Administrative Procedure 260
FIELD TRIPS AND STUDENT EXCURSIONS
Background
The Superintendent supports the practice of curricular, co-curricular or extra-curricular field trips and excursions.
The complete education of the child involves experiences beyond classrooms and textbooks. These experiences may be curricular, co-curricular or extra-curricular in nature.
Teachers and students may, from time to time, need to travel to other communities for experiences. While field trips and excursions have positive educational value, care must be taken to ensure that trips or excursions are organized in a manner that maximizes educational benefit and ensures the protection and safety of travellers. Any overnight stays present greater risk and therefore require Charter Board approval.
Procedures
1. Student Travel Categories
All student travel will be assigned to one of three categories (in order of general priority for approval):
1.1. Curricular: Travel relates directly to the students’ study in one or more subject areas and participation is on a class basis. Direct curricular ties must be established.
1.2. Co-curricular: Travel develops from the School’s program (e.g. leadership, athletics, etc.) and/or students’ studies. Curricular ties that are established may be indirect.
1.3. Extra-curricular: Travel relates indirectly to the School’s program and curriculum. Indirect curricular ties are to be outlined. (*These travel arrangements could be understood as excursions)
2. Priority
2.1. Priority shall be given first to travel within the general area, with travel elsewhere within the province or
out-of-province being authorized only when a similar experience is not available locally. In-province travel shall have priority over out-of province travel. The priority is as follows: local, within Province, out of Province. The School is not authorized to offer International travel for students.
3. Funding
3.1. The Principal may authorize a portion of the costs related to all categories of student travel. Costs, or a portion thereof may be the responsibility of the participants, either through direct payment or through fund-raising activities. The Transportation budget is not responsible for costs of student travel that is not part of the regular to and from school and home on a regular operational school day.
4. Special Funding for Students
4.1. Notwithstanding Section 3, no child shall be prevented from participating in curricular or co-curricular travel due to financial considerations. If a student appears unable to participate due to financial considerations, the Principal may provide financial support from fundraising, donations, or the school’s operating budget as allocated by the Board’s approved annual budget. The Principal shall not cause the Board indebtedness due to costs of field trips or excursions.
Planning
5.1. Field Trips and Other Travel Programs: A Field Trip Request Application (Form 260-1) must be submitted to
the Superintendent, or designate for review prior to any final commitments being made to students, parents,
etc. This form shall be submitted a minimum of 6 weeks prior to the date of the trip.
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5.2. The Secretary Treasurer may provide the Division's insurers with a completed copy of Form 260-1 and a
written review (response) together with any other relevant background information and request their
observations and direction.
5.3. After a written response (if required) is received from the Division’s insurers, the trip request will be reviewed
by the Superintendent, or designate and, if approved, the school will then be taken to the Board of Directors to
be authorized no later than 30 days prior to the field trip.
5.4. Once authorized by the Board of Directors the school may proceed with planning.
5.5. The teacher-in-charge or designated Division employee is responsible for acquiring sufficient awareness of
and information about the proposed site(s) of the activity to create a hazard assessment (Form 260-2) for the
activity. If possible, a pre-trip visit to the site to complete a site assessment is highly recommended. Confirm
activities do not fall within the prohibited activities of Appendix A
5.6. Competent instruction and supervision for off-campus activities are mandatory. Competence may be
established by virtue of a certificate from a governing body for an activity, or where certificates are not issued,
competence may be recognized by virtue of experience and demonstrated expertise in the activity. It is the
responsibility of the teacher-in-charge or designated employee to ensure that a contracted service provider
holds the appropriate certification or training.
5.7. Ensure that the destination is appropriate for the age, fitness, and maturity of the participants
5.8. Parental consent, including an acknowledgement of all the risks involved in the trip, has been obtained in
writing.
6. Approvals
6.1. For those field trips requiring Board approval, it is important that approval in principle be obtained prior to any non-refundable financial commitments or notices to parents and students.
Categories Destinations Approval
Curricular-all students in the grade or class and directly tied to curriculum Within the environs of the School; no overnight stay required — Principal
Beyond the environs, requires overnight Info to Superintendent 6 weeks before departure and Board 30 days before departure . –Board
Co-Curricular -Tied to curriculum and/or a program in which the student is a participant. Within or beyond the environs of the school but within the province. — Principal
If involves overnight stay, info to the Superintendent 6 weeks before departure and Board 30 days before departure– Board
Extra Curricular –
*Excursions
Valued experiences which may have indirect ties to curriculum and/or a program
Within or beyond the environs of the School and may include travel outside the province but within Canada. Usually involves one or more overnight stays.
