Administrative​ ​Procedure​ ​261

HIGH​ ​SCHOOL​ ​STUDENT​ ​TRAVEL OUTSIDE​ ​WESTERN​ ​CANADA​ ​AND​ ​INTERNATIONAL Background The District is committed to ensure that each of its students is provided with an education program​ ​consistent​ ​with​ ​the​ ​requirements​ ​of​ ​the​ ​Alberta​​ ​School​ ​Act​,​ ​RSA​ ​2000,​ ​c​ ​S-3,​ ​s​ ​45. Student travel is not included in any basic education program required under the ​School Act​, but student travel may, nonetheless, enhance the basic education programs required under the ​School Act​. The District supports student travel only if it has a primary curriculum focus that​ ​is​ ​directly​ ​connected​ ​to​ ​the​​ ​Alberta​ ​Education​ ​Programs​ ​of​ ​Studies​. The District views each trip as an exceptional and unique privilege for each student, District employee,​ ​and​ ​volunteer​ ​who​ ​attends​ ​the​ ​trip. Each trip, whether it is to another country or simply to a Canadian province or territory outside British Columbia, Alberta, Saskatchewan, and Manitoba, carries certain unique risks and administrative challenges. The District will support a trip outside Western Canada or to an international location only if it is planned and approved in accordance with this Administrative​ ​Procedure. Definitions For​ ​the​ ​purposes​ ​of​ ​this​ ​Administrative​ ​Procedure: “Business​ ​Services”​ ​means​ ​the​ ​Manager,​ ​Business​ ​Services; “chaperone” means a District employee or volunteer who attends a trip to assist the Trip Leader​ ​to​ ​supervise​ ​students​ ​during​ ​the​ ​trip; “District”​ ​means​ ​the​ ​Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1; “Instructional​ ​Services”​ ​means​ ​the​ ​Director,​ ​Instructional​ ​Services–Secondary; “International”​ ​means​ ​any​ ​country​ ​outside​ ​Canada​ ​and​ ​includes​ ​the​ ​USA; “Outside Western Canada” means all of Ontario, Quebec, New Brunswick, Nova Scotia, Prince​ ​Edward​ ​Island,​ ​Newfoundland,​ ​the​ ​Yukon,​ ​the​ ​Northwest​ ​Territories,​ ​and​ ​Nunavut; “parent”​ ​includes​ ​guardian;

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“Principal” means the school principal who is primarily responsible for supervising the Trip Leader during the planning of a trip and also means the acting school principal during a trip if​ ​the​ ​school​ ​principal​ ​attends​ ​the​ ​trip; “trip”​ ​means​ ​a​ ​trip​ ​Outside​ ​Western​ ​Canada​ ​or​ ​to​ ​any​ ​International​ ​location; “Trip Administrator” means the principal, vice principal, or assistant principal who attends the trip​ ​and​ ​is​ ​primarily​ ​responsible​ ​for​ ​supervising​ ​students​ ​and​ ​the​ ​Trip​ ​Leader​ ​during​ ​the​ ​trip; “Trip Leader” means the teacher who is primarily responsible for planning the trip and supervising​ ​students​ ​and​ ​chaperones​ ​during​ ​the​ ​trip; “volunteer” means any non-District employee and can include an individual whose name appears​ ​on​ ​the​ ​District’s​ ​guest​ ​teacher​ ​roster;​ ​and “writing”​ ​includes​ ​electronic​ ​mail. Procedures 1.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Approval​ ​requirements​ ​for​ ​all​ ​trips 1.1.

​This

Administrative Procedure applies to each trip to a location Outside Western​ ​Canada​ ​or​ ​to​ ​an​ ​International​ ​location. trip must be approved by an Area Superintendent or Area ​Director, Business Services, and Instructional Services, all in accordance with this Administrative​ ​Procedure.

1.2.

​Each

1.3.

​Only

1.4.

the Chief Superintendent may approve a trip that does not comply with a requirement​ ​in​ ​this​ ​Administrative​ ​Procedure.

​The

Chief Superintendent may approve a trip that does not comply with a requirement in this Administrative Procedure only in exceptional cases and only​ ​if​ ​such​ ​approval​ ​is​ ​reasonable​ ​in​ ​all​ ​the​ ​circumstances.

2.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Educational​ ​and​ ​curriculum​ ​requirements​ ​for​ ​all​ ​trips 2.1.

​Each

trip must have a primary curriculum focus that is directly connected to the​ ​Alberta​ ​Education​ ​Programs​ ​of​ ​Studies.

2.2.​​ ​ ​ ​ ​ ​ ​ ​ ​No​ ​trip​ ​may​ ​have​ ​travel​ ​or​ ​tourism​ ​as​ ​the​ ​primary​ ​focus​ ​of​ ​the​ ​trip. 2.3.

​Each

trip must be based primarily on specific educational goals that have sufficient educational value to justify the loss of instructional time during the trip, the administrative time and effort required to plan the trip, and the financial​ ​costs​ ​of​ ​the​ ​trip.

2.4.

​No

trip may be based primarily on educational goals that can be achieved in a regular​ ​school​ ​setting.

3.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Timing​ ​and​ ​frequency​ ​requirements​ ​for​ ​all​ ​trips 3.1.​​ ​ ​ ​ ​ ​ ​ ​ ​Only​ ​Senior​ ​High​ ​School​ ​students​ ​in​ ​Grades​ ​10,​ ​11,​ ​or​ ​12​ ​may​ ​attend​ ​a​ ​trip.

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3.2.

​Junior

High School French Immersion students in Grade 9 may attend a French-language​ ​trip​ ​to​ ​the​ ​province​ ​of​ ​Quebec.

