If you are working with Safe Trip Builder as a standalone application or separate to your excursion workflow, it is important that you establish an offline workflow approval process for anyone involved in excursion management to understand and follow.

This guide provides an offline workflow approval process that you may wish to adopt, and guidance on what approvers should check prior to approving an excursion.

As an approver, there are two ways to open an excursion sent to you for approval:

• Use the URL the submitter emailed you, or

• Filter the Excursions list by the Excursion ID.

To filter, go to the Excursions tab, use Filter by, enter the Excursion ID, and select the excursion from the results.

 

The rest of this guide assumes you have opened the excursion this way.

1. The submitter (for example the teacher) completes the risk assessment in Safe Trip Builder.

2. The submitter confirms acknowledgement of policies and saves the excursion risk assessment in Safe Trip Builder.

3. The submitter copies the URL for the Excursion and pastes it in an email to approver.

Quick Tip: At this stage it is a good idea for the submitter to take note of the excursion ID, (the five-digit number at the end of the URL), so it can be easily searched for if needed.

4. The approver (for example the Assistant Principal, Compliance Officer or Principal) opens the excursion — see Finding an excursion above.

5. The approver reviews the excursion. For further guidance, see What an Approver Should Check Prior to Approving an Excursion below.

6. The Approver approves the excursion.

7. The Approver informs the submitter that the excursion has been approved.

8. The Submitter should now be able to access their pre-departure checklist.

When you receive an excursion for approval, you can review it in two places — either the exported Risk Assessment PDF, or the information entered under each step of the risk assessment within the platform. Both are covered below.

With the excursion open:

1. Scroll down to the Excursion Risk Assessment section within the excursion you wish to review

2. Click the Export Risk Assessment button

3. Check if the overall risk rating is green or orange. Green means all checklist controls have been completed.

4. Review any comments that have been recorded against the checklist controls.

5. Make your decision based on the above information.

6. Approve the excursion or request further information.

With the excursion open:

1. Review the date/s and excursion type that has been selected.

2. Confirm that the student to staff ratio is appropriate

Important note: the student to staff ratio will be dependent on the activity that is taking place - refer to the policy for the activity by clicking on the View Policy button next to the Activity section in the Risk Categories step, you will see a section in the policy with the heading Supervision Ratios. You may also need to take into consideration school policies relating to the age, gender or specific needs of the students.

3. Ensure all the checklists have been fully completed. This will be indicated by a green ✓ next to the Complete Checklist buttons.

4. Review any comments left in the checklists. Comments are indicated by a green speech bubble next to the Complete Checklist button.

5. Review any files uploaded under the Additional Information section.

6. Make your decision based on the above information.

7. Approve the excursion or request further information from the submitter