Excursions

Overview

Excursions are highlights of the Hainan Winter 2026 program, connecting classroom learning to real-world experiences through SDG-themed visits. They're also high-stakes events for logistics and safeguarding, requiring careful planning and execution.

This guide covers:

Pre-excursion preparation and risk assessment
During-excursion safety and academic integration
Post-excursion debriefing and follow-up
Emergency procedures and troubleshooting

Excursion Schedule

📝 [TBC: Specific excursion schedule for Hainan Winter 2026]

Typical pattern:

Saturday, Week 1: First excursion
Saturday, Week 2: Second excursion
Possible mid-week shorter excursions

Common destinations (to be confirmed):

Beach cleanup (SDG 14: Life Below Water)
Sustainable agriculture site (SDG 2: Zero Hunger, SDG 12: Responsible Consumption)
Urban development tour (SDG 11: Sustainable Cities)
Cultural heritage sites
Environmental education centers

Preparation (Before the Excursion)

At Least 2 Days Before

Risk Assessment Review:

All attending staff review risk assessment document
Identify potential hazards and mitigation strategies
Understand emergency procedures for specific site
Know evacuation routes and assembly points
Have emergency contact numbers for venue

Staff Briefing:

Excursion objectives and learning outcomes
Detailed schedule and timeline
Staff roles and responsibilities
Supervision assignments (which students each staff member oversees)
Communication protocols (WhatsApp group, radios)
Emergency procedures

Student Briefing:

Expectations for behavior and participation
Safety rules and boundaries
Learning goals and observation tasks
Connect to current unit/SDG topic
What to bring (water, notebook, appropriate clothing)
Excitement building!

Logistics Confirmation:

Transport booking confirmed (bus/vehicles)
Venue booking confirmed
Meal arrangements confirmed (packed lunches or restaurant)
Entry fees and permissions arranged
Weather forecast checked

📝 [VERIFY: Who conducts risk assessments and approval process]

Day Before Excursion

Final Headcount:

Confirm exact number of students attending
Note any students not attending (ill, opted out)
Review medical needs and medications required
Update registers

Preparation:

Prepare registers and emergency contact lists (printed copies)
Pack first aid kit with any necessary student medications
Charge all phones/radios for staff communication
Prepare any academic materials (clipboards, worksheets, cameras)
Check weather forecast and adjust plans if needed (rain gear, sun protection)
Confirm transport departure time

Student Preparation:

Remind students of schedule and expectations
Ensure appropriate clothing for weather
Pack student observation sheets or activity materials
Build excitement

During Excursions

The Count Procedures

CRITICAL: The Count must be conducted at every transition point:

Before departure from campus (boarding transport)
Arrival at excursion site (exiting transport)
Before departure from site (boarding transport to return)
Arrival back at campus (exiting transport)
Any location change during excursion (moving between activities)

How to conduct The Count on excursions:

Visual confirmation (physically see each student)
Mark register as you count
Report to designated coordinator immediately
Double-check if any discrepancies
Never leave a location without complete count
Use buddy system (students pair up and check on partners)

Supervision Ratios

Excursion supervision is more intensive than campus:

Standard excursions: 1:10 (one staff per 10 students)
Water activities/beach: 1:8
High-risk activities: 1:5
Mixed age groups: Lower ratios for younger students

Group assignments:

Each staff member assigned specific students to supervise
Students know which staff member is their supervisor
Groups stay together unless activity requires splitting
Clear visual signals for regrouping (whistle, flag)

Safeguarding Priorities

Safety protocols:

Staff wear high-visibility items or identifiable clothing
Students stay in designated groups with assigned staff
Clear boundaries explained at each location
Meeting points established immediately upon arrival
No students wander off alone - buddy system enforced
Bathroom breaks supervised (staff wait outside)
Regular check-ins throughout day

Communication:

All staff in WhatsApp group during excursion
Regular updates to Program Director
Immediate reporting of any issues
Radios if available (backup to phones)

Risk management:

Stick to planned activities and locations
Avoid unplanned detours
Weather monitoring (heat, rain, storms)
Student wellbeing checks (tired, hungry, unwell?)
First aid kit accessible at all times

Academic Priorities

Connect to classroom learning:

Pre-excursion: Prepare students with vocabulary and concepts
During excursion: Encourage observation, questions, engagement
Post-excursion: Debrief and reflection activities

Student engagement:

Observation tasks or scavenger hunts
Photo assignments (students document learning)
Note-taking guided by worksheets
Interviews or interactions with locals (if appropriate)
Group discussions during travel time

Documentation:

Take photos for classroom use (with appropriate permissions)
Note interesting moments for post-excursion discussion
Record student questions for follow-up
Capture authentic language use opportunities

Practical Management

Schedule adherence:

Stick to timeline as much as possible
Build buffer time for transitions
Prioritize safety over punctuality
Communicate delays to campus coordinator

Student wellbeing:

Monitor energy levels (tired? need rest break?)
Watch for hunger (snack breaks, meal timing)
Bathroom breaks scheduled regularly
Sun protection (hats, sunscreen, water)
Motion sickness on buses (prepare plastic bags)

Flexibility:

Have backup plans for weather changes
Alternative activities if site unexpectedly closed
Adjust schedule for student needs
Adapt to circumstances calmly

Communication with base:

Keep Program Director updated via WhatsApp
Report any significant issues immediately
Confirm return time if schedule changes
Alert campus if delays expected

Emergency Procedures

If a student is injured:

Assess severity of injury
Administer first aid if minor
Contact Program Director immediately if serious
Call emergency services (120 - ambulance) if needed
Notify Group Leader (student's welfare contact)
Document incident thoroughly
Accompany student to hospital if required (designated staff)
Remaining staff continue with other students

If a student is missing:

STOP all movement immediately
Alert all staff via WhatsApp/radio ("MISSING STUDENT" message)
Last known location and description
Designate search teams (staff pairs)
Check obvious locations (bathrooms, gift shop, previously visited areas)
Notify venue security/staff
Contact Program Director
Notify local police if not found within 10 minutes
Do not panic other students - keep calm
Continue searching systematically

Medical emergencies:

Emergency services number: 120 (ambulance)
Venue first aid facilities
Nearest hospital location
Student medical information available
Group Leader notified immediately
Parents contacted by Program Director

Natural disasters/serious incidents:

Follow venue evacuation procedures
Account for all students immediately
Move to safe location
Contact Program Director
Follow emergency plan

Post-Excursion Procedures

Immediately Upon Return

Final Count:

Conduct thorough count upon campus arrival
Ensure all students, staff, and belongings accounted for
Check for lost items
Report safe return to Program Director

Quick Debrief:

Brief staff meeting - any issues to address?
Medical concerns to monitor?
Behavioral issues requiring follow-up?
Lost items reported?
Positive highlights to share?

Student Check-in:

Quick group gathering
Thank students for participation
Preview how excursion connects to upcoming lessons
Address any immediate concerns
Dismiss to next activity (meal, free time)

Documentation:

Note any injuries (even minor) in incident log
Document behavioral issues for Group Leader communication
Record lost items
Save photos for lesson use

Within 24 Hours

Report to Program Director:

Excursion summary (successes and challenges)
Any incidents or concerns
Student behavior and engagement
Recommendations for future excursions

Academic Integration:

Plan follow-up lessons connecting excursion to curriculum
Prepare debrief activities
Share photos with students
Create opportunities for reflection

Issue Resolution:

Address behavioral issues with students and Group Leaders
Follow up on lost items
Medical issues monitored
Thank staff for their work

Lesson Integration

Debrief activities (within 2-3 days):

Photo review and discussion
Reflection writing
Group presentations about what they learned
Connect observations to SDG themes
Q&A sessions

Reflection prompts:

What did you see/learn?
How does this connect to our unit topic?
What surprised you?
What questions do you still have?
How can we apply this learning?

