Administrative Procedure 260 Appendix
FIELD TRIPS AND EXCURSIONS WITHIN WESTERN CANADA
FIELD TRIPS AND EXCURSIONS WITHIN WESTERN CANADA
PROCEDURES MANUAL
Approved: Amended:
June 13, 2001 January 20, 2014
TABLE OF CONTENTS I.
CATEGORIES OF FIELD TRIPS 3
II.
AGE/GRADE APPROPRIATENESS AND REQUIRED LEVEL OF APPROVAL 3
III.
TRIP PLANNING: APPROVAL PROCEDURES, FORMS & TIMELINES 4 Step One: Permission to Proceed with Field Trip Planning Form .........................4 Step Two: Field Trip Proposal Form .........................................................................5
IV.
SUPERVISION REQUIREMENT.
V.
INSURANCE AND RISK MANAGEMENT ………………………………………………………………7 Emergencies
VI.
ACCIDENT / INCIDENT REPORTING 9 Serious Accident, Injury or Incident Minor Accidents, Injuries, or Incidents Determining the Seriousness of Accidents, Injuries, or Incidents.
VII.
COSTS, FUNDRAISING AND BUDGETING 9
VIII.
TRANSPORTATION 10
IX.
BILLETING 11
X.
PARENT/GUARDIAN CONSENT FORMS 13
XI.
POST FIELD TRIP REPORT FORM 14
XII.
DOCUMENT RETENTION 14
XIII.
UNACCEPTABLE, HIGH RISK AND LIMITED ACTIVITIES 14
XIV.
INTERNATIONAL AND TRIPS OUTSUDE WESTERN CANADA 17
6
8
9 9 9
XV.
SUMMER TRIPS 17
XVI.
EXCEPTIONAL CIRCUMSTANCES 17
XVII.
RESPONSIBILITIES OF FIELD TRIP PARTICIPANTS 17 Principal’s Responsibilities Field Trip Leader’s Responsibilities Other Field Trip Supervisors’ Responsibilities Students’ Responsibilities Parents’/Guardians’ Responsibilities
18 19 19 21 22
FIELD TRIPS AND EXCURSIONS WITHIN WESTERN CANADA I. CATEGORIES OF FIELD TRIPS The District has identified the following categories and sub-categories of field trips: a) Within the boundaries of the Calgary Catholic School District* Day b) Within the Province of Alberta Day Overnight c) Outside of Alberta, within Western Canada (B.C., Saskatchewan and Manitoba) Day Overnight For information on within Canada but outside of B.C., Alberta, Saskatchewan and Manitoba and International, See Administrative Procedure 261 - High School Student Travel International and Outside Western Canada. II. AGE/GRADE APPROPRIATENESS AND REQUIRED LEVEL OF APPROVAL The following chart outlines age/grade appropriateness and required level of approval for the District’s defined categories of field trips, as well as approval levels for curricular fit, risk assessment, and final approval to conduct a field trip. Trip Category
(A) Within the boundaries of the Calgary Catholic School District (B) Within Alberta
Kindergarten
Elementary (Grade 1-6)
Junior High ** (Grades 7-9)
Senior High (Grades 10-12)
Final Approval ↓
Final Approval ↓
Final Approval ↓
Final Approval ↓
Day Trip
P
P
P
P
Overnight Trip
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Day Trip
Not Allowed
P
P
P
Not Allowed
Not Allowed
D
P***
Not Allowed
Not Allowed
D
P***
Not Allowed
Not Allowed
D
P***
Trip Sub-Category
Overnight Trip (not to exceed the use of two school days) Day Trip
(c) Within Western Canada
Overnight Trip (not to exceed the use of three* school days)
*an additional day for a total of four school days (which could be 2 half days) will be considered in order to accommodate travel restrictions. Trips shall not include days that are considered part of a teacher’s professional duties which include professional development days or parent teacher interview days. ** exception available for Grade 9 French Immersion Students - see section XVI. Exceptional Circumstances below Legend: P = Approval by Principal D = Approval by District administration upon receipt of documentation from Principal
*** = Approval by Principal; however, notice of trip particulars must be submitted to the District three weeks in advance of trip, by submitting a copy of the Step 2 Field Trip Proposal Form, accompanied by an itinerary of planned activities, to the Area Superintendent. The District will keep a copy of the form on file. This applies to all high school overnight trips.
