Anaphylaxis Management on Charter Bus Excursions
What NSW Schools Must Prepare, Carry and Do — Before, During and After a Charter Bus Excursion
For school principals, excursion coordinators, nominated supervisors and supervising teachers | Sydney Charter Bus Australia — NSW Accreditation No. 39461
When a NSW school books a charter bus excursion, its anaphylaxis management obligations travel with the students. The duty of care owed to a student diagnosed at risk of anaphylaxis does not pause at the school gate — it extends to every leg of the journey, every vehicle the student occupies, and every activity undertaken while in the care of the school. This page sets out precisely what must be prepared before the excursion, what must be carried on the bus, what the supervising teacher must do if a reaction occurs in transit, and what Sydney Charter Bus Australia’s role is as the transport operator.
Sources: NSW DoE Anaphylaxis and Allergy Management Procedures (PD-2004-0034-05, updated February 2024) | ASCIA Action Plans (June 2023 update) | NSW DoE Excursions Policy (PD-2004-0010, updated November 2024) | National Allergy Council Best Practice Guidelines (2021, reviewed 2024) | NSW DoE Legal Issues Bulletin No. 52
1. The Legal Framework — Why Anaphylaxis Management Extends to Transport
| Obligation | Source & Scope |
|---|---|
| Non-delegable duty of care | Under the Education Act 1990 (NSW) and common law, schools owe a non-delegable duty of care to students at all times — including during excursion transport. This duty cannot be transferred to the charter bus operator. |
| Anaphylaxis Procedures for Schools — mandatory | NSW DoE Policy PD-2004-0034-05. Mandatory for all NSW Government schools and preschools. The procedures apply to all school activities — explicitly including excursions and camps. Last updated February 2024. |
| Excursions Policy — anaphylaxis | NSW DoE Policy PD-2004-0010, updated November 2024. Schools must address anaphylaxis management as part of excursion planning, including off-site transport. The excursion risk assessment must address students with diagnosed anaphylaxis. |
| Off-site risk assessment — mandatory | Schools must undertake a risk assessment to determine additional adrenaline injector requirements when planning off-site activities and excursions. Source: NSW DoE PD-2004-0034-05. |
| Education and Care Services National Regulations — Regulation 136 | At least one staff member with current approved anaphylaxis management training must be present and immediately available in an emergency at all times and any place where children are in the care of the service — including during transport. |
| Work Health and Safety Act 2011 (NSW) | Schools as PCBUs must eliminate or minimise anaphylaxis risk so far as reasonably practicable. This obligation extends to field trips, excursions and all off-site activities. |
2. Before the Excursion — Mandatory School Preparation
Risk Assessment
| ✓ | Identify every student on the excursion diagnosed at risk of anaphylaxis — cross-check against IHSPs held on file |
| ✓ | Complete an anaphylaxis risk assessment for the excursion — allergen exposure risks at destination, in transit and at any food venue. Add to the school risk register. |
| ✓ | Assess whether additional general use EpiPens® are required given the number of at-risk students and duration/remoteness of the excursion |
| ✓ | Confirm mobile phone reception along the bus route and at the destination — arrange satellite phone backup for remote routes |
| ✓ | For food venues — confirm venue staff are trained in allergen management and anaphylaxis response before finalising the booking. Source: NSW DoE PD-2004-0034-05. |
| ✓ | Apply the no-food-sharing rule. Include on the permission slip. Avoid known allergens in all excursion activities, games and rewards. Nuts and nut products must not be included in any curricular or extracurricular activities. |
Staff Training & Action Plans
| ✓ | Obtain the student’s current ASCIA Action Plan for Anaphylaxis (RED) — full colour, signed by treating doctor or nurse practitioner — for every at-risk student on the excursion |
| ✓ | Confirm the RED plan aligns with the adrenaline injector currently prescribed (EpiPen® or Anapen®). Plans are updated approximately every 12–18 months when a new injector is prescribed. |
| ✓ | At least one supervising adult on the bus must hold current approved anaphylaxis management training and be immediately available in an emergency (Reg. 136) |
| ✓ | Supervising teacher must be familiar with the RED plan for every at-risk student — before departure, not en route |
| ✓ | For eligible students carrying their own adrenaline injector — confirm the self-carry arrangement in writing in the IHSP. Notify SCBA at booking. |
| ✓ | Notify SCBA at the time of booking if any students on the excursion are at risk of anaphylaxis — phone 1300 468 199 |
ASCIA Action Plan Types — What Each Plan Is and When It Is Used
| Plan | Who It Is For | Requirement for Charter Bus Excursions |
|---|---|---|
| ASCIA Action Plan for Anaphylaxis (RED) | Specific student prescribed an adrenaline injector (EpiPen® or Anapen®). Signed and dated by treating doctor or nurse practitioner. Must be full colour. | Must be carried by the supervising teacher on the bus for every at-risk student. Must align with currently prescribed injector. Provided by parent/carer. Updated ~every 12–18 months. |
| ASCIA Action Plan for Allergic Reactions (GREEN) | Specific student with mild to moderate allergies who has NOT been prescribed an adrenaline injector. | Must be included in the student’s IHSP and available to the supervising teacher. Describes the response to mild/moderate reactions only — not for anaphylaxis. |
| ASCIA First Aid Plan for Anaphylaxis (ORANGE) | General use plan — not student-specific. Instructions for EpiPen® and Anapen® administration. Used as a poster or in the general use first aid kit. | Must be carried with the general use EpiPen® in the excursion first aid kit. Does not replace the RED plan for a student with a diagnosed prescription. Antihistamines do NOT replace adrenaline for anaphylaxis. |
Source: NSW DoE Anaphylaxis Emergency Care | ASCIA Action Plans updated June 2023 — available at allergy.org.au
3. What Must Be Carried on the Charter Bus
The supervising teacher is responsible for all anaphylaxis-related items during transit — not the bus driver.