3.3.​​ ​ ​ ​ ​ ​ ​ ​ ​No​ ​student​ ​may​ ​attend​ ​more​ ​than​ ​two​ ​trips​ ​per​ ​school​ ​year. 3.4.​​ ​ ​ ​ ​ ​ ​ ​ ​No​ ​school​ ​may​ ​plan​ ​more​ ​than​ ​two​ ​trips​ ​per​ ​school​ ​year. 3.5.

​No

Junior High School may plan more than one French-language trip to the province of Quebec for French Immersion students in Grade 9 per school year.

3.6.

​A

school may plan a trip that will occur during the summer months when the school is closed, but for the purpose of calculating the maximum permitted frequency of trips, such a trip counts as one trip for students and one trip for the school during the school year that starts immediately after those summer months.

3.7.​​ ​ ​ ​ ​ ​ ​ ​ ​Each​ ​trip​ ​must​ ​make​ ​maximum​ ​use​ ​of​ ​weekends​ ​and​ ​regular​ ​school​ ​holidays. 3.8.

​No

student may miss more than a total of four regular full school days because of​ ​a​ ​trip.

3.9.

​Each

student who misses more than one regular full school day because of a trip must, with the support and guidance of his or her teachers and in accordance with ​Administrative Procedure 364 (Homework), plan to make up all​ ​the​ ​regular​ ​school​ ​work​ ​the​ ​student​ ​will​ ​miss​ ​because​ ​of​ ​the​ ​trip.

3.10.

No District employee may miss any required teacher professional development​ ​day​ ​or​ ​parent-teacher​ ​interview​ ​because​ ​of​ ​a​ ​trip.

3.11.

No​ ​District​ ​school​ ​may​ ​plan​ ​a​ ​trip​ ​together​ ​with​ ​a​ ​non-District​ ​school.

3.12.

Two or more District schools may plan a trip together only if the students from each school are supervised on the trip by chaperones from the students’ respective​ ​school​ ​communities.

4.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​leadership​ ​and​ ​student​ ​supervision​ ​requirements​ ​for​ ​all​ ​trips 4.1.

Only a Trip Leader, a Trip Administrator, chaperones, and students may attend​ ​a​ ​trip.

4.2.​​ ​ ​ ​ ​ ​ ​ ​ ​One​ ​teacher​ ​must​ ​act​ ​as​ ​the​ ​Trip​ ​Leader​ ​for​ ​the​ ​entire​ ​duration​ ​of​ ​a​ ​trip. 4.3.

The Trip Leader must have significant first-hand knowledge of all the trip locations from recent previous personal experience, and if he or she does not, then he or she must plan for an appropriate experienced and qualified individual​ ​to​ ​act​ ​as​ ​a​ ​guide​ ​during​ ​the​ ​trip.

4.4.

One principal, vice principal, or assistant principal must act as the Trip Administrator​ ​for​ ​the​ ​entire​ ​duration​ ​of​ ​a​ ​trip.

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4.5.

The Trip Administrator must not act as the Trip Leader at any time during a trip unless the Trip Leader cannot continue to act as the Trip Leader during the​ ​trip​ ​because​ ​of​ ​illness,​ ​injury,​ ​or​ ​an​ ​emergent​ ​event​ ​or​ ​circumstance.

4.6.

Both the Trip Leader and the Trip Administrator must, depending on the circumstances, attend either an initial or refresher Student Travel Risk Management Training Session offered by Business Services sometime during​ ​the​ ​two​ ​calendar​ ​years​ ​immediately​ ​before​ ​the​ ​first​ ​day​ ​of​ ​a​ ​trip.

4.7.

No individual whose name appears on the District’s guest teacher roster may act​ ​as​ ​the​ ​Trip​ ​Leader​ ​or​ ​the​ ​Trip​ ​Administrator​ ​during​ ​a​ ​trip.

4.8.

An individual whose name appears on the District’s guest teacher roster may volunteer​ ​as​ ​a​ ​chaperone​ ​during​ ​a​ ​trip.

4.9.

For the purposes of the collective agreement that governs the employment of guest teachers, no District employee may authorize a volunteer chaperone whose name appears on the District’s guest teacher roster to stop volunteering as a chaperone during a trip and instead to start serving as a guest teacher during the trip, irrespective of the particular circumstances of the​ ​trip.

4.10.

No volunteer who is younger than 25 years of age as at the first day of a trip may​ ​act​ ​as​ ​a​ ​chaperone​ ​on​ ​a​ ​trip.

4.11.

No individual who is the spouse or an immediate family member of the Trip Leader, the Trip Administrator, or a chaperone may attend the trip or act as the​ ​Trip​ ​Leader,​ ​the​ ​Trip​ ​Administrator,​ ​or​ ​a​ ​chaperone​ ​during​ ​the​ ​trip.

4.12.

If a volunteer who will act as a chaperone on a trip has not already provided a clear Calgary Police Information Check, including the Vulnerable Sector Check, to the school at some time during the three calendar years immediately before the first day of the trip, then the volunteer must provide those clear checks to the school no later than two months before the start of the​ ​trip.

4.13.

Each trip must have a minimum supervisor to student ratio of: 1:10 for students​ ​in​ ​Grades​ ​10,​ ​11,​ ​and​ ​12.

4.14.

Each trip must have a minimum supervisor to student ratio of 1:8 for French Immersion​ ​students​ ​in​ ​Grade​ ​9.

4.15.

Only the Trip Leader, the Trip Administrator, and the chaperones qualify as supervisors when calculating the required minimum supervisor to student ratio​ ​for​ ​a​ ​trip.

4.16.

The Principal must decide whether the minimum supervisor to student ratio must be increased because of a trip’s unique circumstances (​e.g.​, a trip that includes locations with large crowds) or because of a student’s unique needs (​e.g.​,​ ​a​ ​physical​ ​or​ ​mental​ ​disability).

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4.17.

The Principal or the Trip Leader may exclude any student from attending a trip​ ​if​ ​the​ ​exclusion​ ​is​ ​reasonable​ ​and​ ​justifiable​ ​in​ ​the​ ​circumstances.