Principal Approved Field Trips Where "P" appears in the previous chart, the Principal is responsible for all planning and authorization decisions for all field trips as indicated. The Principal shall ensure that both the “Curriculum Fit” and “Risk Assessment” sections of the Field Trip Proposal Form are assessed and completed by the field trip leader prior to making a trip approval decision. The Principal’s decisions shall only be made based on all District procedures pertaining to field trips, including guidelines contained in this manual and the District's Risk Management Manual. For any overnight field trips copies of the trip documentation are sent to Superintendent, Area schools. District Approved Field Trips (Junior High School Overnight Trips Within Alberta) The District is responsible for the approval of all junior high school overnight trips within Alberta. The Principal shall submit, within two months in advance of the proposed field trip, the required field trip documentation to the appropriate Area Superintendent. From there the documentation goes to Business Services, Instructional Services, and then back to the Area Superintendent. The District will base its review on all District procedures pertaining to field trips, as well as on all documentation provided by the Principal and the field trip leader. Written approval or denial for this category of field trip will be forwarded to the Principal by the Area Superintendent. IV.
TRIP PLANNING: APPROVAL PROCEDURES, FORMS & TIMELINES Step One: “Permission to Proceed With Field Trip Planning Form” Purpose of Form: The purpose of this form is to receive initial approval of the Principal for the proposed trip. In Step One, the field trip leader need only provide information such as the proposed trip date, destination, purpose, grade and approximate numbers of participating students. The field trip leader shall submit this form to the Principal, according to the timeline expectations set by the Principal. Once approval is received, she/he may then proceed to plan the details of the trip, and can then inform parents and students. Junior High School Overnight Trips: For overnight trips requiring District approval, the Principal shall first sign, then forward, the Permission to Proceed with Field Trip Planning Form to the appropriate Area Superintendent at least two months in advance of the proposed trip. Once approval to proceed with planning has been received by the Principal, the field trip leader may begin planning the details of the trip.
Step Two: “Field Trip Proposal Form” The purpose of the Field Trip Proposal Form is to ensure that essential components of field trip planning are followed by the field trip leader, and accounted for by the approving authority/ies (i.e., Principal and/or District administrators).
Day Trips: The field trip leader completes and submits a Field Trip Proposal Form to the Principal for approval if it is a day trip according to the timeline expectations set by the Principal. Notice to the District is not required for day trips; Overnight Trips: The Principal signs if she/he approves and then forwards the form to the Area Superintendent, only if it is an overnight trip. The form is submitted to the District at least two months prior to the anticipated departure date for all junior high school overnight trips, which require District approval. High school overnight trip documentation is submitted to the District three weeks in advance of the proposed trip. The Principal will receive a written approval or denial from the Area Superintendent, on all junior high school overnight trips. A field trip acknowledgment letter will be sent to the Principal on all high school overnight trips from Manager, Business Services. This form helps field trip leaders and Principals evaluate curriculum fit and alert them to safety factors that must be identified and addressed prior to conducting the field trip. As an integral part of the evaluation, a complete itinerary shall accompany the submission. The itinerary shall include details for all planned activities (including plans for attending Mass and other Holy Days of Obligation) with an explanation of any items that would involve small groups or unstructured time. The itinerary is not to include any “unsupervised” or “free time” as students are to be supervised at all times. Components of the Field Trip Proposal Form Risk Assessment Section: Every field trip has potential for risks. In order to carefully plan the trip in a manner that aims at reducing or avoiding any risks, the risks shall be identified and assessed by the leader, the Principal and, if required, the District, during the trip planning stages. During the trip planning stages focus should be on supervision requirements that are appropriate for activities planned. Every category of field trip proposed for students shall undergo a risk assessment by the field trip leader, including each segment or activity undertaken during the field trip. The risk assessment section of the Field Trip Proposal Form identifies some important factors the field trip leader shall consider in addressing risk management. Curriculum Fit Assessment Section: Every field trip proposed for students shall undergo a thorough Curriculum Fit Assessment, which is contained in the Field Trip Proposal Form. Every field trip must have a curriculum focus that is linked directly to, or is an extension of, Alberta Education’s Program of Studies. Additionally, field trips and excursions shall not include days that are part of a teacher’s professional duties which includes professional development days and parent teacher interview days. IV. SUPERVISION REQUIREMENTS The District requires minimum supervision ratios as follows:
DAY TRIP Minimum Supervision Ratio Kindergarten Grades 1 – 3 Grades 4 – 6 Grades 7 – 9 Grades 10-12
1:6 1:8 1:10 1:12 1:15
OVERNIGHT TRIP Minimum Supervision Ratio Trip Not Allowed Trip Not Allowed Trip Not Allowed 1:8 1:10
Supervisor Expectations:
➢
Regardless of the number of participating students, a minimum of two supervisors (at least one of whom shall be a District teacher from the school) is required;
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The principal will determine depending on the complexity of the group, the number of additional District teachers that will supervise the trip;
➢
Acknowledge that student participants must be supervised at all times during the trip; that is to say that there is no “unsupervised” or “free” time for students;
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Where the student group includes female and male students, supervision of the group shall include both female and male supervisors. If the group includes only female students, the group must be supervised by at least one female supervisor. If the group includes only male students, the group must be supervised by at least one male supervisor;
➢
Supervisors (administrators, teachers, volunteers and others) are in no way to profit financially or otherwise from their participation in the trip, except for having the cost of their trip covered. Where the expenses of the supervisors are included, whether in total or in part, this information must be communicated to parents/guardians, in writing, as part of the detailed explanation of the total costs of the field trip.
