Risk Setting page

Staff-Student Ratios can be created in the Excursion - Risk Settings page under the Ratios tab.

Fields:

• Description - the text describing the ratio element
• Acceptable Ratio- the accepted number of students per staff member
  • example: 15:1
    • 15 students per 1 staff member
• Acceptable Ratio Color - the color shown in the excursion Ratio tab when the ratio is acceptable
• Unacceptable Ratio Color - the color shown in the excursion Ratio tab when the ratio is not acceptable
• Excursion Types - one or more (mandatory)
• Activity Types - one or more (optional)

The ratios are automatically assigned to newly created Excursions by matching Excursion Types and Activity Types.

Fields:

• Activity Types  - if present
• Ratio Description - the text describing the ratio element
• Acceptable Ratio - the accepted number of students per staff member
• Predicted Ratio - the ratio calculated on the total of the students participating in the Excursion
• Current Ratio - the ratio calculated on the number of approved students participating in the Excursion

Ratio Calculation

Glossary

• Predicted Ratio Calculation: Total Student Count / Staff Participating in the Excursion
• Current Ratio Calculation: Approved Student Count / Staff Participating in the Excursion
• Total Student Count = all students added to the excursion, approved, declined, and pending.
• Approved Student Count = only students whose status is approved.
• Staff Participating in the Excursion = Calculated on the involved_users user role, generally matching with data in the ‘List of Staff Attending Excursion’ field.

Notes

• If Students and/or Staff members are missing, and the Predicted/Current Ratio can’t be calculated, a message is shown:
  • Predicted Ratio - 'Requires students and/or involved users to be selected.’
  • Current Ratio - 'Requires approved students and/or involved users to be selected.’
• Ratio indicates the number of students each staff member should be responsible for.
• Ratio is always shown in the form: NUMBER:1
  • NUMBER = students/staff
  • 1 = staff member
• Ratio is always ‘Rounded up’ (Approximated by excess)
  • 15/2 = 8
  • 16/2 = 8
  • 14/2 = 7
  • 28/3 = 10

Examples of calculation

Ratios

Ratios define acceptable student-to-teacher supervision levels by excursion and activity type.

Defaults

• One out-of-the-box ratio: 15 students : 1 teacher (applies to all excursions).

Adding/Editing a Ratio

1. Click Add Ratio.
2. Enter a Description.
3. Define the acceptable ratio (e.g., 5:1 for Whitewater Rafting).
4. Select colours for acceptable/unacceptable thresholds.
5. Select the Excursion Type.
6. If activity types are linked, choose the Activity Type.
7. Save.

Ratios are then enforced when creating excursions:

• Only applied when both excursion type and activity type conditions are met.

Placeholders to Fill Before Publishing

• ✅ Confirm if coordinators can access Risk Settings or if admins only.
• ✅ Confirm exact rules for “Required” vs “Show in Excursion” logic (link existing reference page).
• ✅ Add reference to PDF of default risks (legal firm document).
• ✅ Add link to Activity Types documentation (for risks & ratios dependency).
• ✅ Clarify “Likelihood Areas” definition and flow.