EDUCATIONAL FIELD TRIPS PROCEDURES MANUAL

Transcription

1 EDUCATIONAL FIELD TRIPS PROCEDURES MANUAL

2 TABLE OF CONTENTS Section I Approval Process/Educational Field Trip Request 3 Section 2 Principal Approval Process... 4 Section 3 Teacher Request & Follow Up Process. 5 Section 4 Supervision Requirements. 7 Section 5 Volunteer Drivers/Insurance Requirements... 8 Section 6 Summary of Insurance Coverage... 9 APPENDIX A Educational Field Trip Request Form APPENDIX B Application to Principal to be a Volunteer Driver APPENDIX C Permission/Acknowledgement for Educational Field Trips, and Athletic/Co-Curricular Participation APPENDIX D Application to Principal to be a Volunteer Driver (Revised May, 2018) 2

3 APPROVAL PROCESS 1. All educational field trips must be approved by the appropriate level prior to commitments being made and communication with parents has occurred. Overnight trips, within or outside of Canada, must be approved by the Superintendent of Education prior to communication with parents. 2. Principals must approve requests for educational field trips before submitting requests to the Superintendent of Education. 3. Timelines for submissions of requests and required approvals are as follows: TYPE OF EDUCATIONAL FIELD TRIPS TIMELINES FOR SUBMISSION APPROVAL REQUIRED BY FOR INFORMATION ONLY Day Trips Day Trips Out of Huron and Perth Counties Overnight Within Canada Overnight Out of Canada The organizer submits the request to the Principal two weeks prior to the event. The organizer submits the request to the Principal one month prior to the event. The Principal submits the request to the Superintendent of Education at minimum one month prior to the event. The Principal submits the request to the Superintendent of Education at minimum two months prior to the event. Principal Principal Superintendent of Education Superintendent of Education and Director of Education School Advisory Council School Advisory Council 4. The Director will be notified in cases where an educational field trip would, in the opinion of the Superintendent of Education, pose any unusual risk. Field trips to areas where a natural disaster has occurred, a war zone, regions with political or civil instability or health concerns will not be approved. 5. The Superintendent or Director of Education may waive the one month notice requirement where conditions warrant, e.g. school team athletic field trips (including overnight), public speaking or debate competitions, single occasion productions or exhibitions. 6. Extended field trips (more than 5 days), are expected to be scheduled during the statutory breaks in the normal school year.

4 EDUCATIONAL FIELD TRIP REQUEST The Educational Field Trip Request form (Appendix A) is to be completed for one day field trips. For overnight trips, the Superintendent of Education s approval is required on the form (Appendix B). The Superintendent of Education/Director of Education may waive the specific notice requirement where conditions warrant, e.g. school team field trips including overnight. The Principal will ensure: PRINCIPAL APPROVAL PROCESS 1. That the field trip is a valid extension of, or an enrichment of the existing in-school program and/or enhances the spiritual and Catholic Faith Formation goals of our school. Participation in athletic events or tournaments must be sanctioned by a recognized governing athletic body. 2. That an appropriate educational program is provided for any student remaining at the school. 3. That all educational field trips and excursions adhere to the guidelines and regulations of the Ontario Physical and Health Education Association (OPHEA) and risk management assessments in accordance with the Ontario School Boards Insurance Exchange (OSBIE). 4. That all competency assessments are completed as recommended by the Ontario Physical and Health Education Association (OPHEA) and the Ontario School Boards Insurance Exchange (OSBIE). 5. That post-field trip reviews are hosted with recommendations shared that can enhance the quality of the educational experiences. 6. That educational field trips provide a proportional educational value in relation to the time spent traveling, the time spent on the activity, and the cost to each student. 7. a) That the overnight educational field trip is properly planned (including fund-raising plans if necessary) prior to seeking approval. b) That the following documentation has been received and is on file at the school for the approved travel agency involved in setting up the field trip: i. A copy of the agent/agency s Ministry of Consumer and Commercial Relations current registration form. ii. A certificate of insurance outlining the agent/agency s current comprehensive general liability coverage of at least one million dollars. iii. A copy of the agent/agency s current Student Insurance Policy. iv. A copy of the agency s risk assessment or safety procedures and policies. c) That parents have read, completed and signed a Permission/Acknowledgement and Athletic/Co-Curricular Participation Form (Appendix C) and are advised of all details, including supervision schedules concerning the trip. d) That the Permission/Acknowledgement and Athletic/Co-Curricular Participation Form (Appendix C) is completed and returned by the parent(s) in its entirety. e) That an itinerary has been prepared which contains each location and its proper: i. Name ii. Address iii. Phone Number iv. Contact person with whom arrangements were made 4