Specific Circumstances: In cases where bus transportation is used, it is recommended that field trip supervisors travel on the buses according to the preceding ratio. However, if there is insufficient space on the bus, supervisors may meet the group at the field trip destination as long as there are at least two supervisors on the bus. (See supervision ratio information). For Physical Education 10, 20, or 30 off-campus day activities, the Principal may authorize an appropriate minimum supervision ratio, which is different than outlined in the preceding chart, when the Principal determines that this would not create an unreasonable level of risk. In no case, shall this ratio be less than normal Physical Education classroom supervision ratios. This exemption does not apply to overnight or out-of-District trips. Trips with Other Schools and Athletic Trips (CSHSAA)
When a field trip includes students from two or more District schools, the Principal of each school involved shall approve the participation of their students, and the students from both schools are accountable to the field trip leader. Shared field trips shall only be undertaken with other schools in the District, with the exception of provincial athletic events undertaken under the auspices of the Alberta Senior High School Athletic Association. In such cases, District procedures and Manual guidelines shall apply to students of the District and take precedence over any other regulations or policies from outside organizations. All supervisors from participating District schools shall understand that they are responsible to the designated field trip leader. V. INSURANCE AND RISK MANAGEMENT Insurance is only part of a risk management strategy. Risk avoidance and reasonable management are other essential elements. All staff and volunteers are risk managers and are to use common sense and critical thinking skills when planning, implementing and supervising trips. a)
Liability Insurance The District carries liability insurance to protect the District, its staff and its volunteers for all school-sponsored activities while they are acting within the scope of their duties.
b)
Accident and Travel Insurance The District has purchased blanket student travel coverage for all District approved field trips. Principals are required to contact Business Services for a current estimate of the insurance premium for student travel coverage. Coverage applies to all full-time students (excluding international and foreign exchange students) and all District and volunteer supervisors. All adult participants, including support staff and parents on the approved trip, are automatically covered. International and foreign exchange students participating in student travel are required to purchase travel and trip cancellation insurance through a District approved carrier. The trip leader is to contact the Manager, Business Services if travel insurance is required for international or foreign exchange students. The student travel policy provides accident and sickness coverage while traveling on school trips and trip cancellation. Cancellation coverage provides protection when a student or chaperone is unable to undertake or continue on the scheduled trip as a result of their own injury, sickness or death or that of an immediate family member. It is the trip leader’s responsibility to advise parents about the student travel insurance and provide a copy of the blanket student travel brochure summarizing coverage. In the event of a medical emergency, the insurer, Industrial Alliance Pacific can be contacted at (800) 255-2008 (in Canada and the USA) or at (604) 737-9377 collect (outside North America). Note that claims are to be made directly to the insurer and not to the District. The student travel
brochure and student travel claim form are located on the intranet site (Our Services/Finance and Business/Business Services/Student Travel Insurance). c)
Automobile Insurance Insurance coverage is provided by the District for all District-owned vehicles, or for vehicles rented by the District. Whenever possible, vehicles rented for use by the District or by District staff must be rented in the name of the District for coverage to be in effect. Individuals, including staff and any volunteers, using their own vehicles to transport District students must comply with the conditions, terms, and requirements stated on the District’s Volunteer Driver Authorization Form (Form 563-1). This includes the individual having a minimum level of Third Party liability insurance, which will be the first line of insurance available in case of an accident.
d)
Safety Preparation: Student Travel Kit The trip leader shall carry a travel kit which includes: ➢
A first aid kit appropriate to the risk involved while on the trip. The expectation is that for the higher risk activities such as sporting events, a more substantial first aid kit must be taken;
➢
An Accident Report Form and/or Incident Report Form. Regardless of the seriousness of the injury or incident, the field trip leader must report it as complications could arise at a later date;
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Contact information for local emergency authorities (i.e., police, medical facilities, consulate contact) at the trip destination and any other locations visited;
➢
A reliable means of communication and emergency contact procedures appropriate to the activity/destination, keeping in mind that cell phones do not work in all environments, and that a satellite telephone may be necessary;
➢
Contact numbers for parents/guardians of all participating students;
➢
Home and school contact e-mail, cell phone and fax numbers for the Principal;
➢
E-mail, cell and fax numbers for Area Superintendent and manager, Business Services in case of an emergency.
