TRAVEL PROCEDURES

Background

SSWA will at all times attempt to facilitate the best possible air travel prices to suit a number of travelling scenarios.

Once an interstate squad has been selected there will be a number of travel options offered. Team members and their parents will be given a seven day period in which to select their preferred option.

Compliance with Department policy, demands that all students must travel under mandated duty of care provision. This means that all touring members must travel under the supervision of their appointed team officials or in the care of their parent or designated guardian who is a responsible adult. Exceptions may only be made through individual application to the SSWA office.

Options

Option One

The team member, through their parents/guardian, will request that SSWA assume full responsibility for all aspects of team travel.

Option Two

The team member's parent will assume full responsibility for all aspects, including the personal supervision of their child's travel, and agree to personally present the team member at a designated place at a designated time.

Option Three

If the team member is to travel unsupervised then the parent will provide SSWA with full details of departure and arrival arrangements i.e. who will supervise the team member onto the aircraft and who will meet the team member at point of arrival and deliver the team member to the designated place at the designated time.

These options are designed to allow SSWA or the parent an opportunity to source the best possible flight price.

Explanation

The three options are designed to allow parents to source the best possible airfare to suit their individual circumstance.

The Process

Exactly one week after the state team has been named, parents must indicate their preferred option for travel i.e. one, two or three.

If option one is selected the SSWA will immediately access the best possible internet fare available on that day. It may be that the team may travel on more than one flight but the prime considerations will be price and appropriateness in terms of team performance.

If option two is selected then the team member will be travelling with their parent and the airfare negotiated and time and day of travel will be completely at the discretion of the parent i.e. there will be no SSWA involvement in any aspect of that team members travel plans either outbound or inbound. The parent will agree to deliver their child to team management at a designated place at a designated time and the time frame for travel must accommodate this condition.

If option three is selected then as in option two the airfare negotiated and time and day of travel will be completely at the discretion of the parent i.e. there will be no SSWa involvement in any aspect of that team members travel place either outbound or inbound.

This option is designed to allow the parent to see their child onto the plane at point of embarkation and have made an arrangement for their greeting at point of arrival. A similar arrangement must be made for the return flight.

E-Tickets

An e-ticket or electronic ticket is a ticket that is stored electronically rather than being printed on paper. We recommend that you carry your e-ticket receipt at all times for both international and domestic services. Photographic identification must be produced at check in.

  Photographic Identification

All forms of photographic identification must be valid at the time of travel.

• National passport 

• Motor vehicle driver's licence issued under a law of the Commonwealth of Australia, or of an Australian State or Territory 

• A document that identifies you issued by:
  - the Commonwealth of Australia, or
  - an Australian State or Territory, or
  - by an authority of the Commonwealth of Australia, or an Australian State or Territory 

• Aviation security identification card issued by the operator of the aircraft or the operator of an airport in Australia

Children and Infants

Children and infants are subject to the same identification requirements as adults. Exceptions from the identification requirements are given to children and infants travelling:

• with an adult, or 

• as part of an organised group 

Group Travel

For group travel, the adult responsible for and travelling with the group, is to present a letter from the organisation (For example, school or sporting group) that includes name, date of birth and sex of the responsible adult plus the names, dates of birth and sex of each of the children. SSWA have provided you with the following form to satisfy these requirements:

Children Travelling with an Adult

• If the child is travelling with a parent or guardian their name must be recorded on the back of their parent or guardian's boarding pass. 

• If the child is under 12 years of age and is travelling unaccompanied they will be escorted through the airport by airline staff. 

• If the child is between 12 and 18 years of age and is travelling unaccompanied they will be escorted through the airport if they do not carry an accepted form of photographic identification. 

To save any confusion or delays at the airport, ensure that you have the appropriate identification for all members of your travelling party.

Special Considerations

• It needs to be noted that Internet fares are conditional and flight insurance is recommended to offset any misadventure (injury or forced withdrawal) after booking.

• Any student who is traveling independently and in accordance with SSWA policy must provide full details, including those of the accompanying responsible adult, prior to final permission being granted.

• SSWA will provide details of SSWA organized flights as soon as they become available.  This will enable parents to book team members onto these flights utilizing frequent flyer points if they are available.