Overall Considerations

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Hong Kong Residents Unit of the Immigration Department (http://www.gov.hk/en/residents/immigration/outsidehk/assisthk24.htm ).

In the event of accident (e.g. traffic accident or fire), other emergencies (e.g. robbery or assault), injury or loss of life in the Mainland, the incident should be reported to the local public security authorities for action: dial 110 for police assistance; dial 120⁴ for ambulance service;

dial 119 for fire service; and dial 122 for reporting a traffic accident.

Hong Kong residents in need of help when abroad may contact the local Chinese diplomatic and consular missions for assistance and services.

Hence, escorts should keep at hand the information of relevant Chinese

diplomatic and consular mission(s).

(https://www.immd.gov.hk/eng/services/Assistance_Outside_Hong_K ong.html#c)

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online service, which allows the Assistance to Hong Kong Residents Units of the Immigration Department to reach members of the study tours and offer practical assistance in the event of emergency outside Hong Kong. Details of the ROTI service can be accessed by visiting the following webpage:

https://www.gov.hk/en/residents/immigration/outsidehk/roti.htm.

Schools should make sure that all students, with or without disabilities, are given equal opportunities to participate in study tours if circumstances permit. Moreover, schools should provide students with disabilities with the assistance they need. For example,

“identification and S.O.S. cards” should be specially prepared for students with intellectual disability to carry along, and their photographs and copies of their travel documents should be kept at hand by escorts for emergency use.

Schools should read carefully the EDB circular memorandum on Block Insurance Policy (BIP)⁵ to familiarise themselves with the clauses and coverage of any such policy and ensure the compliance with the guidelines and instructions therein⁶. Generally speaking, the BIP does not provide comprehensive personal insurance coverage for students/teachers. If parents/teachers wish to have comprehensive personal insurance coverage, e.g. travel insurance, medical insurance, they may acquire it at their own cost as mentioned in Point 17 in Part I of the Guidelines or schools may do so on behalf of parents/teachers with their consent. Moreover, schools are required to observe the following:

a) All escorts should be appointed by the school. Such appointments, and the programme, place and schedule of the visit must be approved by the school and put on record.

5 The BIP does not provide comprehensive personal insurance coverage for students/teachers. If parents/teachers wish to have comprehensive personal insurance coverage for their children/themselves, e.g. travel insurance, life insurance, personal accident insurance, medical insurance or critical illness insurance, they may acquire it separately at their own cost from any insurance company. If it is considered necessary to take out additional group personal accident insurance for students/teachers participating in school activities, schools may do so on behalf of parents/teachers with their consent.

However, parents/teachers should be given full discretion in accepting such an arrangement.

6 If civil servants serving government schools are injured in accidents when participating in study tours outside Hong Kong, their schools should timely report and handle the cases according to the relevant Civil Service Regulations on duty-related injuries.

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b) Queries, if any, about the coverage of a policy should be clarified with the insurance company and the insurance company should be contacted immediately after the occurrence of an accident.

Schools organising a study tour on their own or in collaboration with agents or overseas education institutions should make reference to Chapter One “Notes for Heads of Schools and Teachers/Instructors” and Chapter Two “General Measures for Activities on Land” of the

“Guidelines on Outdoor Activities” as well as the relevant circulars/letters issued by the EDB. Schools should also carefully observe and follow the tendering and procurement procedures applicable to the school category to which they belong.

Schools may draw on the human resources of organisations inside the school, such as Parent-Teacher Association and alumni association, to organise activities. However, the organising work of study tours should be led by schools to ensure that the activities align with their school-based curriculum and cater for the needs of their students.

Besides, schools should make good use of the resources provided by the EDB, such as the additional administrative manpower/resources for all public sector schools and schools under the Direct Subsidy Scheme (DSS schools) starting from the 2019/20 school year (i.e. those provided under the “One Executive Officer for Each School” policy) to strengthen their financial management and administrative support.

If agents are commissioned to organise study tours outside Hong Kong according to applicable tendering and procurement procedures, the agents commissioned must be licensed travel agents, and the accompanying staff must be holders of a valid Tour Escort Pass issued by the Travel Industry Council of Hong Kong. In addition, to safeguard the interests of participants, schools may request the agent commissioned to produce a sexual conviction record of the accompanying staff, and provide such information as the age of the coaches allocated, the safety equipment on board and the drivers’

driving history.

For procurement of services from travel agents, schools should take into account the actual operations and possible incidents when drafting the contracts. Relevant provisions, such as specific requirements for itineraries and visits, mechanism for making changes to the itinerary,

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instalment arrangement, liability clauses for force majeure and refund arrangement due to the cancellation or delay of study tours, should be included to better protect the school’s interests. Each school should seek its own independent legal advice and, where necessary, the advice of other relevant professionals, on the terms and conditions to be adopted in the invitation letters and written quotation/tender document/contract for each invitation of written quotation/tender exercise/contract preparation.

The Travel Industry Council of Hong Kong has uploaded onto its website the “Code of Business Practice on Study Tours and Exchange Tours”, which comprises points to note for organising study tours.

Schools are advised to make reference to the Code before planning their study tours. Moreover, the Council offers Certificate Courses for Outbound Tour Escorts on a regular basis. Schools may consider making arrangements for their teachers to attend these courses in light of their needs. Relevant information can be accessed by visiting the following webpages:

 Code of Business Practice on Study Tours and Exchange Tours http://www.tichk.org/public/website/en/codes/codes_of_conduct/p art_two_5/html

 Course details

http://www.tichk.org/public/website/en/course/outbound_escort/in dex.html