Policy Reference: 05 011 Policy Area: School Management Policies Tour Policy Policy Purpose The purpose of this policy is to establish and describe the framework within which school tours must be implemented and conducted at schools managed by Curro Holdings Ltd. The Policy must be used as reference to guide School Management Teams through the process of approving a school tour and the procedures must be followed by all personnel involved at the relevant Curro school. Design & Development Implementation Review & Monitoring Policy Responsibilities Executive Committee Regional Heads and Executive Heads Executive Committee Review Date Reviewed September 2014 Version 3 Review Cycle Annually during August for implementation in September Next Review August 2015 Procedure Executive Committee instructs review committee by 1 August. Review committee completes review by 15 August. Executive Committee reviews and approve by 24 August. Publication 1 September.
- 2-1. Policy Statement It is the policy of Curro Holdings Ltd to encourage improvement in the school's sporting and cultural activities which in turn promotes school spirit. School tours enrich the curricular program by adding valuable social benefits and motivate learners to strive for excellence in their chosen sport or cultural activity. This policy must be used for both national and international tours. This policy does not apply to day excursions. The procedure for implementing a national tour is different to the procedure for implementing an international tour. Special caution must be taken when implementing international tours and the procedure must be followed strictly. All tour permission forms must comply with all of the procedures and requirements of this policy. Parents must consent in writing, before their child may attend a tour, to not hold Curro Holdings Ltd and/or any Curro School liable for any aspect of the tour including but not limited to any costs incurred before, during, or after of the tour and any injury or loss that their child may suffer during a tour. 2. Policy Stakeholders This policy is applicable to Executive Heads, School Management Teams, Educators, Learners and Parents/Guardians. 3. National Tours 3.1. Procedure to Approve a National Tour A tour must first be approved before any steps are taken to implement the tour. The person that wishes to propose a tour must approach the coach/teacher of a particular sport/cultural activity. The coach/teacher must draft a brief written proposal that contains the details of the proposed tour. This written proposal must contain a brief projected estimate of costs in order to ascertain whether or not the tour is financially viable. This brief written proposal must be given to the head of the sport/cultural activity. The head of the sport/cultural activity must then consider the proposal and decide whether or not the tour is relevant. He/she may make amendments to the proposal if necessary. It may be necessary, depending on the nature of the tour, to use travel insurance for a national tour. It is the responsibility of the head of the sport/cultural activity to investigate the need for travel insurance and medical insurance.
- 3 - The head of the sport/cultural activity must give the written proposal to the Executive Head. The Executive Head must take consideration of the following aspects: o other tours that are already on the school calendar; o the availability of suitable staff members to lead the tour; o the potential learners who have been selected to go on the tour; o and the financial implications of the tour. The Executive Head must review the proposal and the projected estimate of costs. He/she must make adjustments to the costs if necessary. The Executive Head must then give the written proposal to the Regional Head for approval. The Regional Head must then give the written proposal to a member of the Executive Committee for final approval. Once the above procedure has been followed the tour may be placed on the school calendar. 3.2. Procedure to Implement a National Tour 3.2.1. Selection of the Tour Leader The Executive Head will select a member of staff to be the Tour Leader. The staff member should currently be involved with the particular activity/sport. Once the staff member accepts this position he/she will become the Tour Leader of the particular tour. The Tour Leader is then fully empowered to proceed with planning the tour. The Tour Leader must consult this Policy carefully to ensure that the correct procedures are followed. The Tour Leader must ensure that he/she complies with the approved proposal. The Tour Leader is responsible for the selection of tour staff in the ratio of staff to learners prescribed later in this policy and with a male to female ratio the same as the ratio between male and female learners selected for the tour. 3.2.2. Selection of the Tour Learners The Tour Leader will select the learners who will attend the tour with the assistance of the coach/teacher of the particular sport/cultural activity.
