Science Museum Excursion - Stage 2 Approval
Year 7-12 students visiting the National Science Museum for interactive learning experience
Date:March 15, 2024
Duration:8:00 AM - 4:00 PM
Location:National Science Museum
Total Participants:123 (120 students + 3 staff)
Total Budget:$3,610.50
Risk Level:
Medium
Overall Status:
In Progress
Lead Organizer:Mrs. Sarah Johnson
Documents:2/7 Completed
📊 Approval Progress
2
Completed
3
In Progress
1
Draft
1
Pending
Students and Groups
Manage participating students, groups, and their requirements
| Type | Count | Status | Consent Form | Medical Notes | Emergency Contact | |||
|---|---|---|---|---|---|---|---|---|
Alice Johnson Year 12 | Individual | 1 | ✓ Confirmed | ✓ Signed | Asthma - requires inhaler | Mrs. Johnson (0400 123 456) | ||
Bob Smith Year 11 | Individual | 1 | ✓ Confirmed | ✓ Signed | None | Mr. Smith (0400 234 567) | ||
Charlie Brown Year 10 | Individual | 1 | ⏳ Pending | ⏳ Pending | Epilepsy - medication required | Mrs. Brown (0400 345 678) | ||
Diana Prince Year 12 | Individual | 1 | ✓ Confirmed | ✓ Signed | None | Mr. Prince (0400 456 789) | ||
Eve Wilson Year 11 | Individual | 1 | ✓ Confirmed | ✓ Signed | Diabetes - insulin required | Mrs. Wilson (0400 567 890) | ||
Year 7 Junior School | Year Group | 120 | ⏳ Pending | ⏳ Pending | Various - see individual records | School Office | ||
Year 8 Junior School | Year Group | 115 | ✓ Confirmed | ✓ Signed | Various - see individual records | School Office | ||
7A Year 7 | Class | 25 | ✓ Confirmed | ✓ Signed | Various - see individual records | School Office | ||
7B Year 7 | Class | 24 | ⏳ Pending | ⏳ Pending | Various - see individual records | School Office | ||
Year 7 English A English | Group | 25 | ✓ Confirmed | ✓ Signed | Various - see individual records | School Office |
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Transport Arrangements
Manage all transportation details and arrangements
| Departure | Arrival | Return | Driver/Operator | Status | Cost | Notes | |||
|---|---|---|---|---|---|---|---|---|---|
School Bus Cap: 45 | 08:30 School Front Gate | 09:15 Science Museum | 15:30 Science Museum | John Driver 0400 111 222 | ✓ Confirmed | $450.00 | Standard school bus service | ||
Private Car Cap: 5 | 08:45 School Car Park | 09:30 Science Museum | 15:15 Science Museum | Mrs. Johnson 0400 333 444 | ✓ Confirmed | $25.00 | For staff and special needs students | ||
School Bus Cap: 40 | 09:00 School Front Gate | 09:45 Science Museum | 15:45 Science Museum | Sarah Wilson 0400 555 666 | ⏳ Pending | $400.00 | Additional bus for overflow students | ||
Train Cap: 30 | 08:15 Central Station | 08:45 Museum Station | 16:00 Museum Station | Public Transport Transport Info Line | ✓ Confirmed | $120.00 | Public transport option for older students | ||
Private Car Cap: 4 | 08:30 School Car Park | 09:15 Science Museum | 15:30 Science Museum | Mr. Davis 0400 777 888 | ✓ Confirmed | $20.00 | For students with mobility requirements |
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Staff Supervision
Manage staff assignments and supervision responsibilities
| Assigned Area | Qualifications | Hours | Contact | Emergency Contact | Status | Notes | |||
|---|---|---|---|---|---|---|---|---|---|
Mrs. Sarah Johnson Lead Teacher | Main Group Supervision | First Aid, Outdoor Education | 08:00 - 16:00 | 0400 555 666 | Mr. Johnson (0400 777 888) | ✓ Confirmed | Experienced excursion leader | ||
Mr. David Wilson Assistant Teacher | Transport Coordination | First Aid | 08:00 - 16:00 | 0400 999 000 | Mrs. Wilson (0400 111 333) | ✓ Confirmed | Responsible for bus coordination | ||
Ms. Emily Davis Support Staff | Special Needs Students | First Aid, Special Needs | 08:00 - 16:00 | 0400 222 444 | Mr. Davis (0400 555 777) | ⏳ Pending | Specialized in disability support | ||
Mr. Robert Brown Safety Officer | Safety and Emergency Response | Advanced First Aid, Risk Management | 07:30 - 16:30 | 0400 333 555 | Mrs. Brown (0400 666 999) | ✓ Confirmed | Emergency response coordinator | ||
Ms. Lisa Anderson Nurse | Medical Support | Registered Nurse, First Aid | 08:00 - 16:00 | 0400 444 666 | Mr. Anderson (0400 777 000) | ✓ Confirmed | Medical emergency response | ||
Mr. James Thompson Teacher | Year 7 Group | First Aid, Outdoor Education | 08:00 - 16:00 | 0400 555 777 | Mrs. Thompson (0400 888 111) | ⏳ Pending | Awaiting confirmation |
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Staff Cover Requirements
Manage staff cover arrangements for classes missed during the excursion
| Classes | Cover Teacher | Status | Cost | Priority | Notes | |||
|---|---|---|---|---|---|---|---|---|
Mrs. Sarah Johnson Mathematics | 7A Math, 8B Math, 9C Math | Mr. Robert Brown | ✓ Confirmed | $0.00 | ⚡ Medium | Mr. Brown will cover all math classes | ||
Mr. David Wilson Science | 10A Science, 11B Physics | Ms. Lisa Anderson | ✓ Confirmed | $0.00 | 🌱 Low | Ms. Anderson available for science cover | ||