Info to Superintendent two months before departure.
Pre-authorization for planning: Superintendent
Final Approval – Board
NOTE: All decisions are final.
7. Responsibilities of the Principal.
7.1. Develop an annual plan, which provides for anticipated student travel.
7.2. Monitor curricular travel to ensure its direct relationship to the Alberta
Program of Studies and to ensure that sufficient preparation and follow-up occurs with students.
7.3. Monitor co-curricular and extra-curricular travel to ensure that such travel is an integral part of the school’s co-curricular and extra-curricular programs and linked to the Alberta Programs of Study.
7.4. Gather and file applicable certification for supervisors of extra curricular excursions.
7.5. Maintain detailed files at the School to support student field trips and excursions.
7.6. Ensure that the teacher has read and understood this Administrative Procedure before submitting a Field Trip
proposal
7.7. Ensure the teacher-in-charge is responsible for acquiring sufficient awareness of and information about the
proposed site(s) of the activity to create a hazard assessment (Form 260-2) for the activity. If possible, a pre-trip
visit to the site to complete a site assessment is highly recommended.
7.8. Maintain detailed files at the School to support student field trips and excursions.
7.9. The use of alcohol or drugs by any participant, including staff members and volunteers, is strictly prohibited during
all field trips, off-campus activities, and student travel, regardless of the circumstances, the age of the
participants, or local laws and customs.
8. Responsibilities of Parent
Successful student travel is dependent on support from parents.
8.1. Review information provided by the School.
8.2. Provide student medical information, passport/birth certificate if necessary, arrange for adequate insurance for travel.
8.3. Discuss School expectations with students.
8.4. Attend meeting(s) (mandatory for overnight trips) to receive information and give consent in person for Board approved travel.
9. Supervision of Students
9.1. The Principal is responsible for the safety of students involved in school sponsored travel and will ensure adequate supervision. A teacher must accompany each group involved in student travel. Other adults whose participation is approved by the Principal may also accompany students.
9.2. The minimum supervision ratio shall be one adult for every ten students.
9.3. In determining the supervision ratio, consideration must be given to the age and nature of the students, and the type of activities planned. A detailed itinerary of each trip shall be approved by the Principal. If the supervisors deviate from that itinerary, they shall receive prior approval from the Principal. 9.4. Volunteers for overnight filed trips will comply with all requirements outlined in AP 490, Volunteers, including
Criminal Record Checks and Vulnerable Sector Checks.
9.5. The teacher/Division employee-in-charge of any field trips, off-campus activities or student travel shall be
responsible for carrying a list of student participants, including telephone contact numbers, Alberta Health Care
numbers, medication, and medic-alert needs.
10. Use of Privately Owned Vehicles
10.1. The use of privately owned vehicles to transport students is prohibited with the exception of vehicles designated at the School, by the Principal, for the transportation of students in emergency circumstances. The School will reimburse owners of these vehicles annually for the additional cost of increasing their third-party liability coverage to $1,000,000.00. Owners shall assume responsibility for appropriate notification concerning the use of their vehicles.
11. Proposals
Proposals for trips shall be submitted, with the required detail as found in Form 260-1, for approval according to the schedule as
outlined in Section 5 above. Applications must be submitted to the Superintendent’s office at least 7 working
days in advance of the Charter Board meeting for curricular and co-curricular trips and 12 working days for
extra-curricular trips. Further information may be requested.
11.1. Financing
11.1.1. In general, the cost of the trip will be borne by students and personnel accompanying them. In
special circumstances, the Principal may authorize assistance to the maximum of $100.00 per
student or $1,500.00 in total whichever is less provided the funds are available to the Principal
and the assistance does not cause indebtedness to the Board.
11.1.2. Estimated budget information must be provided with the proposal.
11.2. Assessment of Risk Factors
In order to ensure the safety of students and accompanying personnel, areas selected for travel are to be ones
in which:
11.2.1 Risk in various areas e.g., health, transportation, geographical features is not substantially
greater than those that would be experienced by students traveling within the environs of Valhalla Centre, or Alberta.
11.2.2 Risk/safety assessment is completed and parents have been informed.
11.3. Documents
The Principal and supervisor of the program will consult with the Superintendent and Secretary-Treasurer
with regard to insurance, and financing of the trip.