- 4 - Sports team must be selected by the head coach. He/she must choose the team on merit. The head coach has the right to use his/her discretion but may consult with other sport coaches if necessary. If the tour is a sports tour the team should comprise of the learners required to make up a team as well as two reserves. The Executive Head must be presented with the list of selected learners for final approval. A parent meeting must be held before the learners are informed about their selection. The purpose of the meeting is to determine whether or not the parents are willing to fund the tour. Parents must be informed of the estimated dates; length of the tour; and cost of the tour. All parents must sign a permission form at this meeting stating if they do/do not give their child permission to attend the tour. Parents must sign an indemnity form stating that they will not hold Curro Holdings Ltd and/or any Curro School liable for any aspect of the tour including but not limited to any costs incurred before, during, or after of the tour and any injury or loss that their child may suffer during a tour. The permission form and the indemnity form must be returned within five days. The list of learners going on the tour will be announced after the parent meeting has been held and the Tour Leader has received written consent from the parents giving permission for their child to attend the tour. The Tour Leader must call a meeting with the selected learners and announce the tour. 3.2.3. Parent Meetings If the nature of the tour requires that the learners' parents must be involved in the planning then it is the responsibility of the Tour Leader to organise parent meetings. The Tour Leader must send the parents an emailed agenda at least three days before the meeting is to take place. The agenda must contain a list of topics that will be discussed during the meeting. The Tour Leader must appoint a member of staff to take minutes during the meeting. The potential cost of the tour, itinerary, and steps to ensure that the tour is a success must all be discussed at the first meeting. The Tour Leader must ensure that the parents provide an email address that the parents have regular access to and cell phone numbers.
4. International Tours - 5-4.1. Procedure to Approve an International Tour Special caution must be taken when implementing an international tour. A tour must first be approved before any steps are taken to implement the tour. The person that wishes to propose a tour must approach the coach/teacher of a particular sport/cultural activity with their request. The coach/teacher must then approach the head of the sport/cultural activity with a brief written proposal. This written proposal must contain a brief projected estimate of costs. The head of the sport/cultural activity must then consider the proposal and consider whether or not the tour is relevant. He/she must ensure that the proposal includes both current estimated costs as well as projected estimated costs that take into consideration the fluctuating exchange rate. The proposal must also contain at least five insurance options from reputable companies. The head of the sport/cultural activity must give the written proposal to the Executive Head. The Executive Head must take consideration of the following aspects: o other tours that are already on the school calendar; o the availability of suitable staff members to lead the tour; o the students that have been selected to attend the tour; o and the financial implications and other possible implications of the tour. It is the responsibility of the head of the sport/cultural activity and the Executive Head to decide what the best suited insurance option is for the particular tour. This must include medical insurance; cancellation insurance; and luggage insurance. The head of the sport/cultural activity and the Executive Head must consult a Travel Agent (as set out herein) to assist with the projection of estimated costs. The Executive Head must compile a written proposal which includes a detailed breakdown of the costs of the tour as well as a minimum of three different travel insurance options. The Executive Head must give the written proposal to the Regional Head for approval. The Regional Head must give the written proposal to a member of the Executive Committee for final approval.
- 6-4.2. Procedure to Implement an International Tour 4.2.1. Selection of the Tour Leader and Staff The Executive Head must select a member of staff to be the Tour Leader. The staff member must currently be involved with the particular cultural activity or sport. Preference may be given to more senior staff members and the availability of the staff member must be carefully considered. Once the staff member accepts the position he/she will become the Tour Leader for the particular tour. The Tour Leader is then fully empowered to proceed with planning the tour. The Tour Leader must consult this Policy carefully to ensure that the correct procedures are followed. The Tour Leader must be given the approved tour proposal before he/she commences planning the tour. The Tour Leader must comply with the approved tour proposal. The Tour Leader is responsible for the selection of tour staff in the ratio of staff to learners prescribed later in this policy and with a male to female ratio the same as the ratio between male and female learners selected for the tour. 4.2.2. Selection of the Tour Learners The Tour Leader will select the students who will attend the tour with the assistance of the coach/teacher of the particular sport/cultural activity. The nature of the tour will determine how the students are selected. If it is a sporting tour then the team must be chosen on merit. If it is a cultural tour the Tour Leader will use his/her discretion. If the tour is a sports tour the team will comprise of the necessary members required to make up a team as well as reserves. The head coach must approach the students' class teachers in order to establish each of the student's academic record. A student that is not meeting the minimum requirements for passing their grade will not be allowed to participate in the tour. The Executive Head must be presented with the list of selected students for final approval. Before the team is announced the Tour Leader must hold a parent meeting to determine whether or not the parents of the selected students are willing to allow their child to attend the tour and are willing to fund the tour.