5 f) That the appropriate busing arrangements have been made and an accurate roster of all pupils riding on all buses is on file (1) in the office, (2) with the teacher-supervisor. g) That the teacher review the school Code of Conduct and inform students of expected behaviour when traveling on school related field trips. h) That the teachers are aware of any student s health or discipline issues and that appropriate safety plans are in place for all students requiring extra support. 8. That educational field trips are to be as inclusive as possible with respect for diversity and equity. Students, staff and volunteers on educational field trips must have a clear understanding of all expectations with language and communication that respects the diversity and equity of all persons. 9. That other support (e.g. EA) costs shall be included in the cost of the trip. Ensure all costs have been considered in the planning. 10. That all students participating in out-of-country travel have out-of-country medical insurance coverage and appropriate current identification including a passport. 11. That OPHEA (Ontario Physical and Health Education Association) and OSBIE (Ontario School Board Insurance Exchange) regulations and guidelines are understood and followed where athletic activities are involved. 12. That supervisors a) Keep accurate records of all financial aspects of the trip, and communicate their recordkeeping fully to the principal and parents. b) Keep financial aspects of the trip in accordance with board policies on school-generated funds and purchasing. The Teacher will ensure that: TEACHER REQUEST AND FOLLOW UP PROCESS Before Field Trip: 1. The necessary Principal/Superintendent/Director approval has been obtained (Appendix A/Appendix B) before commitments have been made and communication with parents.. 2. The students and their parents have been made aware of the rules for safety and conduct on the trip and that the Superintendent s/director approval has been approved for overnight trips. 3. Whenever possible, a pre-visit has been made to the site. 4. A specific itinerary (including provision for free time, if any) and supervisory schedule has been prepared which contains each location and: i. Name ii. Address iii. Phone Number iv. Contact person with whom arrangements were made. 5. A phone contact person(s) is/are available in the event of a delay and all parents have received a copy of the itinerary. 5

6 6. All OPHEA (Ontario Physical and Health Education Association) and OSBIE (Ontario School Board Insurance Exchange) regulations and guidelines have been understood and followed. 7. An appropriate educational program has been set out for the students remaining behind. 8. Students and/or their guardians have been encouraged to carry their Health Card and insurance with them on overnight/international trips. 9. A list of student names, phone numbers, emergency contact name(s) and other known medical conditions has been compiled for use on the field trip. 10. For any educational field trips that includes a Sunday, arrangements shall be made for all students and staff to participate in Sunday Eucharist. 11. Accurate records of all financial aspects of the trip are kept. 12. For overnight and international trips a Safety Management Plan/Risk Assessment is provided with the application. This will include: itinerary and route map phone check-in schedule that is mutually acceptable between the school administrator and the supervising teacher emergency contact numbers local emergency numbers in the trip area complete list of all modes of transportation documentation of proof of liability insurance (one million dollars minimum) contact information for the nearest medical facilities contact information for the Canadian embassy During Field Trip 1. A head count is taken at all arrival and departure points. A record shall be kept of students assigned to each vehicle. 2. A first aid kit and telephone are available at all times. 3. Staff members and volunteers will not consume alcoholic beverages at any time during field trips. After Field Trip 1. Upon return, if applicable, a record of all accidents must be completed and filed. Parents must be notified as soon as possible. 2. A post-excursion review of the field trip is submitted to the Principal with pertinent details shared throughout the school system to improve the quality of learning experiences. 6

