.
Supervision
Note: Supervision responsibility cannot be delegated to others (e.g. transport operators). These recommendations are intended to guide schools in planning arrangements. Schools should adapt them to their specific context and circumstances while prioritising student safety and wellbeing.
Principals, in consultation with the qualified adults, determine supervision requirements based on the activity, students’ needs, and the local context.
Principals must actively consider the minimum safety standards in the CARA guideline, CARA planner, and identified context-specific hazards, risks, and control measures when deciding on supervision levels.
Number of adult supervisors
Ensure the number of supervisors accounts for emergency and supervision roles, considering the activity, students' ages, abilities, specialised learning, access and/or health needs. In some cases, a 1:1 supervision ratio may be required.
Refer to the
frequently asked questions (FAQs) for further guidance.
Responsibilities of adult supervisors
Before the activity:
During the activity:
- adult supervisors (workers) are required to act in a way that is consistent with relevant legislation, including the
Child Safe Organisations Act 2024 (Qld)
- actively and directly supervise participants during travel, remaining vigilant and attentive
- position adult supervisors strategically amongst students to maximise safety and supervision (e.g. front, middle, back)
- follow control measures outlined during induction and adapt to any emerging hazards
- suspend the activity if the conditions become unfavourable (e.g. poor visibility, extreme temperatures, thunderstorms).
Supervisor qualifications
These recommendations are intended to guide schools in planning arrangements. Schools should adapt them to their specific context and circumstances while prioritising student safety and wellbeing.
Qualifications support the minimum safety standard for this activity.
Principals determine supervisor capability, considering competence, relevance and currency of qualifications. Refer to the
FAQs for further guidance.
Comply with the
working with children authority—blue cards procedure.
Qualified adults for the activity
At least 1 adult supervisor is either:
- a registered teacher
- an adult supervisor, working under the direct supervision of a registered teacher.
Recovery/emergency—CPR, first aid, rescue
- An adult with current emergency qualifications is quickly accessible.
- At least 1 supervisor holds CPR and first aid qualifications relevant to the activity. These may include
Facilities and equipment
These recommendations are intended to guide schools in planning arrangements. Schools should adapt them to their specific context and circumstances while prioritising student safety and wellbeing.
The qualified adult supervisor of the activity, in consultation with the principal, determines the requirements for facilities and equipment appropriate to the local context.
- Consult with transport provider to consider
- alternative arrangements in case of breakdowns
- establishing clearly marked areas for safe student drop-off and pick-up, away from high-traffic zones.
- Stow equipment and luggage securely to prevent injury or damage (e.g. use trailers, roof racks, or luggage barriers).
- Ensure transport operators have approved safety mechanisms for securing mobility devices (e.g. wheelchairs), if required.
Bus travel (other than public transport)
General requirements:
- Use buses fitted with seat belts, if available.
- Follow
child restraint requirements, ensuring seatbelts (if fitted) are worn and properly secured.
- Ensure each person has their own seat and remains seated for the duration of the journey.
- Passengers must not stand on buses travelling on
notified roads.
Additionally, for bus charter services:
- Ensure the operator is reputable and has current operator accreditation number (e.g. 'Q number' in Queensland).
Additionally, for school owned or hired buses driven by Department of Education (DoE) employees:
- Ensure compliance with the Heavy Vehicle National Law (HVNL) (consult the department's HVNL best practice guide for journey plans, National Drive Work Diary, DoE daily heavy vehicle checklist)—departmental staff can search 'Heavy vehicles' on OnePortal for more information.
- Confirm the driver holds a valid Queensland Department of Transport licence appropriate to vehicle and has completed the departmental heavy vehicle driver induction training—departmental staff can search 'Heavy vehicles' on OnePortal for more information.
- Take all reasonably practicable steps to manage
driver fatigue (login required).
Private vehicles:
- Avoid using private vehicles (e.g. those driven by volunteer or parents) unless no other suitable transport options are available.
- If unavoidable, ensure
- Inform drivers they must
Public transport:
Air travel:
Water transport (commercial):
- Use reputable and commercial operators with vessels that have
- approved safety management systems
- current certificate of operation and certificate of survey
- current vessel registration
- appropriate safety and communications equipment
- appropriately qualified crew.
Walking:
- Conduct a risk assessment of the planned route to identify potential hazards (e.g. busy roads, uneven surfaces, construction zones).
- Use footpaths, pedestrian crossings, traffic signals, and low-traffic areas appropriate for the age, maturity, and physical ability of the students.
- Cross by the shortest and safest route, ensuring an adult supervisor assesses the traffic before allowing students to cross (e.g. ensure traffic has come to a complete stop).
- Position adult supervisors strategically throughout the group (e.g. front, middle and back). Assign specific roles to adult supervisors (e.g. lead supervisor, rear supervisors, and supervisors throughout) to ensure effective coverage.
- Divide students into smaller groups if the total group size is large.
- Use a buddy system and conduct headcounts at key points.
- Refer to the following Department of Transport and Main Roads resources
Common hazards and controls
Further to those listed, include any additional hazards and control measures considering the local context of the activity.
|
Travel sickness | Provide information on preventative measures (e.g. medication, hydration, light meals) during the consent process. Provide sick bags and ensure participants know their location and disposal method. Schedule appropriate rest stops for long distance travel |
Environmental conditions
Weather, surrounds, surfaces | Assess
weather conditions before travel. Follow the
school's sun safety policy, including appropriate clothing, sun protection (e.g. sunscreen, hats). Follow the
managing excessive heat in schools guidelines when participating in very hot or extreme heat conditions |
| Facilities and equipment hazards | Control measures |
|---|
Vehicle hazard
Access to controls and equipment | Remove keys when unattended. Lock transport after students have disembarked |
Vehicle hazard
Refuelling | Ensure passengers disembark prior to refuelling |
Vehicle hazard
Accident, breakdown | Follow accident and emergency breakdown procedures provided by the transport operator. Ensure all adult supervisors are aware of procedures |
|
Manual handling | Use correct manual handling processes when
lifting, lowering, pushing, pulling or carrying (e.g. luggage, wheelchairs). Use appropriate equipment (e.g. trolleys, ramps) to minimise the risk of injury during manual handling tasks |
| Student considerations | Control measures |
|---|
|
Separation from group | Conduct headcounts regularly, including upon embarking, disembarking, and during transitions. Establish a buddy system to ensure students remain in pairs or groups. Establish clear communication protocols for students to follow if they become separated from the group (e.g. designated meeting points, emergency contact numbers). Ensure participants are aware of travel procedures (e.g. routes, times, method of payment). Confirm that all personal belongings have been collected prior to disembarking. Consider pre-purchasing tickets for public transport to avoid delays |
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