Administrative Procedure 562

CO-CURRICULAR AND EXTRA-CURRICULAR TRANSPORTATION

Background

The Superintendent recognizes that both co-curricular and extracurricular programs enhance the School experience and will provide transportation services for such activities within the limits of the following procedures. Note that this Administrative Procedure does not speak to curricular trips where all students in a grade or course of study are participating in an activity that is directly linked to defined curricular outcomes. These are often referred to as “field trips” and participating students are to be transported on school buses.

Definitions

Co-curricular refers to those activities, which have the classroom or the instructional program as their base. Commonly referred to as a “Field Trip”, it is expected that there will be classroom preparation by the teacher and students for this type of activity and follow-up work relating the activity to the curriculum. In most cases these activities would take place during regular school time.
Extra-curricular refers to those activities sponsored by the School that provide opportunities for student(s) to participate in activities related to the School program and supervised by teachers or other authorized personnel. The majority of these activities are to take place outside regular school hours.
School bus operator is the driver of the bus. This individual will be responsible for the safe operation and safety of the school bus while on a School activity. This individual is directly responsible to the Transportation Supervisor.
Supervisor is an individual assigned by the Principal to be responsible for the safety and the conduct of the students while on a School activity.
Teaching/Support staff are individuals who are either employed or recognized as School personnel assigned to conduct and carry out specific programs of the School. These individuals may be assigned by the Principal to assume responsibility for the co/extra-curricular activity.

Procedures

1. The Superintendent believes that transportation of students is to be by school bus which may be scheduled and used by the School for co-curricular or extra-curricular trips. In special cases, commercial carriers shall be approved, but if private vehicles are used, Administrative Procedure 565 must be carefully followed.
2. Supervision shall be provided at all times while student(s) are being transported to co- curricular or extracurricular activities.
2.1 The younger the group, the more supervision shall be expected, but at no time shall a group be without a supervisor, nor can the bus operator be assigned as a supervisor.
2.2 An employee may drive the bus if he/she is a qualified bus driver and also serve as the Supervisor. For clarity, a Physical Education teacher who is a licensed school bus driver may drive a group of students to a co-curricular or extra-curricular activity while also serving as the supervisor. The employee may decline to take on both responsibilities and the Principal shall assign another adult to supervisor or drive as the case may be with repect to the qualifications of both the designated driver and the designated supervisor.
2.3 The Supervisor and or bus operator will review the code of conduct with students and
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it will be posted on the bus.
3. In the case where the School does not have a bus available for a co-curricular or extra-curricular activity, the school may hire a Contractor who shall assume all costs associated with licensing, maintaining, and certifying the bus.
3.1 The Supervisor shall be responsible for maintaining the interior cleanliness of the bus and shall remit the per kilometer rate as set by the Contractor.
4. The Principal shall be authorized to approve all trips within 100 km of the School boundaries, excluding trips that require an overnight stay which must be approved by the Board, as well as all trips to regularly scheduled league games or tournaments hosted by league teams if the school is participating in league events.
5. The Superintendent shall be authorized to approve all other trips within the Province of Alberta subject to a request at least forty-eight (48) hours before the trip unless the trip requires an overnight stay in which case the Principal shall submit the request to the Superintendent at least one week prior to the Regular Board Meeting at which the trip will be given consideration for board approval.
6. All other trips must be approved by the Charter Board and the request must be submitted at least six (6) weeks prior to the trip.
7. If overnight stay is a necessity, guidelines of Administrative Procedure 260 shall be carefully followed.
8. Each trip shall be documented, with a copy on the bus as well as one at the School on the Field Trip form including date and time of trip, destination, bus/vehicle operator, purpose and a list of passengers and supervisor(s).
9. A teacher requiring transportation for a co-curricular trip shall present to the Principal:
9.1 A request outlining the purpose of the trip,
9.2 The plans for incorporating the trip into the curriculum,
9.3 The date and destination of the trip; and
9.4 The number of passengers going, including any extra supervisors.
9.5 This request shall be submitted at least two (2) weeks before the planned activity.
10. Teachers desiring busing for extra-curricular activities shall submit to the Principal a schedule of play outlining the dates upon which busing is required as early in the school year as possible.
10.1 The Principal shall make arrangements for the trip through the Transportation Director. The Transportation Director will approve the transportation request unless a School bus is unavailable for the time requested. The Transportation Director shall confirm the cost of the service which the School shall reimburse to the Transportation Budget.
10.2 The Principal may at his/her discretion and cost, contact a contract school bus operator or book commercial carriers, or in extreme circumstances, use private vehicles (Administrative Procedure 565). The cost for this service shall be included in the fees assessed to the users. The School’s Transportation Budget is for travel to and from home to school for eligible students and is not funded for curricular, co-curricular, or extra-curricular travel.
10.3 The Principal will arrange for qualified and approved personnel to operate the bus and will be responsible to negotiate for their services.
10.4 Prior to approving a curricular, co-curricular, or extra-curricular event, the Principal shall ensure that adequate supervision will be provided and that the Transportation arrangements are in accordance with this Administrative Procedure and Board Policy for approval of overnight trips.
References: Section 11, 25, 26, 33, 36, 37, 52, 53, 59, 59.1, 68, 197, 222, 225 Education Act Traffic Safety Act
Commercial Vehicle Safety Regulation 121/2009 Student Transportation Regulation 96/2019
Use of Highway and Rules of the Road Regulation 304/2002 Vehicle Equipment Regulation 122/2009