Emergencies For trips to semi-remote locations outside of District boundaries where emergency medical services are not available within a short time frame (i.e., 10 to 15 minutes), the field trip leader is to ensure that an additional supervisor-driven vehicle is provided that can be used in cases of less serious emergencies that do not warrant calling Emergency Medical Services (EMS). Whenever possible, a
teacher supervisor who is not the field trip leader is to accompany an injured student to the hospital. The field trip leader is to remain with the rest of the group. VI. ACCIDENT / INCIDENT REPORTING a) Serious Accident, Injury or Incident: The reporting procedure for a serious accident, injury or incident is as follows: ➢ Student travel trip leader shall inform the Principal immediately in cases of serious accident, injury or incident. The Accident Report and First Aid Record Form and/or Incident Report Form must be completed and faxed to the Manager, Business Services at 403-500-2932 within 24 hours; ➢ The Principal shall contact the Area Superintendent, immediately; ➢ Upon return from the trip the hard copy accident report, along with a copy of any parental consent forms that were signed pertaining to the trip and all other trip planning documentation, will be forwarded to Manager, Business Services. b) Minor Accidents, Injuries, or Incidents In cases of minor accidents, injuries, or incidents, the reporting procedures are as follows: ➢ Upon return from the trip, the trip leader will forward a completed District Accident Report and First Aid Record Form and/or Incident Report Form to the Principal for approval and subsequent submission to the District. Determining the Seriousness of Accidents, Injuries, or Incidents ➢ When in doubt as to whether the accident, injury, or incident is serious or minor, the trip leader shall submit an Accident Report and First Aid Record Form and/or Incident Report Form immediately to the Principal, who shall follow the appropriate reporting requirements as above. If the Principal is in doubt as to whether it is serious or minor, he/she shall consult with the Manager, Business Services, or err on the side of caution and report it as a serious accident/incident. All accidents/incidents with potential for legal or media implications must be reported to the Area Superintendent and to Manager, Business Services within 24 hours.
Injuries involving employees or volunteer supervisors must also be reported to Human Resources within 24 hours, regardless of injury severity, as these individuals may be covered by WCB compensation. The report can be sent via fax 403-500-2924, via phone 403-500-2482 or via email to
[email protected].
VII.
COSTS, FUNDRAISING AND BUDGETING Although there may be some fundraising involved, the cost of the trip will be primarily covered by parents/guardians and include the following: ➢ Principals are expected to reduce the impact on instruction for the students not involved in the trip. The use of guest teachers is to be kept to a minimum, however, if guest teachers are needed, the students participating on the trip are expected to cover the cost of a guest teacher(s). Parents/guardians are to be made aware of this expense; ➢ A budget and full accounting of expenses for the trip shall be available upon request; ➢ Any monies collected must be processed through the school business managers as per approved accounting practices.
VIII.
TRANSPORTATION All students on District approved trips shall use the transportation that has been approved by the District. All transportation arrangements must abide by, Administrative Procedure 563 - Staff/Volunteer Driver Qualifications and Vehicles Authorized for Transporting Students to Off-Site Activities. All reasonable efforts to ensure safe and appropriate travel must be taken by the trip leader and Principal. Effective January 1, 2002, provincial regulations require properly installed and maintained safety seats or restraints to be used for kindergarten children under the age of six years and weighing less than 18 kg. when transporting them in private vehicles. Daycare and kindergarten programs are no longer exempt from this requirement. Given the foregoing, the District requires the following for the transportation of kindergarten children (those under the age of six years or under 18 kg. in weight) for District provided field trips: ➢ That children requiring the child restraint system be transported by their parents only; or ➢ That District students be transported on a bus chartered by one of the District’s approved chartered bus carriers (refer to the District’s Transportation department for this information).