Ms. Emily Davis English | 7B English, 8A English | TBD | ⏳ Pending | $150.00 | 🔥 High | Need to find cover teacher | ||
Mr. James Thompson History | 9A History, 10B History | Ms. Sarah Wilson | ✓ Confirmed | $0.00 | ⚡ Medium | Ms. Wilson will cover history classes | ||
Mrs. Maria Garcia Art | 7A Art, 8B Art, 9C Art | TBD | ⏳ Pending | $200.00 | 🔥 High | Art classes require specialized teacher |
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🍽️ Catering Requirements
Manage all catering arrangements and dietary requirements
| Participants | Dietary Requirements | Provider | Status | Cost | Total | Priority | Notes | |||
|---|---|---|---|---|---|---|---|---|---|---|
Morning Tea 10:30 at Museum Cafe | 120 students, 3 staff | Vegetarian Gluten-free Nut-free | Museum Cafe | ✓ Confirmed | $8.50 per person | $1,044.50 | ⚡ Medium | Pre-ordered and confirmed | ||
Lunch 12:30 at Museum Cafe | 120 students, 3 staff | Vegetarian Gluten-free Nut-free Halal | Museum Cafe | ✓ Confirmed | $12.00 per person | $1,476.00 | 🔥 High | Hot meal with drink included | ||
Afternoon Snack 15:00 at Museum Cafe | 120 students, 3 staff | Vegetarian Gluten-free | Museum Cafe | ⏳ Pending | $4.50 per person | $553.50 | 🌱 Low | Light refreshments for return journey | ||
Special Dietary Meals 12:30 at Museum Cafe | 15 students, 1 staff | Vegan Dairy-free Low-sodium | Museum Cafe | ✓ Confirmed | $15.00 per person | $240.00 | 🔥 High | Individual dietary requirements met | ||
Emergency Rations On-demand at Museum Cafe | 20 students, 3 staff | Standard Gluten-free | Museum Cafe | ✓ Confirmed | $6.00 per person | $138.00 | ⚡ Medium | Backup meals in case of delays |
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Funding and Budget Requirements
Track all funding sources and budget allocations
Amount | Source | Status | Approval Date | Priority | Notes | |||
|---|---|---|---|---|---|---|---|---|
Transport School bus and private car costs | $475.00 | School Department Budget | ✓ Approved | 3/1/2024 | ⚡ Medium | Standard transport allocation | ||
Catering Morning tea and lunch for all participants | $2,520.50 | Parent Contributions | ⏳ Pending | Pending | 🔥 High | Awaiting parent payment confirmations | ||
Entry Fees Museum entry for students and staff | $615.00 | School Department Budget | ✓ Approved | 2/28/2024 | ⚡ Medium | Educational visit discount applied | ||
Staff Cover Additional teacher cover costs | $150.00 | School Department Budget | ⏳ Pending | Pending | ⚡ Medium | Subject to cover teacher availability | ||
Equipment Safety equipment and first aid supplies | $89.50 | School Department Budget | ✓ Approved | 2/25/2024 | 🔥 High | Essential safety items | ||
Insurance Additional excursion insurance coverage | $125.00 | School Department Budget | ✓ Approved | 2/20/2024 | 🔥 High | Enhanced coverage for museum visit |
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Required Documents
Track all required documents and their completion status
| Assigned To | Status | Due Date | Last Updated | Priority | Notes | |||
|---|---|---|---|---|---|---|---|---|
Risk Management Plan Type: RMP • Safety | Mrs. Johnson | 📝 Draft | 2024-03-05 | 2024-03-01 | 🔥 High | Required for excursion approval | ||
Standard Operating Procedures Type: SOP • Safety | Mr. Wilson | 🔄 In Progress | 2024-03-05 | 2024-02-28 | 🔥 High | Safety procedures for museum visit | ||
Parent Consent Forms Type: Consent • Administrative | Admin Team | ⏳ Pending | 2024-03-03 | 2024-02-25 | ⚡ Medium | 120 forms to be collected | ||
Medical Information Forms Type: Medical • Health | Admin Team | ⏳ Pending | 2024-03-03 | 2024-02-25 | ⚡ Medium | Required for students with medical conditions | ||
Emergency Contact List Type: Emergency • Safety | Mrs. Johnson | ✓ Completed | 2024-03-01 | 2024-03-01 | 🔥 High | All emergency contacts verified | ||
Transport Risk Assessment Type: Assessment • Safety | Mr. Wilson | ✓ Completed | 2024-02-28 | 2024-02-28 | 🔥 High | Transport safety assessment completed | ||
Catering Risk Assessment Type: Assessment • Health | Ms. Davis | 🔄 In Progress | 2024-03-04 | 2024-03-01 | ⚡ Medium | Food safety and allergy considerations | ||
Staff Briefing Notes Type: Briefing • Administrative | Mrs. Johnson | 📝 Draft | 2024-03-06 | 2024-03-01 | ⚡ Medium | Staff briefing document for excursion day |
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Comments & Notes
Add notes and comments for the approval process
Recent Comments:
Mrs. Johnson
2 hours ago
Risk assessment needs to be completed before final approval.
Mr. Wilson
1 day ago
Transport arrangements look good. All drivers confirmed.
Approval Workflow
Current status and next steps in the approval process
Initial Planning
Completed on March 1
Risk Assessment
Completed on March 2
Stage 2 Documentation
In Progress
Department Review
Pending
Principal Approval
Pending
Final Confirmation
Pending
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