1. Overseas travel poses potential significant risk and thus the application and approval process will be thorough and deliberate.

2. The trip application process will involve three steps.

   1. initial trip application to Board nine months prior to departure

   2. submission to Board three months prior to departure for approval of risk analysis and financial matters

   3. final clearance from Headmaster two weeks prior to departure for final approval of any itinerary, activity changes and check that all relevant information e.g., visas, insurance details has been submitted.

3. The trip application will only be accepted for review if correct forms have been used. As of April 2024 these are the PC School eForm and EOTC Microsoft Team.

4. The trip application must confirm that the tour organiser has read and understands.

   1. This Overseas Tour Policy

   2. The Fundraising Policy

   3. The Sensitive Expenditure Policy

   4. The Credit Card Policy

   5. The relevant Sport or Cultural Activity Policy

5. The trip application to the BOT will include a list of milestones and the dates these will be submitted to the BOT. Failure to meet these milestones can result in the trip being cancelled by the Headmaster. Milestones that must be submitted are:

   1. Projected Budget at least nine months prior to departure

   2. Finalised Budget at least three months prior to departure

   3. Communication protocols to parents during planning nine months prior to trip

   4. Draft RAMS at least nine months prior to departure

   5. Finalised RAMS at least three months prior to departure (finalised means checked through internal school processes, the internal checking of RAMS can take a fortnight and this time is in addition to the three month BOT submission)

6. The trip application must include a clear rationale for the trip in line with the schools’ strategic plan. In granting permission to travel the BOT will balance this rationale against other strategic objectives.

7. The initial trip application will an acknowledgment that the tour organiser has read, understand and accepts all aspects of this policy.

8. No funds can be spent or liability for costs incurred before BOT approval is given. Fundraising should not start until after approval has been gained.

9. The school will not take on any financial liability for travel.

10. A projected budget must be submitted with the application. The budget will need to be approved by the Accounting Manager and must include a 5% contingency fund which will remain in New Zealand.

11. All accounts must have at least two signatories.

12. All other school financial procedures must be adhered to. Staff who incur costs must have a delegated responsibility.

13. Any unspent money will be refunded to a parent’s nominated bank account after all obligations have been met. If parents do not nominate a bank account their son’s school account will be credited.

14. Staff accompanying a tour should receive actual and reasonable expenses which are to be budgeted for as a cost of the trip. Staff will provide a reconciliation of this spending on their return.

15. Permission must be sought from the Operations Manager for any fundraising activities. Fundraising activities must make clear whether income raised is for individual students or is to be divided over the entire group.

16. Thought needs to have been given to how trip participants and staff will carry funds on tour (large amounts of cash i.e. over $1000 will be considered inappropriate).

17. The RAMS process must have been considered on application. This will be developed as planning (post approval) takes place. The consideration on application needs to be sufficient to ensure that the BOT are confident any risk is minimised. The RAMS must be resubmitted to the Board for approval 3 months before departure.

18. The Board may delegate to the Headmaster permission for minor changes to the trip itinerary and activities following the Board’s Three Month Approval. Any changes will be recorded.

19. Prior to departure the Headmaster must have cited evidence of:

    1. insurance arrangements

    2. student health information

    3. visas

20. The application process must detail how information regarding itinerary, costs and risks will be communicated to parents.

21. No students who owes enforceable charges to the school will be allowed to participate in any overseas tour.

22. All students and staff on any school trip must have appropriate travel insurance for the duration of the trip.

23. Parents or other adults not employed by the school travel at their own risk and can bring no liability on the school.

24. Student supervision should be carried out by teachers employed by the school. Any exceptions to this should be made clear in the RAMS documentation.

25. A post trip review must be conducted and submitted to the Board of Trustees within 30 days of the trips return. This review must be signed by the Director of Strategic Finance and Director of Operations.

26. The Headmaster may at his/her discretion prevent any student from representing the school for reasons including (but not limited too) poor behaviour at school, inadequate attention to studies. Refund of any trip costs will be at the Headmaster’s discretion and not always possible. All tourists and their parents must be aware of this before committing to travel.

Approving Authority:    Board of Trustees

Date Approved:  April 2024

Next Review:  April 2027