- 7 - The projected estimate of costs, as approved by the chosen member of the Executive Committee, must be presented to the parents. Parents must be given five days to consider whether or not they will give their permission for their child to attend the tour and must give the Tour Leader their decision in writing. The parents must complete a permission form and an indemnity form if they give permission for their child to attend the tour. This permission form must contain a clauses stating that the parents acknowledge that they and their child/children will not hold the relevant Curro School and Curro Holdings Ltd liable for any aspect of the tour including but not limited to any costs incurred before, during, or after the tour; and/or any injury or loss that their child may suffer during a tour; and/or for any loss incurred as a result of a change in the exchange rate. Parents must pay a ten present deposit of the estimated tour costs seven days after the permission form was due. Once the Tour Leader is in possession of all of the permission forms then the Tour Leader must call a meeting with the tour students and announce their selection at the meeting. 4.2.3. Parent Meetings Parent meetings must be held throughout the process of organising the tour. The Tour Leader will be responsible for setting the dates of parent meetings. The Tour Leader must send the parents an emailed agenda at least three days before each meeting is to take place. The agenda must contain a list of topics that will be discussed during the meeting. The Tour Leader must appoint a member of staff to take minutes during every meeting. The Tour Leader must ensure that the parents provide an email address that the parents have regular access to. Should the Tour Leader find that there is a change in the estimated costs of the tour he/she must hold a parent meeting within in one week of noting the change in costs.
- 8-5. National and International Tours The following clauses are applicable to both National and International Tours: 5.1. Costs The Tour Leader must ensure that a tour bank account is made available for all funds to be paid into. This must be arranged with the school's financial department. The Tour Leader will be responsible for drawing up a tour budget which must include all of the following items: o Transportation costs; o Accommodation costs; o Tournament fees; o Tour uniform; o Meal costs; o Pocket money (the amount will be limited by the Tour Leader); o Gifts for hosting families (if necessary); o If necessary: Group travel insurance which must include medical insurance; o Staff member tour costs; o Any other necessary expenses e.g. excess baggage or medical expenses; o Any other fees that may be necessary for the particular sport/cultural activity e.g. caddie fees, museum fees ect. Parents are responsible for the entire costs of the tour. If there is any surplus funds after the tour these will be held by the school in the tour bank account until the school is satisfied that all expenses have been paid. The remaining balance will be divided amongst the team of touring students if it exceeds R150 per student. If the amount is less than R150 per student the funds will be kept in the tour bank account for future school tours. 5.2. Financial Assistance If parents are in need of financial assistance the parents must request assistance from the school in writing. The Tour Leader along with the school financial department will then assess the parent's financial position and decide whether or not they qualify for financial assistance.