12. All trip sponsors will be required to submit the appropriate forms for approval.
13. The Charter Board reserves the right to waive approval requirements in exceptional circumstances.
References: Section 1, 11, 25, 26, 31, 32, 33, 52, 53, 196, 197, 222, 225 Education
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
Form 260-1
FIELD TRIP APPLICATION
OVERNIGHT AND LONGER TRIPS
TRIP OVERVIEW:
School Name: Teacher-in-Charge:
Field Trip Dates: From: To:
Student Grade Level(s):
Destination:
# of Student participants: Male Female
# of Adult Chaperones: Male Female
EDUCATIONAL PURPOSE AND OUTCOMES
• Give reasons for choosing the activity and its destination and describe how the activity
relates to the current curriculum.
• Outline expected achievements and the attainability of these goals. Indicate what gains
are expected, and what the students are expected to learn.
STUDENT PREPARATION
• Outline the steps to be taken to ensure students have the proper knowledge to facilitate
a worthwhile experience.
• Outline the skills necessary before the students participate in the activity.
• Outline the physical abilities might be required for students, staff and volunteers, eg.
ability to swim, condition for hiking or cycling.
NECESSARY QUALIFICATIONS
• Briefly describe the qualifications needed to instruct/lead the activity.
• Provide a list of the teacher-in-charge’s abilities that appropriately match the criteria
necessary to instruct/lead the activity.
• Provide a list of other staff/chaperone’s abilities that appropriately match the criteria to
instruct/assist with the activity.
• If the teacher-in-charge’s and/or other staff members’ qualifications are insufficient,
provide a list of possible service providers who could instruct the activity.
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SUPERVISION
• Explain how additional supervisors (chaperones) will be obtained, e.g., other staff,
volunteers, and service providers.
• Explain the skills, knowledge, and direction needed for other supervisors (chaperones) in
order for them to fulfill their role.
ITINERARY
• Provide a detailed itinerary that includes a day‐by‐day breakdown of activities, travel and
times.
• Provide relevant maps.
• Provide a list of accommodation and meals.
• Provide possible alternative plans, routes, service providers, activities, etc.
• Describe any fan-out or emergency plans regarding notifications, delays and so forth.
• Describe the contingency plans to be followed in the event of cancellations, adverse
weather and road conditions, or other conditions that may require a change to the
original itinerary.
• Describe the sleeping arrangements for students and adults.
• Provide the date, time, and location of the mandatory participant and parent pre-trip
meeting(s). (All participants and their parent/guardian must attend. The agenda must
ensure that they are fully aware of all arrangements and potential risk associated with
the planned trip).
FIRST AID / CPR
• Who has First Aid and CPR certification? List names, type of certification, and the expiry
date.
• Describe the First Aid equipment on hand or available.
• Describe any medical precautions being taken.
EMERGENCY RESPONSE
• Describe steps taken if someone becomes ill/injured.
• Describe steps taken if someone becomes emotionally/mentally unwell
• List emergency contact numbers.
• Describe local emergency services in the area of travel that are available such as
ambulance, police, hospitals, air evacuation, search and rescue.
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RISK ANALYSIS
• What information has been collected regarding the various locations to be visited?
• Has the supervising teacher personally visited the locations in advance of the activity?
• Have local sources been contacted for the local perspective on the locations or
activities?
• Has form 260-4 Field Trip Risk Assessment been completed for all activities, sites and
areas to be visited?
• Is a local guide appropriate under the circumstances?
• Are any special permits required for any part of this field trip?
• Are there certain times of the year when weather may be a concern?
TRANSPORTATION
• Describe the transportation methods to be used ege.g.. chartered bus, private cars,
ferries, regular air travel, chartered air travel, etc.
• Outline the anticipated route to be travelled.
• Describe travel documents needed – passports, ID, birth certificates, visas, health
insurance, etc.
• Describe immunization requirements.
• Describe transportation safety considerations and strategies -– ege.g. flight
delays/cancellations, bad weather, closed roads, groups getting separated, etc.
EQUIPMENT
• Provide a list of clothing and equipment needed.
• Describe where the equipment will come from, ege.g., from the participants, school,
rental, cost, etc.
COMMUNICATIONS
• Describe the communications technology that will be implemented during the activity.
This may include cell phone, satellite phone, VHF radio, SPOT transmitter, etc. (Ensure
that the coverage described exists and will work during an emergency.)
• Include information on how the school and/or parents can contact the teacher-in-charge
during the activity.
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SPECIAL NEEDS
• Identify any medications that may need to be administered during this trip. Include a
description of the safeguards in place for such situations.