| Required Item | Notes & Conditions |
|---|---|
| ASCIA Action Plan for Anaphylaxis (RED) — one per at-risk student, full colour | Signed by the treating doctor or nurse practitioner. Aligned with the currently prescribed injector. Physically carried by the supervising teacher — not stored at school during the excursion. |
| Student’s prescribed adrenaline injector — EpiPen® or Anapen® | Provided by parent/carer. Must be in date. Either self-carried by the student (if agreed in the IHSP) or held by the supervising teacher. Must not be stowed in luggage bays or overhead compartments. |
| General use EpiPen® — minimum one | School-supplied. Stored in the excursion first aid kit with the ASCIA First Aid Plan for Anaphylaxis (ORANGE). NSW DoE First Aid Procedures require this in all school excursion first aid kits. Additional injectors may be required for larger groups or remote excursions. |
| ASCIA First Aid Plan for Anaphylaxis (ORANGE) | Kept with the general use EpiPen®. Provides step-by-step instructions for both EpiPen® and Anapen® administration for a student without a specific plan. |
| Full excursion first aid kit | NSW DoE portable excursion first aid kits must include: general use EpiPen®, ASCIA First Aid Plan (ORANGE), asthma reliever inhaler (Ventolin) and asthma spacer device. Source: NSW Royal National Park EEC Excursion Planning guidelines. |
| Student Individual Health Support Plans (IHSPs) | A copy of each at-risk student’s IHSP must be immediately accessible to the supervising teacher during transit — not in the luggage bay. |
| Charged mobile phone — on the supervising teacher’s person | For calling 000 in an emergency. A personal mobile is acceptable. Must have reception on the route — confirm in advance. Maintain line of sight with the student if possible when calling 000. |
4. Emergency Response — Anaphylactic Reaction on the Bus
The bus driver stops safely and calls your position. The supervising teacher administers the adrenaline injector.
| 1 | Recognise the reaction. Anaphylaxis begins within minutes of allergen exposure and can progress rapidly over up to two hours. Signs include difficulty breathing, swelling of the throat or tongue, collapse, pale or floppy appearance, hives or welts. If in any doubt — treat as anaphylaxis immediately. |
| 2 | Follow the student’s ASCIA Action Plan (RED) immediately. If the student has a diagnosis, follow their RED plan. If the student has no diagnosis but appears to be having an anaphylactic reaction, follow the ASCIA First Aid Plan (ORANGE) and administer the general use EpiPen®. |
| 3 | Administer the adrenaline injector. Note the exact time of administration — this must be given to ambulance personnel on arrival. If a second dose is needed after 5 minutes (no improvement or deterioration), use either the second prescribed injector, the general use EpiPen®, or another student’s injector if necessary. Either EpiPen® or Anapen® can be used for the second dose. |
| 4 | Instruct the SCBA driver to stop safely and immediately. The driver will stop at the safest available location. The supervising teacher remains with the student — maintain line of sight when calling 000 where possible. |
| 5 | Call 000 — ambulance — immediately. Do not wait to see if adrenaline works before calling. State that a child is having an anaphylactic reaction, the time adrenaline was administered, the student’s weight if known, and the vehicle’s location. The SCBA driver can provide the GPS position. |
| 6 | Do NOT administer antihistamine instead of adrenaline. Antihistamines treat mild to moderate reactions only. In suspected anaphylaxis, adrenaline is always administered first. ASCIA confirms no serious harm is likely from administering adrenaline to a person not experiencing anaphylaxis — but failure to administer it when needed can be fatal. Source: NSW DoE Legal Issues Bulletin No. 52. |
| 7 | Keep the student lying flat with legs raised. Do not allow the student to stand or walk. If unconscious or not breathing, lay flat and begin CPR. Do not attempt to transport the student in the bus to hospital — wait for the ambulance. |
| 8 | Notify the school principal. The school must notify the parent or carer and report the incident to the NSW DoE Health, Safety and Staff Wellbeing Incident Report and Support Hotline on 1800 811 523. |
Legal protection for staff who administer adrenaline: Any staff member who provides an emergency response to a student having a suspected anaphylactic reaction is acting in the course of their employment. The NSW DoE will defend any negligence claim at no expense to the staff member and pay any damages — unless the staff member committed an act of serious or wilful misconduct. Carelessness, a simple mistake or inadvertence does not amount to serious and wilful misconduct. Parliament has also protected good samaritans (including volunteers) from personal liability arising from genuine attempts to help in an emergency. Source: NSW DoE Legal Issues Bulletin No. 52.