- 9 - If financial assistance is granted the parents may still be required to contribute a reduced amount towards the cost of the tour. This decision is final. 5.3. Tour Fund Raising The Tour Leader in consultation with the parents must decide whether or not fundraising is necessary. This will depend on the nature of the tour. Once the team is selected and a budget has been completed the team may begin fundraising. The Tour Leader must after consulting with the tour team draw up a fundraising proposal. The Executive Head must approve the fundraising proposal. The Tour Leader may select a parent committee to assist the team with fundraising. The committee as well as a chair and treasurer must be elected at a parent meeting. The Tour Leader/committee are encouraged to organise events where students can offer a service such as a car wash, cake sale, or school disco. The Tour Leader/committee must ensure that the fundraising efforts do not deflect from any of the normal fundraising efforts that are already in place to assist the school. All funds that are raised must be paid into the tour bank account. 5.4. Travel Agent and Travel Insurance Travel agents must be used for all international tours. During the implementation process of the tour the head of the sport/cultural activity together with the Executive Head will determine whether or not a travel agent is necessary for a national tour. This will depend on the nature of the tour. All Curro Holdings Ltd schools must only make use of a travel agency that is a registered member of the Association of South African Travel Agents (ASATA) for all tours. The Tour Leader must decide which travel agent is best suited to a particular tour. The Tour Leader must arrange with the travel agent to have group travel insurance for the tour. The group travel insurance must include lost luggage insurance; cancellation insurance; and medical emergency insurance. If the tour includes air travel, with multiple air flight changes, then the Tour Leader must arrange for 'through' tickets for each of the students and staff members.
5.5. Cancellation Policy - 10 - The permission form must include a clause that sets out the terms and conditions that will apply if the tour is cancelled. The permission form must contain a provision stating that parents accept that the school will refund them to the extent that it is possible. 5.6. Tour Uniform Students must wear the standard school uniform or sports uniform while on tour. The Tour Leader may if the budget permits or if sponsorship is obtained, organise a tour uniform. This will be decided by the Tour Leader together with the Executive Head. 5.7. Itinerary An itinerary, stating the duration and destination of the tour, must be given to the students and their parents as soon as possible. A further itinerary must be presented to the students and parents once all of the accommodation and tour details have been finalised. 5.8. Tour Safety The school will make every effort to ensure the safety of students whilst on tour. There will be a minimum of one teacher to every twenty students. If a student has a medical condition the parent must inform the Tour Leader. If a student requires any medication during a tour it is the responsibility of the parent to ensure that the student has the required amount for the duration of the tour. The parent must inform the Tour Leader, in writing, of the details and dosage of the medication that the student is taking. At least one of the tour staff members must have a First Aid qualification. The school will inform the parents as soon as possible if the students are going to be travelling through a high-risk disease area during the tour. Every student must be vaccinated and proof of this must be given to the Tour Leader. If during the course of the tour a student is seriously injured or is ill the Tour Leader will inform the student's parent as soon as possible. Parents must consent in writing to allow the school to stand in loco parentis of their child for the duration of the tour.
- 11 - The Tour Leader must consider the best interests of the child when making any decision regarding the student's health and welfare. The Tour Leader must attempt to contact the parents of the student before consenting to any medical procedure. On return from the tour, the Tour Leader must submit a report to the Executive Head detailing any students that were injured, fell ill, and/or received medical treatment. 5.9. Discipline The normal student Code of Conduct Policy and School Disciplinary Policy will apply to students during a tour. Students may be suspended from going on tour at any stage prior to the tour if they commit an offence listed in the Code of Conduct Policy and/or the School Disciplinary Policy. In the case of a serious offence being committed, the usual procedures of an investigation and a hearing if necessary will be conducted expediently to try and establish an outcome before the tour takes place. Should a student be found guilty at a hearing they will not be allowed to attend the tour. The parent will be refunded in terms of the cancellation policy contained in the permission form. If possible the guilty student's position will be filled by another student. If at any point during the tour a student commits an offence listed in the Code of Conduct Policy and/or School Disciplinary Policy the Tour Leader may, depending on the severity of the offence, suspend the student from participating in the next match/performance/tour activity. Should the student commit any act which is listed as a serious offence in the Code of Conduct Policy and/or School Disciplinary Policy then the Tour Leader must suspend the student from any further participation in tour activities. Once the Tour Leader has returned from the tour he/she must fill out a detailed report of any misbehaviour/offences that occurred during the tour and the disciplinary action that he/she took. The report must be given to the Executive Head who will assess if any further steps must be taken.