a) Bus Transportation If bus transportation is used for field trips, only District-approved bus carriers or vans/buses owned by high schools shall be used. District owned mini-buses are
not permitted to travel outside of Alberta (refer to Administrative Procedure 563 for operating guidelines). b) Private Vehicle Transportation All potential volunteer drivers, including staff, shall complete and sign, each school year, a District Volunteer Driver Authorization Form (Form 563-1) (available at the school), prior to acting as a volunteer driver. (Refer to Administrative Procedure 560 - Student Transportation.) Under NO circumstances shall student drivers be used. If a vehicle is equipped with a front passenger-side airbag, students shall not be transported in that seat, if they do not meet the minimum height requirements for safety, unless the airbag has been properly deactivated. c) Rental Vehicles Use of rental vehicles is reasonable only if approved bus transportation is not available (refer to Administrative Procedure 560 - Student Transportation). The District-approved vehicle rental agency shall be used. The purpose of using a specific rental agency is to ensure that vehicles will be rented in the District name (Calgary Catholic School District), not in the name of the school or the teacher, for liability and insurance purposes. It also allows schools to access a pre-established District rate. The full rental company insurance coverage option shall be taken. The size and load capacity of the vehicle must be appropriate to the number of students and amount of equipment being transported. Fifteen-passenger vans shall not be used to transport students, whether or not fewer than 15 passengers are on board, due to safety concerns associated with this type of van. All potential volunteer drivers, including staff, shall meet the criteria stated on the District’s Volunteer Driver Authorization Form (Form 563-1) available at the school, prior to acting as a volunteer driver. In the case of rental vehicles, the volunteer driver shall have the proper licensing to operate the type and size of vehicle being rented. The District standard requires an Alberta Class 4 license to drive District-owned or rented student passenger vans. (Exception is permitted for mini vans where an Alberta Class 5 license is acceptable.) d) Walking For field trip destinations that are within walking distance of the school the field trip leader will, when selecting a route and supervision plan, consider factors such as traffic density, crosswalks, sidewalks, terrain, weather conditions, student age and ability, special needs and distance being travelled.
IX.
BILLETING Billeting is appropriate only for senior high school students. Billeting is not intended solely to attain budgetary. Every possible step must be taken to ensure that students are billeted in a safe, caring, clean and healthy environment. The District Principal shall: ➢ Contact the Principal of the receiving school regarding expectations related to host families and to set up required ground rules for billeting families; ➢ Consult with the receiving Principal regarding the appropriate selection of host families and students; ➢ Establish the criteria for selection of host families, including consideration of gender and safety issues; ➢ Ensure that no host family billets only a single student; ➢ Communicate billeting guidelines (see below) to the receiving school. Billeting Guidelines a.
Host Family Expectations There is an expectation that: ➢
Students shall be under adult supervision at all times when in the care of the host family;
➢
Students must be transported by a person who has a valid driver’s license and a minimum of five years driving experience;
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Students shall be treated with respect;
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Students shall not participate in any high risk activities as outlined in the District's Risk Management Manual, Module 9: Identifying High Risk Activities;
➢
The host family shall provide meals as outlined in the trip itinerary and shall accommodate any particular student requirements with regard to allergies and medical conditions;
➢
The host family and each student shall have available the 24-hour contact number of the field trip leader and/or other field trip supervisors, in case of emergency;
➢
The host family shall report any incidents or concerns regarding
the host student to the field trip leader. b. Student Expectations: Students shall: ➢
Not consume alcohol, illegal drugs, or unprescribed prescription drugs or misuse prescription drugs;
➢
Be courteous and respectful to the host family, and be respectful of the host family's home and possessions at all times;
➢
Follow the field trip leader's and the billeting family's rules and expectations;
➢
Follow the school's code of conduct;
➢
Report, as soon as possible, any concerns to the field trip leader. Field trip supervisors are not relieved of duty when students are billeted.
X.
PARENT / GUARDIAN CONSENT FORMS The District requires custodial parent/guardian signature for approval of trips. The Principal shall provide the appropriate form for the particular trip, as described below, to the custodial parent/guardian, who then signs and returns the form to the Principal by the date specified on the form. A signed form must be received by the school in order for a student to be permitted to participate on the particular trip specified on the form. The form shall not be altered. An altered form indicates that the parent is not comfortable with some aspect of the trip. The Principal shall contact the parent to discuss and resolve the issue before allowing the student to participate in the trip. If unresolved, the student does not go on the trip. a)
Field Trip Annual Consent Form
This form shall be on file at the school by the end of September for every student. The annual form provides parents/guardians with the rationale for field trips, the type of information the school is expected to provide to parents/guardians, as well as information regarding the process that will be followed for informing parents/guardians about field trips. In every instance, the Principal shall ensure that parents are provided in advance (as per timelines defined in this manual) with the details of a proposed field trip, as per the commitment made on the Field Trip Annual Consent Form.