4.18.

Neither the Principal nor the Trip Leader may exclude a student from attending the trip if the only reason for the exclusion is because the student requires an increased supervisor to student ratio for the trip arising out of a protected​ ​ground​ ​under​ ​the​​ ​Alberta​ ​Human​ ​Rights​ ​Act​,​ ​RSA​ ​2000,​ ​c​ ​A-25.5​.

4.19.

Each trip attended by both male and female students must have a minimum of​ ​one​ ​male​ ​and​ ​one​ ​female​ ​supervisor.

4.20.

Each trip attended by only male students must have a minimum of one male supervisor, and each trip attended by only female students must have a minimum​ ​of​ ​one​ ​female​ ​supervisor.

4.21.

No District employee or volunteer may lodge in the same room as a student during​ ​a​ ​trip.

4.22.

Each trip must include one additional reserved room in each accommodation for each night during the trip that is set aside only to be used by students, District employees, or volunteers in the event of illness, injury, or an emergent​ ​event​ ​or​ ​circumstance.

4.23.

No​ ​trip​ ​may​ ​include​ ​any​ ​unsupervised​ ​or​ ​“free”​ ​time​ ​for​ ​any​ ​student.

4.24.

No​ ​trip​ ​may​ ​include​ ​any​ ​“free”​ ​time​ ​for​ ​any​ ​District​ ​employee​ ​or​ ​volunteer.

5.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Activity​ ​and​ ​conduct​ ​requirements​ ​for​ ​all​ ​trips 5.1.

​No

5.2.

​No

5.3.

​A

5.4.

​No

5.5.

trip may include any travel whatsoever to or through any location for which the Government of Canada has issued a travel advisory with a risk level higher​ ​than​ ​“Exercise​ ​normal​ ​security​ ​precautions.” trip may include any Excluded Activity as described and listed in Section 9 (Identifying​ ​High​ ​Risk​ ​Activities)​ ​in​ ​the​​ ​District​ ​Risk​ ​Management​ ​Manual​. trip may include a Limited Activity as described and listed in Section 9 (Identifying High Risk Activities) in the District Risk Management Manual only if the trip complies with the requirements for the Limited Activity as described in​ ​the​ ​District​ ​Risk​ ​Management​ ​Manual. trip may include any activity that does not comply with the most recent versions of the ​Safety Guidelines for Physical Activity in Alberta Schools and the ​Safety Guidelines for Secondary Interschool Athletics in Alberta produced by​ ​the​ ​Alberta​ ​Centre​ ​for​ ​Injury​ ​Control​ ​&​ ​Research.

​No

student who was suspended or expelled at any time during the 12 months before the first day of a trip may attend a trip unless the Principal decides that it​ ​is​ ​reasonable​ ​in​ ​the​ ​circumstances​ ​for​ ​the​ ​student​ ​to​ ​attend​ ​the​ ​trip.

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5.6.

​No

5.7.

​All

5.8.

District employee who was disciplined at any time during the 18 months before the first day of a trip may attend a trip unless the Principal decides that it is reasonable in the circumstances for the District employee to attend the trip. trips must include a plan to attend Sunday Mass and Mass on all other Holy Days​ ​of​ ​Obligation. At all times during a trip, each student, parent, District employee, and volunteer must continue to follow the codes of conduct, manuals, handbooks, and Administrative Procedures that normally apply to students, parents, District employees, and volunteers, all as modified as required to apply​ ​to​ ​the​ ​trip,​ ​including​ ​in​ ​particular: 5.8.1.

the​ ​student​ ​code​ ​of​ ​conduct​ ​under​ ​section​ ​12​ ​of​ ​the​​ ​School​ ​Act​;

5.8.2.

the​ ​parent​ ​responsibilities​ ​under​ ​section​ ​16.2​ ​of​ ​the​​ ​School​ ​Act​;

5.8.3.

the​ ​District​​ ​Risk​ ​Management​ ​Manual​;

5.8.4.

this Administrative Procedure 261 (High School Student Travel Outside​ ​Western​ ​Canada​ ​and​ ​International);

5.8.5.

Administrative Procedure 350 (Student Conduct Welcoming,​ ​Caring,​ ​Respectful​ ​and​ ​Safe​ ​Environment);

5.8.6.

Administrative​ ​Procedure​ ​350​ ​Appendix​​ ​(Student​ ​Code​ ​of​ ​Conduct);

5.8.7.

Administrative Procedure School-Based​ ​Employees);

5.8.8.

Administrative​ ​Procedure​ ​408​​ ​(Employee​ ​Conduct​ ​with​ ​Students);

5.8.9.

Administrative Procedure 409 (Employee Impairment, Substance Use,​ ​and​ ​Gambling);​ ​Note:​ ​will​ ​be​ ​posted​ ​September​ ​2017

407

(Professional

Within

Appearance

a

of

5.8.10. ​ ​Administrative​ ​Procedure​ ​490​​ ​(Volunteers​ ​in​ ​Schools); 5.8.11. Administrative Procedure 562 (Staff/Volunteer Driver Qualification and​ ​Vehicles​ ​Authorized​ ​for​ ​Transporting​ ​Students​ ​Off-Site);​ ​and 5.8.12. the​ ​District​​ ​Volunteer​ ​Handbook​. 6.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Financial​ ​requirements​ ​for​ ​all​ ​trips 6.1.​​ ​ ​ ​ ​ ​ ​ ​ ​The​ ​total​ ​cost​ ​of​ ​a​ ​trip​ ​must​ ​include: 6.1.1.

the basic transportation, accommodation, and meal costs associated with all the students, District employees, and volunteers who​ ​will​ ​attend​ ​the​ ​trip;

6.1.2.

the costs associated in any way with any guide who will attend the trip;

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6.1.3.

the costs to the District for any guest teacher who will serve as a guest​ ​teacher​ ​in​ ​the​ ​school​ ​during​ ​the​ ​trip​ ​because​ ​of​ ​the​ ​trip;

6.1.4.

the costs of one additional reserved room in each accommodation for each night during the trip that is set aside only to be used by students, District employees, or volunteers in the event of illness, injury,​ ​or​ ​an​ ​emergent​ ​event​ ​or​ ​circumstance;​ ​and

6.1.5.

the costs of mandatory travel insurance coverage purchased under the District’s Blanket ​Student Travel Insurance Policy for all the students,​ ​District​ ​employees,​ ​and​ ​volunteers​ ​who​ ​will​ ​attend​ ​the​ ​trip.