Assessment opportunities:

Observation notes for presentations
Reflection writing samples
Group project based on excursion
Oral presentations sharing experiences

Staff Roles and Responsibilities

Program Director

Overall excursion approval and oversight
Emergency decision-making authority
Communication with parents if needed
Risk assessment final approval

Academic Coordinator

Schedule planning and logistics
Transport and venue bookings
Academic content integration
Staff briefings

Lead Staff Member (designated for each excursion)

On-site coordinator during excursion
Primary decision-maker for operational issues
Main communication point with Program Director
Conducts The Count at all transitions
Manages timeline and schedule

Teachers

Supervise assigned student groups
Facilitate academic activities
Monitor student wellbeing
Support The Count procedures
Document learning for follow-up lessons

Volunteers

Assist with supervision
Support academic activities
Help with logistics (distributing materials, organizing groups)
Communication support (translation if needed)
Photo/video documentation

Group Leaders

Welfare support for their students
Cultural/language bridge
Medical information access
Parent communication if issues arise

Common Excursion Challenges

Transportation Issues

Late bus arrival:

Adjust schedule, inform students
Contact venue to update timing
Keep students engaged while waiting
Have backup activity ready

Motion sickness:

Prepare plastic bags
Seat susceptible students near front
Windows open for fresh air
Bring wipes and tissues
Inform Group Leader for parent notification

Traffic delays:

Communicate with campus coordinator
Adjust return time expectations
Plan meal timing if delayed
Keep students informed and calm

Weather Problems

Rain:

Have covered activities planned
Rain gear available
Adjust outdoor portions
Indoor alternatives ready

Extreme heat:

Extra water breaks
Shade seeking
Reduce physical activity
Monitor for heat exhaustion signs

Cold:

Check students have appropriate clothing
Shorter outdoor exposure
Warm-up breaks
Hot drinks if available

Student Issues

Homesickness/distress:

Buddy system support
Staff one-on-one time
Distraction through engagement
Group Leader involvement
Contact Program Director if serious

Behavioral problems:

Calm, firm response
Separate from group if needed
Document for follow-up
Group Leader informed
Consequences applied back at campus

Student unwell:

Assess severity
First aid if minor
Rest area with staff supervision
Medical attention if needed
Group Leader informed
May require early return with staff member

Lost belongings:

Systematic search
Contact venue lost & found
Document what was lost
Follow up next day
Parent notification via Group Leader

Excursion Day Timeline Example

📝 [CUSTOMIZE: Adjust for specific excursions]

Saturday Excursion Schedule:

Time	Activity	Staff Notes
8:00-8:30	Breakfast	Remind students of schedule
8:30-9:00	The Count + board transport	All staff present, registers ready
9:00-10:30	Travel to destination	Engagement activities, manage motion sickness
10:30-10:45	The Count + arrival orientation	Establish boundaries, meeting points
10:45-12:30	Morning excursion activities	Supervise groups, facilitate learning
12:30-13:30	Lunch	The Count before/after, supervision
13:30-15:30	Afternoon excursion activities	Monitor energy levels, wellbeing checks
15:30-15:45	The Count + board transport	Belongings check, venue thank you
15:45-17:15	Return journey	Reflection discussions, rest time
17:15-17:30	Arrival at campus, The Count	Confirm all safe, dismiss to next activity
18:00-19:00	Dinner	Meal duties as usual
19:00-21:00	Evening program (light activities)	Low-energy activities, students tired
21:00+	Staff debrief	Review day, address issues, Day 2 prep

Pre-Excursion Checklist

2 Days Before:

Risk assessment reviewed by all staff
Staff briefing conducted
Student briefing conducted
Transport confirmed
Venue booking confirmed
Meal arrangements confirmed
Weather forecast checked
Academic materials prepared

Day Before:

Final headcount completed
Medical needs reviewed
Registers printed
Emergency contact lists printed
First aid kit packed with medications
Phones/radios charged
Academic materials packed
Student reminder given

Morning of Excursion:

All staff present and briefed
Students dressed appropriately
Weather re-checked
Transport arrived
Emergency procedures reviewed
Excitement high!

Contact Information for Excursions

📝 [CUSTOMIZE: Add program-specific contacts]

Program Director (Sean): [Phone]
Academic Coordinator: [Phone]
Emergency Services: 120 (Ambulance), 110 (Police)
Campus Main Office: [Phone]
Transport Company: [Phone]

Related Induction Guides

TIME SPECIFIC

Main Induction - Program overview and general information
Centre Setup & Arrivals - Pre-program prep and Day 1 procedures
Graduation & Departures - Final presentations, ceremony, and departure logistics

STAFF SPECIFIC

Teachers - Teaching methodology and classroom management
Volunteers - Volunteer roles and responsibilities

For questions about excursion procedures, contact the Program Director or Academic Coordinator.