This form shall be distributed at the beginning of the school year and a signed copy returned by parents/guardians by the end of September. Permission forms completed at the beginning of the year are not sufficient to cover all field trips that occur during the school year. A specific form shall be completed for each field trip. b)
Field Trip Consent Form
This form shall be sent home for the signature of a custodial parent/guardian for each and every field trip. This form shall be returned to the school and retained on file. c)
Field Trip Consent Form (Multiple Date Events)
This form may be used as an alternative to the Field Trip Consent Form to obtain custodial parent/guardian permission only for those field trips where a similar activity is occurring over multiple dates and a schedule is known (e.g., team sport activities, liturgical events, performing arts, swimming lessons, physical education classes, athletics and walking activities in the neighbourhood of the school, etc.). In these instances, this form may be used rather than using a separate approval form for each field trip, as long as the form includes a schedule of all activities. Should any schedule change occur, parents/guardians shall be sent a notification which they are required to sign and return to the school prior to the event taking place. d)
Sr. High Off-Campus Physical Education Consent Form (Day Trips within AB)
Due to the relatively high number of occasions that students enrolled in Phys. Ed. 10, 20 and 30 classes take part in these classes held at off-campus sites, this form shall be used specifically for Sr. High Physical Education classes only, when off-campus activities are scheduled as part of the curriculum (i.e., bowling, swimming lessons). This form will preclude the need for teacher field trip leaders to complete extensive paperwork for every off-campus trip and will likewise make the parent authorization process less onerous. e)
Jr. & Sr. High Interscholastic Athletics Consent Form (Day Trips within AB)
This form is used only for junior and senior high day trips that involve sporting games, competitions and tournaments played by students on interscholastic athletic teams. For these day or evening trips, the field trip leader is not required to submit the Field Trip Proposal Form or the Field Trip Consent Form, but will submit this authorization form in their place, because it covers the requirements for informing parents and for receiving appropriate parental authorization for these activities. The field trip leader shall communicate to parents the times and dates of all games and practices and any changes that may occur after the schedule is distributed. For overnight trips involving students on athletic teams, however, the Field Trip Proposal Form shall be completed and submitted by the Field Trip Leader, along with the Field Trip Consent Form. (As per guidelines for overnight field trips). XI. POST FIELD TRIP REPORT FORM
The trip leaders are to complete a Post Travel Report Form for all trips that occur outside of Alberta and submit it to Manager, Business Services within one week return from the trip. This information will be utilized to assist the District and schools in planning future travel. XII. DOCUMENT RETENTION All relevant documentation must be retained for the remainder of the year in the year the trip was taken as well as the following two years. Depending on the situation, the documentation may be kept at the school or with Business Services. Principals and trip leaders will be guided by the Manager, Business Services if any documentation must be forwarded to the District. XIII. UNACCEPTABLE, HIGH RISK AND LIMITED ACTIVITIES The minimum standards set out in the Safety Guidelines for Physical Activity in Alberta Schools (latest edition) shall be met or exceeded for all field trips. District regulations and guidelines supersede any standards set out in the Safety Guidelines. This Safety Guidelines document is available through the Learning Resources Centre of Alberta Education. Unacceptable, High Risk and Limited Activities Refer to the lists of unacceptable, high risk and limited activities in the R isk Management Manual, Module 9: Identifying High Risk Activities, as revised from time to time. When planning for student travel, keep in mind the core purpose of the trip. All activities that students will participate in must be included in the travel itinerary that is submitted as part of the trip approval process. XIV.
INTERNATIONAL AND OUTSIDE OF WESTERN CANADA TRIPS See Administrative Procedure 261 for details on trips outside of Western Canada and International trips.
XV.
SUMMER TRIPS Cultural student trips will not be permitted to occur during summer vacation unless approved by the Chief Superintendent as an exception. Any athletic, band or choir trip proposed to be taken outside of the regular school year requires support by the Area Superintendent. Exceptions for summer trips are primarily for senior high band competitions. Principals shall contact their Area Superintendent with their request for a summer trip. If permission to proceed is granted by the District, the trip shall be subject to the regulations, procedures and expectations that apply to all other District sponsored trips.
Any international or national trip taken during the summer shall be counted as one of the three-allowed international or national trips per year. The trip shall be counted as one of the school's trips within the year commencing September 1st and ending August 31st. XVI.
EXCEPTIONAL CIRCUMSTANCES French Immersion program of studies: Grade 9 Jr. High Students enrolled in a French immersion program may be permitted to travel to the Province of Quebec for a French language curricular based trip, subject to District approval. The process outlined in the Procedures Manual for Administrative Procedure 261 - High School Student Travel International and Outside Western Canada is to be followed when submitting a student travel proposal in this circumstance. Please note that a junior high school will only be considered for one trip to the Province of Quebec per school year. Any other exceptional circumstances that may warrant deviation from these regulations shall be subject to the approval of the Chief Superintendent. Principals shall contact their Area Superintendent with a request to be granted an exemption under this clause. Only circumstances recommended by the Area Superintendent, after consultation with Manager, Business Services to evaluate potential risk concerns, will proceed to the Chief Superintendent for consideration.
XVII.