6.2.

A student’s parent must accept full responsibility for the payment of the proportion of the total cost of a trip that the District allocates to each student, which must be the total cost of the trip divided by the total number of students​ ​who​ ​will​ ​attend​ ​the​ ​trip.

6.3.

​A

student’s parent must accept full responsibility for the risk of the possible loss of all payments already made for a trip, including all non-refundable deposits, in the event that at any time, the District, based on any reasonable ground, decides that the student may not attend the trip, cancels the trip, changes the student’s travel route during the trip, or requires the student to return​ ​home​ ​early​ ​from​ ​the​ ​trip.

6.4.

A student’s parent must accept full responsibility for the payment of all additional​ ​costs​ ​that​ ​may​ ​arise​ ​at​ ​any​ ​time​ ​because:

6.5.

6.6.

6.4.1.

the District, based on any reasonable ground, changes the student’s travel route during a trip or requires the student to return home early from​ ​a​ ​trip;​ ​or

6.4.2.

any official inside any country or at any border crossing, for any reason, whether reasonable or not, or for no reason, does not allow the student to continue to travel according to the original planned travel route for a trip, and as a result, the District, in compliance with the official’s directions and based on any other reasonable ground, changes the student’s travel route or requires the student to return home​ ​early.

A student’s parent must accept full responsibility for the payment of all additional District employee or volunteer travel costs that may arise at any time because the District, based on any reasonable ground, requires a District employee or volunteer to accompany the student on a different travel route​ ​during​ ​a​ ​trip​ ​or​ ​an​ ​early​ ​return​ ​home​ ​from​ ​a​ ​trip. ​Each

District employee and volunteer must accept full responsibility for the payment​ ​of​ ​all​ ​additional​ ​costs​ ​that​ ​may​ ​arise​ ​at​ ​any​ ​time​ ​because: 6.6.1.

the District, based on any reasonable ground other than 6.5, changes the District employee’s or volunteer’s travel route during a

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trip or requires the District employee or volunteer to return home early​ ​from​ ​a​ ​trip; 6.6.2.

any official inside any country or at any border crossing, for any reason, whether reasonable or not, or for no reason, does not allow the District employee or volunteer to continue to travel according to the original planned travel route for a trip, and as a result, the District, in compliance with the official’s directions and based on any other reasonable ground, changes the District employee’s or volunteer’s travel route or requires the District employee or volunteer​ ​to​ ​return​ ​home​ ​early;​ ​or

6.6.3.

the District employee or volunteer decides, for any reason, to change his or her travel route during a trip or return home early from a​ ​trip.

6.7.

The Principal must make every reasonable effort to avoid calling upon guest teachers to serve as guest teachers in the school during a trip because of the​ ​trip.

6.8.

​If a school opts to engage the services of a travel and tour operator for the trip, then the school may engage only the services of a travel and tour operator that the District has approved through a request for proposal (RFP) process​ ​and​ ​continues​ ​to​ ​approve.

6.9.

​No

school may pay any costs associated with a trip or possible trip with funds from​ ​the​ ​school’s​ ​regular​ ​operating​ ​budget.

6.10.

A school may raise funds for a trip through fundraising activities in accordance with ​Administrative Procedure 520 (School Community Fundraising​ ​Activities).

6.11.

All students, parents, District employees, and volunteers must make all payments associated with a trip or possible trip, including all fundraising transactions,​ ​directly​ ​to​ ​the​ ​school​ ​and​ ​payable​ ​to​ ​the​ ​school.

6.12.

No student, parent, District employee, or volunteer may make any payment associated with a trip or possible trip directly to a tour operator, travel agent, or​ ​a​ ​transportation​ ​or​ ​accommodation​ ​provider.

6.13.

No student, parent, District employee, or volunteer may receive any present or future personal financial benefit because of a trip (​e.g.​, a personal credit for​ ​discounted​ ​or​ ​free​ ​travel​ ​in​ ​the​ ​future).

6.14.

The Principal must approve all payments associated with a trip or possible trip, including all payments made to, by, or on behalf of the school or the District, and depending on the circumstances, either the Junior High School Administrative Secretary or the High School Business Manager must

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process all payments associated with the trip or possible trip in accordance with​​ ​Administrative​ ​Procedure​ ​514​​ ​(Signing​ ​Authority​ ​and​ ​Controls). 7.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Summary​ ​of​ ​Trip​ ​Approval​ ​Steps 7.1. 7.2.

Trip Approval Step 1, which includes starting to complete the ​Principal Checklist​,​ ​must​ ​be​ ​completed​ ​no​ ​later​ ​than​ ​10​ ​months​ ​before​ ​a​ ​trip. Approval Step 2, which includes the ​Application to Plan a Trip​, must be completed​ ​no​ ​later​ ​than​ ​8​ ​months​ ​before​ ​a​ ​trip.

​Trip

7.3.

​Trip Approval Step 3, which includes the ​Preliminary Trip Plan and Risk and Curriculum Fit Assessment​, must be completed no later than 6 months​ ​before​ ​a​ ​trip.

7.4.

