Tour Policy - New West Secondary School

Purpose and value
Touring and hosting tours have educational value, and are considered to be an important feature in the school's wider extra-curricular programme. Sports tours motivate players and stimulate improvement in our sport. Cultural tours enrich the curricular programme. Both types of tours have valuable social benefits and promote school spirit.
Staff leadership of a tour is of the utmost importance. A tour can be considered only if experienced and competent staff are available to lead it. A proposal about the staff to lead a tour should first be discussed with the principal. As a rule, two members of staff should accompany a tour. For large groups, a minimum of one teacher per 30 students, excluding the tour leader, is desirable.
Staff leaders are required to be familiar with the policy document "Guidelines for staff in charge of a tour".
Sport tours are undertaken by first teams. Under-age teams are, generally speaking, not permitted to go on tour. Invitations to tournaments will be considered on an ad hoc basis by the senior management team.

Funding of tours
A basic principle is that parents of tour members are responsible for meeting the costs of their child.
Staff supervising the tour are not required to meet any costs. Their expenses must be provided for in the tour budget.
Provision will be made to assist students whose families are unable to contribute their full cost.
Mini tours (weekend or overnight) relatively close to the school, and recreational expeditions such as river trips, hikes, etc., should be self supporting, and are not subsidised from the tour bursary fund.
Expenses in hosting tours are met from the tour bursary fund.

Fund-raising
A major school fund raising effort may be held from time to time to provide revenue for the tour bursary fund.
Profits from the sport tuckshops goes to the tour bursary fund.
A particular tour group may embark on fund raising projects, subject to the approval of the principal. The following shall apply:
a service should, if possible, be rendered, e.g. cake sale, car wash
a disco may be held only with the express permission of the principal and only on condition that all policies relating to school discos are adhered to. The cost of any damage incurred will be deducted from the tour fund, and additional fines may be imposed, which will be used to support the tour bursary fund.
care must be taken not to deflect sources of financial support from existing school programmes, e.g. advertisers in the magazine
any initiative by parents must first be approved by the principal;
please consult the policy document "Tour fund-raising" for more information

Sponsorships
Sponsorships may be sought subject to the above.
Such monies must be made payable to the school account.
Any sponsorships in kind (togbags, T shirts) must first be approved by the principal with reference to design, wording, etc. Tasteful advertising is acceptable.
Sponsorships should be acknowledged in the school magazine and in the tour brochure
Any excess money raised via a sponsorship will be credited to the tour bursary fund and earmarked for future use in a tour for the same sport/activity.
It has become necessary to launch all tours in concept by way of a parents' meeting, at which full plans are disclosed, and the full financial implications discussed. The principal must be informed of this meeting, so that he/she or his/her delegate are present at the meeting. Parents must be asked to vote on the tour, and on whether they are able to commit themselves to the fund raising. Without the support of such a meeting, tours cannot be undertaken by the school.
Representative sports team touring squads for tours must be selected on merit. Costing and funding the tour must make provision for those families who are unable to pay the full or even partial costs of the tour. Some support may be provided by the tour bursary fund.

Hosting a tour
Any request must first be discussed with the teacher in charge of that sport, then with the head of sport, who will clear it, if recommended, with the principal.
Clarity must first be obtained about the arrangements of the visitors' programme (other matches, leisure activities and entertainment) so that it is clear what the school’s hosting families will be asked to take responsibility for.
Clarity must be obtained about accommodation for visiting staff.  Unless the principal approves otherwise, visiting schools are expected to pay for the accommodation of any staff over and above the quota of two adults per team.
It may be necessary, before accepting a tour, to consult parents of players (or other pupils) to ensure that adequate accommodation is available.
The principal must be given details of our fixtures against the visitors, tea arrangements and any formalities that are appropriate and which may involve him/her.
Teachers in charge of the tour party, and if possible the pupils should be introduced to the principal.
Arrangements should be made if possible for refreshments for the tourists, our own players, staff and parent spectators.
A specific written briefing and guidelines should be given to our parent hosts, and relevant details explained to visiting staff, so that they know what we expect from the visitors. Please issue the policy document "Our expectations with respect to hosting" to visitors and our host families.

Proposing a tour
The teacher in charge of sport, and thereafter the head of sport, should be approached.
For a non-sport tour, the teacher should approach a member of the senior management team directly.
The principal's provisional approval should then be obtained. He will obtain authorisation from the governing body, who are ultimately responsible for any tour.
Criteria used in considering a sports tour include the enthusiasm of the coach, availability of an experienced, suitable staff tour leader and a teacher assistant-leader, the strength and suitability of the team, and the financial implications, especially for parents.
Thereafter a detailed proposal must be prepared and presented to the principal via the head of sport. This should include such details as dates, possible itinerary, travel / transport, proposed staff in charge, and a budget with reasons.
The bursar (in charge of school finance) can advise on budget compilation. Once a tour has been authorised, she has the responsibility of supervising the financial aspects, i.e. budget, payment of monies, and the compilation and checking of statements after the tour.
Once a sport tour has been approved, the head of sport must be kept informed of arrangements, and drafts of written communications to pupils or parents must be checked by him or her.
Guidelines for staff in charge of tours appear in a separate document and must be used in planning and undertaking the tour.
A set of copies of all documents must be given to the head of sport for the office tour file, and a similar set should be kept in the file for the sport or activity.
Tour parties may not miss school days, so do not plan early departures. This contravenes education department policy and our own school ethos.