RESPONSIBILITIES OF FIELD TRIP PARTICIPANTS All participants on the trip, including the administrator, trip leader, supervisors and students shall not consume alcohol, illegal drugs or unprescribed prescription drugs, or misuse prescription drugs, at all times during the duration of the trip whether or not students are present. All adults including the administrator, trip leader and supervisors shall conduct themselves in a professional demeanor consistent with the District’s Catholic values and professionalism. Principal's Responsibilities The Principal shall ensure that: ➢
She/he has read Administrative Procedure 260 - Field Trip and Excursions within Western Canada and accompanying Procedures Manual in its entirety;
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The District's field trip approval process, as defined in this manual and in the guidelines established in the District’s Risk Management Manual, is understood and followed by all participants;
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The documentation for all overnight field trips, as required in the manual, is submitted to the District within the required timelines, as outlined in the
manual; ➢
Every field trip has a knowledgeable and prepared field trip leader who is a teacher from the school. At no time shall a teacher employed as a "guest teacher" be permitted to be a field trip leader;
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In case of an accident, she/he must ensure that a written District Accident Report Form and/or Incident Report Form. The form is then submitted to Manager, Business Services;
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She/he must ensure that injuries involving employees or volunteer supervisors are also reported to the Superintendent, Human Resources within 24 hours, regardless of injury severity, as these individuals may be covered by WCB compensation. The report can be sent via fax 403-500-2924, via phone 403-500-2482 or via email to
[email protected].
The following elements, at minimum, are thoroughly reviewed, evaluated and documented when making decisions regarding field trips that are overnight and within Western Canada: ➢
Direct curriculum fit;
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Risk (i.e., in particular, discover if any water hazards are located near or at the site of the trip; what the road and weather conditions will be at the time of the trip, etc.);
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Age/grade appropriateness for the activity, with travel time considerations;
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Required supervision ratios;
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Selection of appropriate supervisors;
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Relevant instructional activities before, during and after the trip;
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Cost, fundraising, budgeting;
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Level of each individual supervisor’s understanding of Administrative Procedure 260 and Procedures Manual and of the responsibilities of the teacher role on the field trip;
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Teacher experience with the proposed field trip and knowledge of the facility or destination;
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Appropriate communication with parents/guardians regarding the trip details has occurred, as defined in this manual;
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A detailed itinerary;
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Transportation arrangements;
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Accommodation arrangements, if applicable;
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Appropriate supervisors are assigned to the trip. The District requires a minimum of 1:12 supervision ratios with all day trips with junior high school field trips, 1:8 supervision ratios with all overnight junior high school field trips and 1:15 supervision ratios with all day high school field trips and1:10 supervision ratios with all high overnight school field trips. A supervisor must be at least 21 years of age at the time of the trip and must be approved by the Principal;
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Criminal record checks are obtained on all volunteer overnight supervisors (refer to the District’s Volunteer Handbook, Appendix II, for the appropriate forms);
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Ensure that all teacher supervisors and adult volunteer supervisors for the trip receive an orientation on all aspects of the planned trip;
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Maintain on file all of the required field trip documentation, as specified in this manual, for the duration of the current school year, and for the following two years. These materials shall be available for review by the superintendent, area schools, or Manager, Business Services upon request.
Field Trip Leader's Responsibilities: The field trip leader shall be a teacher or administrator of the school who has volunteered to plan and coordinate the trip. If, for some reason, the field trip leader cannot attend the field trip, the field trip shall be cancelled, unless a knowledgeable, alternate teacher replacement, who is approved by the Principal, volunteers to conduct the field trip. The field trip leader shall: ➢
Ensure that she/he has read Administrative Procedure 260 - Field Trips and Excursions within Western Canada, and accompanying Procedures Manual in its entirety;
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Have the appropriate training and knowledge for the planned trip. Prior experience of the trip location will enhance the trip leader’s ability to complete a thorough curriculum fit and risk assessment and to ensure maximum learning opportunities are provided to the students;
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If the trip leader does not have first-hand experience of the trip, an individual who is a trained, experienced and qualified guide shall accompany participants;
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Consult with and obtain the written approval of the Principal, the Manager, Business Services and Area Superintendent, to proceed before initiating discussion with parents/guardians or students and before planning the trip (Approval of Step 1);
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In conjunction with the Principal, evaluate all aspects of the trip, including educational opportunities, curriculum fit, risk assessment, cost benefit, venues, environment, activities, accommodation, modes of transportation, supervision, security, emergency communication arrangements, emergency evacuation procedures and determine whether an individual with valid First Aid certification is required to accompany the group;
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Have the appropriate District contact phone and fax numbers available in case of an emergency. Regardless of the seriousness of the injury, the field trip leader must report it as complications could arise at a later date;
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Select, prepare and orientate field trip supervisors. The trip leader, together with the Principal, shall: ●
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Select appropriate adult volunteers (i.e., teachers, staff, parents, etc.) to act as supervisors on the trip. At least one of the supervisors must be teachers from the school. Depending on the complexity of the group, the Principal may require additional teachers to supervise the trip. General requirements outlined in Administrative Procedure 260 shall be followed; The Principal and trip leader shall ensure that specified supervision ratios of 1:8 for junior high students and supervision ratios of 1:10 are met for high school field trips. Supervisors must be 21 years of age or older at the time of the trip; Ensure all supervisors for the trip receive an orientation or briefing on details regarding the planned trip and their specific duties and authority prior to departure; Ensure all trip supervisors have read and are familiar with the District’s Risk Management Manual Module 4: Supervision.