Trip Approval Step 4, which includes the ​Final Trip Plan and Risk and Curriculum Fit Assessment​, must be completed no later than 2 months before​ ​a​ ​trip.

7.5.

Trip Approval Step 5, which includes the ​Post-Trip Assessment​, must be completed​ ​no​ ​later​ ​than​ ​2​ ​weeks​ ​after​ ​the​ ​trip.

8.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​Approval​ ​Step​ ​1​ ​(must​ ​be​ ​completed​ ​no​ ​later​ ​than​ ​10​ ​months​ ​before​ ​a​ ​trip) 8.1.​​ ​ ​ ​ ​ ​ ​ ​ ​The​ ​Trip​ ​Leader​ ​must​ ​discuss​ ​the​ ​possible​ ​trip​ ​with​ ​the​ ​Principal. 8.2.

8.3.

8.4.

The Trip Leader must not discuss a possible trip with students, parents, or chaperones who may attend the trip until after the Trip Leader receives permission​ ​from​ ​the​ ​Principal​ ​to​ ​proceed​ ​to​ ​Step​ ​3. ​The

Principal must start to complete and keep a copy of the Principal Checklist that is based on discussions with the Trip Leader about the possible​ ​trip. ​After

an initial completion of the Principal Checklist, the Principal must decide whether to permit the Trip Leader to proceed to Step 2, and he or she must communicate​ ​that​ ​decision​ ​to​ ​the​ ​Trip​ ​Leader​ ​in​ ​writing.

8.5.

The Trip Leader must not proceed to Step 2 without the Principal’s permission.

8.6.

The Trip Leader must receive the Principal’s permission to proceed to Step 2 no​ ​later​ ​than​ ​10​ ​months​ ​before​ ​the​ ​possible​ ​trip.

8.7.

The Trip Leader must account for a reasonable amount of time for the Principal​ ​to​ ​decide​ ​whether​ ​to​ ​permit​ ​the​ ​Trip​ ​Leader​ ​to​ ​proceed​ ​to​ ​Step​ ​2.

8.8.

The Principal must continue to complete and keep a copy of the Principal Checklist​ ​during​ ​the​ ​remaining​ ​trip​ ​approval​ ​steps.

9.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​Approval​ ​Step​ ​2​ ​(must​ ​be​ ​completed​ ​no​ ​later​ ​than​ ​8​ ​months​ ​before​ ​a​ ​trip)

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9.1.

After the Principal permits the Trip Leader to proceed to Step 2, the Trip Leader must complete the Application to Plan a Trip and submit it to the Principal, who must decide whether to submit it to the Area Superintendent or Area​ ​Director,​ ​Business​ ​Services,​ ​and​ ​Instructional​ ​Services​ ​for​ ​approval.

9.2.

Both the Trip Leader and the Principal must sign the Application to Plan a Trip to acknowledge that they discussed the possible trip, the Principal completed the Principal Checklist, and the Principal supports the possible trip.

9.3.

​After

the Area Superintendent or Area Director receives the Application to Plan a Trip, he or she must consult with Business Services and Instructional Services, decide whether to approve the Application to Plan a Trip, and communicate​ ​his​ ​or​ ​her​ ​decision​ ​to​ ​the​ ​Principal​ ​in​ ​writing.

9.4.

If the Area Superintendent or Area Director approves the Application to Plan a Trip, then the Principal must decide whether to permit the Trip Leader to proceed to Step 3, and he or she must communicate that decision to the Trip Leader​ ​in​ ​writing.

9.5.

​The Trip Leader must not proceed to Step 3 without the Principal’s permission.

9.6.

​The Trip Leader must receive the Principal’s permission to proceed to Step 3 no​ ​later​ ​than​ ​8​ ​months​ ​before​ ​the​ ​possible​ ​trip.

9.7.

The Trip Leader must account for a reasonable amount of time for the Area Superintendent or Area Director to approve the Application to Plan a Trip and for the Principal to decide whether to permit the Trip Leader to proceed to Step​ ​3.

10.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​Approval​ ​Step​ ​3​ ​(must​ ​be​ ​completed​ ​no​ ​later​ ​than​ ​6​ ​months​ ​before​ ​a​ ​trip) 10.1.

After the Principal permits the Trip Leader to proceed to Step 3, the Trip Leader must discuss the possible trip with students to assess the level of student interest before the Trip Leader may discuss the possible trip with parents​ ​or​ ​possible​ ​chaperones.

10.2.

If the Trip Leader decides that sufficient student interest exists to justify the possible trip, then, if applicable, the Trip Leader and the Principal must finalize all the arrangements with the travel and tour operator that will provide travel​ ​services​ ​to​ ​the​ ​school​ ​for​ ​the​ ​possible​ ​trip.

10.3.

After Business Services and the Principal finalize all the arrangements, if any, with the travel and tour operator, the Trip Leader must organize and host an initial parent and student meeting that is based on the District’s standard Parent and Student Trip Presentation and explains the following topics about​ ​possible​ ​trips​ ​in​ ​detail: 10.3.1.

educational​ ​purpose​ ​and​ ​curriculum​ ​fit;

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10.3.2.

itinerary and location details (​e.g.​, social, health, and political factors);

10.3.3.

travel​ ​and​ ​tour​ ​operator​ ​information,​ ​if​ ​any;

10.3.4.

costs​ ​and​ ​fundraising​ ​options,​ ​including​ ​all​ ​the​ ​‘fine​ ​print’;

10.3.5.

passport​ ​and​ ​visa​ ​requirements;

10.3.6.

student conduct requirements and consequences, including during trip​ ​planning​ ​and​ ​the​ ​trip​ ​itself;

10.3.7.

risk​ ​management​ ​and​ ​emergency​ ​plans;

10.3.8.

parent requirements during trip planning and all financial risks parents​ ​must​ ​accept​ ​during​ ​trip​ ​planning​ ​and​ ​the​ ​trip​ ​itself;

10.3.9.

insurance coverage and requirements, including a detailed explanation about the District’s Blanket ​Student Travel Insurance Policy​;​ ​and

10.3.10. all required parent and student forms if the trip is approved, including​ ​the: 10.3.10.1. Student​ ​Conduct​ ​Agreement​; 10.3.10.2. Consent for Participation Acknowledgement​ ​Form​;

and

Risk

10.3.10.3. ​ ​Out​ ​of​ ​Country​ ​Permission​ ​to​ ​Travel​ ​Form​; 10.3.10.4. Personal Health Information / Medical Treatment Authorization​ ​Form​;​ ​and 10.3.10.5.​​ ​ ​ ​all​ ​applicable​ ​travel​ ​and​ ​tour​ ​operator​ ​forms. 10.4.