5. The SCBA Driver’s Role — What the Driver Does and Does Not Do
| ✓ | The Driver Will |
|---|---|
| ✓ | Stop the vehicle safely and immediately when instructed by the supervising teacher |
| ✓ | Remain stationary with hazard lights on until instructed by the supervising teacher or emergency services |
| ✓ | Provide the vehicle’s GPS location or street address to the supervising teacher for the 000 call |
| ✓ | Contact SCBA dispatch to report the emergency |
| ✓ | Ensure the vehicle remains in park and secure throughout |
| ✗ | The Driver Will Not |
|---|---|
| ✗ | Administer adrenaline injectors — SCBA drivers are not trained first aid officers and do not carry medical supplies |
| ✗ | Make medical decisions or direct the emergency response — this is the supervising teacher’s responsibility |
| ✗ | Leave the vehicle unattended while students are on board during an emergency |
| ✗ | Attempt to drive the student to a hospital — wait for the ambulance unless directed by 000 |
| ✗ | Restrict the supervising teacher from administering medication or calling emergency services |
Always notify SCBA at the time of booking if any students are at risk of anaphylaxis. While this does not change the driver’s role, it flags the booking in our system. Ph: 1300 468 199
6. Allergy Aware — Food & No-Food Policy on SCBA Vehicles
SCBA operates a strict no-food policy on all vehicles. No food, snacks or drinks of any kind are permitted during transit (bottled water is the only exception). This aligns directly with NSW DoE anaphylaxis prevention obligations and eliminates the primary allergen exposure risk during the transport leg of any school excursion.
| Onboard Rule | Anaphylaxis Risk Relevance |
|---|---|
| No food or snacks | Eliminates food allergen exposure during transit — including nuts, dairy, egg, sesame and all other common allergens. Applies to all students and supervising adults. |
| Bottled water only | The only consumable permitted. Sealed bottled water poses no allergen risk. |
| No food sharing | No student or adult may bring food to share. Communicate this rule on the permission slip and again before boarding. |
| No nut products | NSW DoE requires peanuts, tree nuts and nut products not to be used in any curricular or extracurricular activities — including snacks on buses. |
| Medication accessibility | Adrenaline injectors and action plans must remain within arm’s reach of the supervising teacher throughout transit — not stowed in luggage bays or overhead compartments. |
Quick Reference Checklist — Print Before Every Excursion
BEFORE THE EXCURSION
☐ Excursion anaphylaxis risk assessment completed
☐ All at-risk students identified from IHSPs
☐ ASCIA Action Plan (RED) obtained for each at-risk student
☐ Supervising teacher has read each RED plan
☐ At least one anaphylaxis-trained staff member on the bus
☐ Self-carry arrangements confirmed in IHSP
☐ General use EpiPen® in excursion first aid kit
☐ SCBA notified of at-risk students at time of booking
ON THE BUS
☐ ASCIA Action Plans (RED) — one per at-risk student, with supervising teacher
☐ Student prescribed injectors in date and accessible (not in luggage bay)
☐ General use EpiPen® in first aid kit with ORANGE plan
☐ Antihistamine where prescribed (not as substitute for adrenaline)
☐ Charged mobile phone on supervising teacher’s person
☐ Student IHSPs accessible to supervising teacher
☐ Permission slips include no-food-sharing reminder
☐ Students briefed on no-food and no-sharing rules before boarding
Official References & Sources
| NSW DoE — Anaphylaxis and Allergy Management Procedures (PD-2004-0034-05) | Mandatory procedures — updated February 2024 |
| NSW DoE — Anaphylaxis Emergency Care | ASCIA Action Plan types, EpiPen requirements, first aid kit standards |
| NSW DoE — Legal Issues Bulletin No. 52 | Legal liability, duty of care, staff protection when administering adrenaline |
| NSW DoE — Excursions Policy (PD-2004-0010) | Excursion planning including anaphylaxis — updated November 2024 |
| ASCIA — Action Plans (updated June 2023) | RED, GREEN and ORANGE action plan downloads — latest versions |
| National Allergy Council — Best Practice Guidelines (2021, reviewed 2024) | Seven recommendations for anaphylaxis prevention and management in schools |
Book Your School Excursion Transport
Please notify us of any students at risk of anaphylaxis at the time of booking.
📞 1300 468 199 | 📱 0413 182 999 | [email protected]
This page provides general guidance only and does not constitute legal or medical advice. All information is based on NSW DoE Anaphylaxis and Allergy Management Procedures (PD-2004-0034-05), NSW DoE Legal Issues Bulletin No. 52, ASCIA Action Plans (June 2023 update) and the National Allergy Council Best Practice Guidelines (2021, reviewed 2024). Procedures and regulations may change — verify current requirements with the NSW Department of Education or a qualified practitioner. Sydney Charter Bus Pty Ltd does not provide medical or legal advice. | www.sydneycharterbus.com.au | ABN: 44 134 888 912 | NSW Acc: 39461