The trip leader is responsible for completing and submitting all the appropriate field trip forms.
Emergency situations ➢
The trip leader shall carry with them for the duration of the trip a Student Travel Trip Kit, in order to be as prepared as possible for emergencies;
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The trip leader shall carry with them for the duration of the trip the Personal Health Information/Medical Treatment Authorization Form for each student on the trip;
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Inform the Principal immediately in cases of serious accident, injury, or incident;
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Have plans and procedures in place to respond to a student accident or incident while on the trip and to ensure that no student(s) are left unsupervised.
Ensure attendance counts are taken ➢
The trip leader shall ensure that a precise attendance count is taken at all
points of arrival and departure on the trip, as well as at appropriate points during the trip; The trip leader must ensure that all student participants are picked up upon arrival from the trip. No student is to be left behind.
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Other Field Trip Supervisors' Responsibilities: Each trip supervisor shall: ➢
Ensure that she/he has read Administrative Procedures 260 - Field Trips and Excursions within Western Canada, and accompanying Procedures Manual in its entirety;
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Report to the trip leader;
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Attend an orientation session or receive an oral or written briefing from the field trip leader and/or the Principal regarding trip details and the supervisor's specific duties and responsibilities during the trip;
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Know the details of the trip and their specific duties and authority prior to departure. All supervisors on trips shall also be familiar with the District’s Risk Management Manual, Module 4: Supervision;
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Support and follow the school code of conduct and report any inappropriate conduct to the trip leader;
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Students shall be supervised at ALL times during the trip. There shall be NO unsupervised time for students on trips. Supervisors are on duty at all times during the trip;
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Additional supervision by teachers and/or other volunteers from the school sponsoring the trip shall be considered by the Principal for activities involving: ● increased risks ● large numbers of students ● participation of students with special needs * ● crowded venues ● other circumstances based on the particular trip
* Note that in addition to providing extra supervision for students with special needs, other factors must be considered and planned for carefully, including: wheelchair accessibility at the location, students’ medication and/or medical needs, appropriate aide support, etc. The extra planning that may be required for students with special needs is not, in and of itself, a valid reason to exclude them from participating in international and outside of Western Canada. ➢
Take whatever precautions are necessary to ensure the safety and appropriate behaviour of students;
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Adhere to the itinerary;
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Dress appropriately according to the type of activity;
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Fulfill her/his supervision duties for the duration of the trip, including evenings and weekends;
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Adhere to the District’s Code of Conduct.
Students' Responsibilities Students participating in a student travel trip shall: ➢
Conduct themselves in a manner consistent with the school's code of conduct, the District's values and in a manner befitting representatives of the District;
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Be prepared for the particular type of trip (i.e., wear appropriate clothing and footwear to be prepared for possible seasonal weather variances) and bring any equipment, food, drink, etc. as instructed by the trip leader;
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Be accountable to, and respectful of, the trip leader and supervisors at all times;
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Participate in a responsible and cooperative manner during the trip and complete all academic activities related to the trip before, during and after the trip in a satisfactory manner.
Parents'/Guardians' Responsibilities: Parents/Guardians are responsible for: ➢
Returning the signed authorization forms to the Principal by the required deadline;
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Advising the Principal of any health concerns or dietary restrictions, as soon as they become aware of the health concern and provide any necessary medication;
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Ascertaining if the level of risk associated with the trip is appropriate for their child;
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Attend any parent/guardian information meetings regarding the trip;
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Their child’s transportation to and from the school or meeting place for trip departure and arrival;
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Reinforcing with their child their responsibilities related to the trip and the importance of appropriate behaviour while on the trip. Parents/guardians will be responsible for all costs involved in sending a student home early because of his/her inappropriate behaviour. This may include the costs of a supervisor to accompany the student as she or he is transported
back to Calgary. Approval Date:
April 22, 2013
Reference:
Section 1, 12, 18, 20, 45, 45.1, 60, 61, 113 School Act Guide to Education ECS to Grade 12 Safety Guidelines for Physical Activity in Alberta Schools Safety Guidelines for Secondary Inter-School Athletics in Alberta Physical Education Safety Guidelines Risk Management Manual School Administrators’ Handbook Volunteer Handbook