Before a student may apply to attend a possible trip by submitting the Student Trip Application Form to the Trip Leader, the student and his or her parent must attend the initial parent and student meeting or a parent and student meeting that the Trip Leader hosts for parents and students who missed​ ​the​ ​initial​ ​parent​ ​and​ ​student​ ​meeting.

10.5.

After​ ​the​ ​Trip​ ​Leader​ ​hosts​ ​the​ ​initial​ ​parent​ ​and​ ​student​ ​meeting: 10.5.1.

the Principal and the Trip Leader must select the students who may attend the possible trip based on each student’s Student Trip Application​ ​Form;

10.5.2.

each student who the Principal and the Trip Leader selects to attend the possible trip must, together with his or her parent, complete the forms​ ​listed​ ​under​ ​10.3.10.​ ​and​ ​submit​ ​them​ ​to​ ​the​ ​Trip​ ​Leader;

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10.5.3.

the students who the Principal and the Trip Leader selected to attend the possible trip and those students’ parents may start to make​ ​payments​ ​associated​ ​with​ ​the​ ​possible​ ​trip;

10.5.4.

the Principal and the Trip Leader must use the ​Chaperone Selection Criteria Rubric to assess and select the individuals who may act as chaperones on the possible trip based on each possible chaperone’s​​ ​Chaperone​ ​Application​ ​Form​;​ ​and

10.5.5.

the Trip Leader must complete the Preliminary Trip Plan and Risk and Curriculum Fit Assessment and submit it to the Principal, who must decide whether to submit it to the Area Superintendent or Area Director,​ ​Business​ ​Services,​ ​and​ ​Instructional​ ​Services​ ​for​ ​approval.

10.6.

Both the Trip Leader and the Principal must sign the Preliminary Trip Plan and Risk and Curriculum Fit Assessment to acknowledge that they discussed it​ ​and​ ​the​ ​Principal​ ​continues​ ​to​ ​support​ ​the​ ​possible​ ​trip.

10.7.

After the Area Superintendent or Area Director receives the Preliminary Trip Plan and Risk and Curriculum Fit Assessment, he or she must consult with Business Services and Instructional Services, decide whether to approve the Preliminary Trip Plan and Risk and Curriculum Fit Assessment, and communicate​ ​his​ ​or​ ​her​ ​decision​ ​to​ ​the​ ​Principal​ ​in​ ​writing.

10.8.

If the Area Superintendent or Area Director approves the Preliminary Trip Plan and Risk and Curriculum Fit Assessment, then the Principal must decide whether to permit the Trip Leader to proceed to Step 4, and he or she must communicate​ ​that​ ​decision​ ​to​ ​the​ ​Trip​ ​Leader​ ​in​ ​writing.

10.9.

The Trip Leader must not proceed to Step 4 without the Principal’s permission.

10.10. The Trip Leader must receive the Principal’s permission to proceed to Step 4 no​ ​later​ ​than​ ​6​ ​months​ ​before​ ​the​ ​possible​ ​trip. 10.11. The Trip Leader must account for a reasonable amount of time for the Area Superintendent or Area Director to approve the Preliminary Trip Plan and Risk and Curriculum Fit Assessment and for the Principal to decide whether to​ ​permit​ ​the​ ​Trip​ ​Leader​ ​to​ ​proceed​ ​to​ ​Step​ ​4. 11.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​Approval​ ​Step​ ​4​ ​(must​ ​be​ ​completed​ ​no​ ​later​ ​than​ ​2​ ​months​ ​before​ ​a​ ​trip) 11.1.

After the Principal permits the Trip Leader to proceed to Step 4, the Trip Leader​ ​must​ ​organize​ ​and​ ​host: 11.1.1.

a chaperone meeting that is based on the District’s standard Chaperone Trip Presentation about trips, immediately after which, each chaperone must sign the ​Chaperone Acknowledgement​ ​and​ ​Agreement​;​ ​and

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11.1.2.

as many additional parent and student meetings as are required to ensure that all the students and parents understand all the important​ ​information​ ​about​ ​the​ ​possible​ ​trip.

11.2.

After the Trip Leader hosts the chaperone meeting and all required additional parent and student meetings, the Trip Leader must complete the ​Final Trip Plan and Risk and Curriculum Fit Assessment and submit it to the Principal, who must decide whether to submit it to the Area Superintendent or Area​ ​Director,​ ​Business​ ​Services,​ ​and​ ​Instructional​ ​Services​ ​for​ ​approval.

11.3.

Both the Trip Leader and the Principal must sign the Final Trip Plan and Risk and Curriculum Fit Assessment to acknowledge that they discussed it and the Principal​ ​continues​ ​to​ ​support​ ​the​ ​possible​ ​trip.

11.4.

After the Area Superintendent or Area Director receives the Final Trip Plan and Risk and Curriculum Fit Assessment, he or she must consult with Business Services and Instructional Services, decide whether to approve the Final Trip Plan and Risk and Curriculum Fit Assessment, and communicate his​ ​or​ ​her​ ​decision​ ​to​ ​the​ ​Principal​ ​in​ ​writing.