• Identify any students that have supervisory needs that would affect supervisory ability or
planned activities or responses.
• Field Trip Supervising Teacher has reviewed plans to support the needs of students who
have diverse sexual orientations, gender identities, and gender expressions with the
Superintendent.
OTHER REQUIREMENTS (provided only for applicant information and preparation)
The supervising teacher is responsible for carrying with them at all times:
• List of student participants
• Telephone contact numbers
• Information regarding medication and medic-alert needs of participants
• Cell phone (when available or appropriate)
Correspondence with parents is to include:
• The purpose and objective of the trip
• The date and location of the trip
• A basic itinerary outlining any particular outdoor activities, sports, or events that the
students will participate in
• The estimated costs of the trip, including spending money
• Notification that the Board assumes no responsibility for any financial loss or personal
expenses incurred as a result of cancellation or alteration of any field trip or excursion
program.
• A description to the parents of the risks involved
• A description of the type of activity or trip that is planned and the purpose of the same
including the level of activity e.g. easy, moderate, strenuous.
• A description of any unusual or high-risk factors or special risks that may be involved. If
there are any minimal eligibility requirements for participation that are based upon
fitness, these requirements should be specified. Any risks that are inherent in the
activity must be brought to the attention of the student and the parent. Disclosure of any
risks inherent in the activity, particularly those activities that are in the high-risk section of
Administrative Procedure 260 Appendix may require you to complete a risk assessment
before participating.
• The teacher-in-charge, principal and/or superintendent have the authority to shorten,
cancel or terminate an activity at any time due to security and/or health and safety
concerns for students, volunteers or staff. Parents and students involved are to be
advised of this possibility.
• A description of the number of supervisors that will be provided and who the supervisors
will be. In order for this information to be meaningful to the parents, they are to know the
approximate number of students that would be participating in the proposed outing.
• Transportation arrangements are to be described. What method of transport will be
used? Who will be driving?
• Any cost to the parent.
• Provide information with respect to insurance coverage for injuries sustained by students
and a review of any rules or requirements regarding volunteer drivers and any insurance
forms which must be completed by them. Indicate that parents may obtain separate
insurance for their child and provide contact information for this.
• A statement that advises the parents and student of any particular physical requirements
for participation in the event and, if necessary, a statement to be completed by the
parents as to the medical fitness of the student to participate in the proposed activity.
This would entail you describing the nature of the activity in some detail so that a proper
decision can be made by the parents.
• A description of any costs associated with the event or outing
• Any rules or regulations concerning student conduct
• A description of the equipment or specialized clothing that must be provided by the students
• The date, time, and location of a participant and parent pre-trip meeting(s). The agenda
must ensure that they are fully aware of all arrangements and potential risk associated
with the planned trip.
• The contact person and number for information, i.e. event planner, in the case of family
emergency during the trip.
I / we have read and understand the following documents:
AP 168 – Protection of Students with Life Threatening Allergies
AP260 – Field Trips
AP315 – Student Accident or Illness
AP316 – Administration of Medication to Students
AP350 – Student Code of Conduct
and believe that this trip is in compliance with them.
(Supervising Teacher’s signature) (Principal’s signature for approval)
Form 260-2
Field Trip Risk Assessment
What is a Risk Assessment?
A risk assessment is a careful examination of what has the potential to cause harm to students,
staff and volunteers while on the trip, and in turn identify what can be done to prevent it.
A thorough school trip risk assessment will not only help you comply with health and safety law;
it also helps to keep students safe and healthy and puts parents’ minds at ease when they know
that risks are adequately controlled.
This means considering things like how many children will be present, transportation
arrangements,
the place (or places) children will be visiting, number of supervising adults and the activities they
will be doing.
Not all the risks can be eliminated completely. But a risk assessment simply helps you to ensure
children aren’t unnecessarily exposed to things that could be dangerous and provides proof that
you’ve done all you can to keep them safe.
Anyone involved in the planning of a school trip must be 100% sure that they have done all they
can to create a safe environment for the participants. This means that anyone appointed with
the task of doing a risk assessment must be competent and experienced, or overseen by a
leader who is.
Steps involved in creating a risk assessment
1. Identify the risks
2. Outline control measures
3. Record the findings , an example is included at the bottom of this document.
4. Review risks before the trip with all participants
5. Review the risk assessment after the trip. Note any additional challenges you encountered.What worked and what didn’t.
6. Provide a final copy of the risk assessment to the Principal.