Sample roundtable scenarios

DRAFT CONTENT - FOR TESTING ONLY

The fictional scenarios below provide guidance on what to expect during a roundtable meeting.

School is organising a first ever excursion to France, including homestay. The principal and organising teacher do not have experience in organising overseas excursions. All students are funding the excursion using private funds. The students are from mixed socio-economic backgrounds.

Attendees at roundtable meeting

  • Principal
  • Organising teacher
  • Director or nominee
  • Nominee of Executive Director (Convenor).

Agenda

  1. Understanding OEx
  2. New requirements and processes in OEx
  3. Risk assessment and management help
  4. Site specific issues/emergent issues
  5. Checklist finalisation.

Outcomes

Principal commits to taking the following actions to progress the application:

  • Continues to liaise with DEL or nominee
  • Refer to OEx to ensure new requirements are understood and followed
  • Liaise with the school’s WHS consultant and/or other experienced schools for further assistance in organising the excursion
  • Understands that any emerging issues are included in the risk assessment and management plan forcing changes to the itinerary may result in the excursion being cancelled
  • Ensures that if DFAT recommends that there is no travel, the excursion will be cancelled
  • Ensures the checklist includes advice from WHS consultant and/or other experienced school if required
  • The principal and teacher assist students unable to provide private funds by assisting and allowing fundraising opportunities.
View Completed roundtable checklist.

The school is organising a trip to Italy which includes a walking tour through Rome.

Although the school has organised similar successful excursions such as this in the past, operational directorate staff noted that other schools on recent excursions to the destination have encountered issues with ongoing labour riots. Due to economic difficulties, the riots are not likely to conclude within the next 12 months. DFAT recommends caution when traveling.

Attendees at roundtable meeting

  • Principal
  • Organising teacher
  • Director or nominee
  • Nominee of Executive Director (Convenor).

Agenda

  1. Understanding OEx
  2. New requirements and processes in OEx
  3. Risk assessment and management help
  4. Site specific issues
  5. Checklist finalisation.

Outcomes

Principal commits to taking the following actions to progress the application:

  • Continues to liaise with DEL or nominee.
  • Refers to OEx to ensure new requirements are understood and followed
  • Liaise with WHS consultant and/or other schools who have had experience in managing similar issues while overseas
  • Modifying the excursion’s risk assessment to demonstrate ongoing information of possible disruption in the streets is evident
  • Preparation of alternate itinerary to avoid trouble areas if required, to be added to checklist.
View Completed roundtable checklist.

The school is organising trip to Japan including homestay. The school has conducted the same excursion the last five years. The organising teacher and principal are not anticipating significant variations to the excursion activities. Previous excursions have been successful and have had no incidences.

Attendees at round table meeting

  • Principal
  • Organising teacher
  • Director or nominee (Convenor).

Agenda

  1. Understanding OEx
  2. New requirements and processes in OEx
  3. Risk assessment and management help
  4. Checklist finalisation.

Outcomes

Principal commits to taking the following actions to progress the application:

  • Overview of new requirements in OEx
  • Overview of WHS resources.
View Completed roundtable checklist.

The school is organising trip to the United States, which they have run a number of times before with no issues.

Between submission of proposal and roundtable meeting, a developing issue around the seemingly rapid spread of a virus in another part of the world. A small number of cases in the US and Australia have been identified. Travel is still allowed and case numbers are low. Future spread is unknown.

Attendees at round table meeting

  • Principal
  • Organising teacher
  • Director or nominee
  • Nominee of Executive Director (Convenor).

Agenda

  1. Understanding OEx
  2. New requirements and processes in OEx
  3. Risk assessment and management help
  4. Emergent issue management and warnings
  5. Checklist finalisation.

Outcomes

Principal commits to taking the following actions to progress the application:

  • Continues to liaise with DEL or nominee
  • Refers back to OEx to ensure new requirements are understood and followed with particular attention to the risk assessment and management resources
  • Assess likely change in circumstances which may require the excursion to be cancelled
  • Determine financial loss if excursion is cancelled due to the emergent issue
  • Determine due dates for deposits to provide enough time so that the emergent issue can be properly assessed prior to making payments
View Completed roundtable checklist.
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