11.5.

If the Area Superintendent or Area Director approves the Final Trip Plan and Risk and Curriculum Fit Assessment, then the Principal must decide whether to permit the Trip Leader to lead the finalized trip, and the Principal must communicate​ ​that​ ​decision​ ​to​ ​the​ ​Trip​ ​Leader​ ​in​ ​writing.

11.6.

The Trip Leader must not proceed to lead a finalized trip without the Principal’s​ ​permission​ ​to​ ​do​ ​so.

11.7.

After the Trip Leader receives the Principal’s permission to lead the finalized trip, the Trip Leader must notify the students, parents, and chaperones that the​ ​trip​ ​has​ ​been​ ​approved​ ​and​ ​finalized.

11.8.

The Trip Leader must receive the Principal’s permission to lead the finalized trip​ ​no​ ​later​ ​than​ ​2​ ​months​ ​before​ ​the​ ​trip.

11.9.

The Trip Leader is primarily responsible to account for a reasonable amount of time for the Area Superintendent or Area Director, Business Services, and Instructional Services to approve the Final Trip Plan and Risk and Curriculum Fit Assessment and for the Principal to decide whether to permit the Trip Leader​ ​to​ ​lead​ ​the​ ​trip.

11.10. The Trip Leader and the Principal must contact the Area Superintendent or Area Director, Business Services, and Instructional Services immediately if any information in the Final Trip Plan and Risk and Curriculum Fit Assessment​ ​changes​ ​at​ ​any​ ​time​ ​before​ ​or​ ​during​ ​the​ ​trip. 12.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​Leader​ ​responsibilities​ ​during​ ​trip 12.1.

At​ ​all​ ​times​ ​during​ ​a​ ​trip,​ ​the​ ​Trip​ ​Leader​ ​must:

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12.2.

12.3.

12.4.

12.1.1.

conduct him or herself in a professional manner and respect and model​ ​the​ ​District’s​ ​Catholic​ ​values;

12.1.2.

comply with all the documents under 5.8 that apply to District employees;

12.1.3.

give regular and frequent directions to the chaperones and the students;

12.1.4.

supervise the chaperones and ensure that they supervise all the students​ ​at​ ​all​ ​times;

12.1.5.

supervise​ ​the​ ​students​ ​as​ ​may​ ​be​ ​required​ ​from​ ​time​ ​to​ ​time;​ ​and

12.1.6.

follow the approved Final Trip Plan and Risk and Curriculum Fit Assessment.

At all times during a trip, the Trip Leader must keep a District Trip Kit on his or​ ​her​ ​person,​ ​which​ ​must​ ​include: 12.2.1.

copies​ ​of​ ​all​ ​the​ ​documents​ ​under​ ​5.8:

12.2.2.

a first aid kit that is appropriate for the risk level of the activities on the​ ​trip;

12.2.3.

Student, Employee, and Contractor/Volunteer/Parent/Visitor Accident/Illness/Injury​ ​Report​ ​and​ ​Incident​ ​Report​ ​Forms;

12.2.4.

a reliable means of communication that is appropriate for the location and that accounts for the possibility of limited or no mobile telephone​ ​service;

12.2.5.

contact​ ​information​ ​for​ ​all​ ​local​ ​emergency​ ​response​ ​authorities;

12.2.6.

parent and emergency contact information for all students on the trip;​ ​and

12.2.7.

emergency contact information (office, home, and mobile telephone) for the Principal, the Area Superintendent or Area Director,​ ​Business​ ​Services,​ ​and​ ​Instructional​ ​Services.

If at any time during a trip, a student, a chaperone, or the Trip Administrator suffers​ ​a​ ​minor​ ​injury​ ​or​ ​illness,​ ​then​ ​the​ ​Trip​ ​Leader​ ​must: 12.3.1.

immediately​ ​coordinate​ ​the​ ​response​ ​to​ ​the​ ​injury​ ​or​ ​illness;​ ​and

12.3.2.

submit all original applicable report forms to Business Services no later​ ​than​ ​24​ ​hours​ ​after​ ​the​ ​trip.

If at any time during a trip, a student, a chaperone, or the Trip Administrator suffers a major injury or illness or an injury or illness that is neither clearly major​ ​nor​ ​minor,​ ​then​ ​the​ ​Trip​ ​Leader​ ​must:

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12.5.

12.4.1.

immediately​ ​coordinate​ ​the​ ​response​ ​to​ ​the​ ​injury​ ​or​ ​illness;

12.4.2.

​immediately inform the Principal, who must immediately inform the Area Superintendent or Area Director and Business Services, and in the case of a District employee who suffers an illness or injury, the Trip Leader must also immediately inform the Superintendent of Human​ ​Resources;

12.4.3.

submit copies of all applicable report forms directly to Business Services by electronic mail or facsimile no later than 24 hours after the​ ​injury​ ​or​ ​the​ ​start​ ​of​ ​the​ ​illness;​ ​and

12.4.4.

submit all original applicable report forms, copies of all applicable forms signed before the trip, and copies of all relevant trip planning documents to Business Services no later than 24 hours after the trip.

If at any time during a trip, a student or chaperone contravenes any applicable code of conduct, manual, handbook, or Administrative Procedure, then the Trip Leader must immediately inform the Trip Administrator and follow​ ​the​ ​Trip​ ​Administrator’s​ ​direction​ ​about​ ​any​ ​disciplinary​ ​response.

13.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​Administrator​ ​responsibilities​ ​during​ ​trip 13.1.

At​ ​all​ ​times​ ​during​ ​a​ ​trip,​ ​the​ ​Trip​ ​Administrator​ ​must: 13.1.1.

conduct him or herself in a professional manner and respect and model​ ​the​ ​District’s​ ​Catholic​ ​values;

13.1.2.

comply with all the documents under 5.8 that apply to District employees;

13.1.3.

act​ ​as​ ​a​ ​chaperone;

13.1.4.

supervise​ ​the​ ​Trip​ ​Leader;

13.1.5.

act as the Trip Leader if the Trip Leader cannot continue to do so because of illness, injury, or any emergent event or circumstance that​ ​requires​ ​the​ ​Trip​ ​Administrator​ ​to​ ​act​ ​as​ ​the​ ​Trip​ ​Leader;​ ​and

13.1.6.

decide and administer the disciplinary response to any contravention of any applicable code of conduct, manual, handbook, or Administrative Procedure after consulting with the Area​ ​Superintendent​ ​or​ ​Area​ ​Director.

14.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Principal​ ​responsibilities​ ​during​ ​trip 14.1.

At all times during a trip, the Principal must be available to communicate with the Trip Leader, the Trip Administrator, the Area Superintendent or Area Director, Business Services, Instructional Services, and parents about any

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injury, illness, disciplinary response, or emergent event or circumstance that occurs​ ​during​ ​the​ ​trip. 15.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Chaperone​ ​responsibilities​ ​during​ ​trip 15.1.

At​ ​all​ ​times​ ​during​ ​a​ ​trip,​ ​each​ ​chaperone​ ​must: 15.1.1.

conduct him or herself in a professional manner and respect and model​ ​the​ ​District’s​ ​Catholic​ ​values;

15.1.2.

comply with all the documents under 5.8 that apply to District employees and volunteers irrespective of whether the chaperone is a​ ​District​ ​employee​ ​or​ ​volunteer;

15.1.3.

report​ ​to​ ​the​ ​Trip​ ​Leader​ ​frequently;​ ​and

15.1.4.

supervise students diligently and in accordance with directions received​ ​from​ ​the​ ​Trip​ ​Leader.

16.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Student​ ​responsibilities​ ​during​ ​trip 16.1.

At​ ​all​ ​times​ ​during​ ​a​ ​trip,​ ​each​ ​student​ ​must: 16.1.1.

conduct him or herself as an exemplary student and an ambassador​ ​of​ ​the​ ​District,​ ​Calgary,​ ​and​ ​Canada;

16.1.2.

behave​ ​in​ ​accordance​ ​the​ ​District’s​ ​Catholic​ ​values;​ ​and

16.1.3.

comply​ ​with​ ​all​ ​the​ ​documents​ ​under​ ​5.8​ ​that​ ​apply​ ​to​ ​students.

17.​​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​Trip​ ​Approval​ ​Step​ ​5​ ​(must​ ​be​ ​completed​ ​no​ ​later​ ​than​ ​2​ ​weeks​ ​after​ ​a​ ​trip) 17.1.

The Trip Leader and the Principal must complete and submit the ​Post-Trip Assessment to the Area Superintendent or Area Director, Business Services,​ ​and​ ​Instructional​ ​Services​ ​no​ ​later​ ​than​ ​2​ ​weeks​ ​after​ ​the​ ​trip.

17.2.

Both the Trip Leader and the Principal must sign the Post-Trip Assessment to acknowledge that they discussed it and the Principal agrees with the Trip Leader’s​ ​assessment​ ​of​ ​the​ ​trip.

17.3.

The Principal must retain all documents connected in any way to the trip in a single file for at least the remainder of the current school year and the next two​ ​school​ ​years.

Approval​ ​Date:

May​ ​9,​ ​2017

References:

School​ ​Act​,​ ​RSA​ ​2000,​ ​c​ ​S-3 Alberta​ ​Human​ ​Rights​ ​Act​,​ ​RSA​ ​2000,​ ​c​ ​A-25.5 Alberta​ ​Education​ ​Programs​ ​of​ ​Study Alberta​ ​Education​ ​Guide​ ​to​ ​Education​ ​ECS​ ​to​ ​Grade​ ​12 Safety​ ​Guidelines​ ​for​ ​Physical​ ​Activity​ ​in​ ​Alberta​ ​Schools Safety​ ​Guidelines​ ​for​ ​Secondary​ ​Interschool​ ​Athletics​ ​in​ ​Alberta Risk​ ​Management​ ​Manual

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Volunteer​ ​Handbook Resources:

Step​ ​1​ ​Form​ ​–​ ​Principal​ ​Checklist Step​ ​2​ ​Form​ ​–​ ​Application​ ​to​ ​Plan​ ​a​ ​Trip Step​ ​3​ ​Form​ ​–​ ​Preliminary​ ​Trip​ ​Plan​ ​and​ ​Risk​ ​and​ ​Curriculum​ ​Fit​ ​Assessment Step​ ​4​ ​Form​ ​–​ ​Final​ ​Trip​ ​Plan​ ​and​ ​Risk​ ​and​ ​Curriculum​ ​Fit​ ​Assessment Step​ ​5​ ​Form​ ​–​ ​Post-Trip​ ​Assessment Parent​ ​and​ ​Student​ ​Trip​ ​Presentation​ ​Exemplar Parent​ ​and​ ​Student​ ​Trip​ ​Presentation​ ​Sign-off​ ​Form Chaperone​ ​Trip​ ​Presentation Student​ ​Trip​ ​Application​ ​Form Student​ ​Conduct​ ​Agreement Consent​ ​for​ ​Participation​ ​and​ ​Risk​ ​Acknowledgement​ ​Form Out​ ​of​ ​Country​ ​Permission​ ​to​ ​Travel​ ​Form Personal​ ​Health​ ​Information​ ​/​ ​Medical​ ​Treatment​ ​Authorization​ ​Form Student​ ​Travel​ ​Insurance​ ​Policy Chaperone​ ​Application​ ​Form Chaperone​ ​Selection​ ​Criteria​ ​Rubric Chaperone​ ​Acknowledgement​ ​and​ ​Agreement Approved​ ​Travel​ ​and​ ​Tour​ ​Operators

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