7 SUPERVISION REQUIREMENTS Every reasonable precaution shall be taken to ensure the safety of students while on an educational field trip. Supervisors are teachers or other adults, specifically approved by the principal who leave with our students, accompany our students, and return with our students. Approved volunteer field trip supervisors will be in compliance with other relevant board policies, such as 3E:5 School Volunteers. 1. All supervisors must be informed of all aspects of the field trip by the teacher/organizers and their responsibilities as supervisors. 2. The following minimum supervision ratios are required with respect to educational field trips: Grades Day Field Trips Student: Supervisor Overnight Field Trips JK - SK 5:1 Grades 1 3 8:1 Grades :1 Grades 7 and 8 15:1 Grades :1 All overnight trips must have a minimum of two (2) adult supervisors and comply with ratio. 3. There may be specialized activities (swimming, canoeing, etc.), where Provincial or Municipal regulations require a different supervision ratio or certified supervisors which supersede the guidelines in this policy and must be adhered to. 4. Students with special needs may require additional supervision and relevant safety plans. 5. At least one adult supervisor on any educational field trip shall be a teacher/chaplain from the school involved. For any overnight educational field trips in which students of both genders are involved, male and female adult supervisors shall be required. 6. In regards to accommodation and supervision on overnight trips, the challenges of providing safe accommodations in places where all students are not under the same roof is too great to warrant the risk. Supervision by an appropriate staff member and approved volunteers is more reliable in a hotel, hostel, convent, monastery or other accommodations designed for large groups of people. Therefore, billeting in individual homes on overnight field trips will not be approved. 7. The Huron-Perth CDSB values the opportunity to host international students in our system, to enable cross-cultural learning for visiting and hosting students. To ensure the safety of guest students, homestays will be organized and monitored through a third party organization, who handle all aspects of program delivery and communicate with the custodian on an ongoing basis. The school board will facilitate the arrangements with the third party organization to support the best interests of the students. 8. International field trips of more than one day are restricted to students in grades 10, 11 and 12, unless otherwise specifically approved by the Superintendent of Education. 9. The board will permit free or reduced cost travel for supervisors, in the event that the travel agency offers a quantity discount (e.g. one free supervisor's trip for every eight student travelers). 7

8 If the travel agency offers more free trips than there are supervisors, then all student travelers' costs should be reduced proportionally. VOLUNTEER DRIVERS/INSURANCE REQUIREMENTS Students may be provided with transportation by volunteer Board or non-board employees who are properly licensed and can provide proof of adequate insurance coverage. The Principal must ensure that those who provide transportation for students have a minimum of $1,000, Liability and Property Damage Insurance. The Principal shall keep a copy of all Application to Principal to be a Volunteer Driver, refer to policy, forms (Appendix D). Only those volunteer drivers will be allowed to transport students on educational field trips. Licensing and Vehicle Requirements Chart for Volunteer Drivers Status of Vehicles Passenger Capacity Minimum Driver License School Purpose Vehicle Requirements as per Highway Traffic Act Volunteers, Teachers, Employees Volunteers, Teachers, Employees, Rental Vehicle, Owned by Board Rental Vehicle, Owned by Board Transportation requiring 10 passenger vehicles or larger must be through chartered or contracted service. 1 to 5 G NONE 6 to 11 G NONE 1 to 5 G NONE 6 to 9 G Safety Inspection Sticker Log Book Other Regulations per Contract Reg. 483 (611) 1. The Highway Traffic Act (Ontario) governs the licensing of School Purposes Bus Drivers that enter into a contract with the Board for the transportation of students. 2. Volunteer drivers do not receive compensation for the transportation of students and do not enter into a contract with the Board. NOTE: If an Educational Field Trip is planned for out of the Province, check with the appropriate authorities to ensure that your license and the vehicle meet the necessary regulations. 8

9 SUMMARY OF INSURANCE COVERAGE 1. Volunteer Supervisors on School Outings The board s liability insurance policy protects both staff and volunteers who are working within the scope of their duties for the Board. This coverage responds to lawsuits that are brought against staff or volunteers who are supervising school events. Volunteers must have an up to date police check on file. 2. Volunteer Drivers for School Activities Ontario legislation makes automobile insurance compulsory in the province of Ontario. This same Legislation makes the vehicle insurance primary coverage. In other words, the insurance on the vehicle responds to claims first. The school board s liability policy contains an endorsement, called the Non-Owned Automobile Endorsement, which extends coverage to those who are using personal vehicles on the business of the Board. In accordance with legislation, this coverage is excess to the insurance on the vehicle. For example, if an accident occurred while the vehicle was being operated on a school outing, and the vehicle was insured for $1 million of liability insurance, and there was a successful suite against the owner of the vehicle for $3 million, the board s liability insurance would respond to the $2 million in excess of the $1 million carried by the owner. There is no coverage under this endorsement for damage to the vehicle itself. It is liability insurance only. Passengers who are injured would recover accident benefits under their own automobile policies. Thus, students injured in an automobile accident, would report the injuries to their parents auto insurer. If there is no automobile insurance policy in the family, the injured passenger would collect benefits under the liability policy in place on the vehicle in which they were riding at the time of the accident. 3. Personal Automobile Insurance Coverage For the personal protection of volunteer drivers, all owners/drivers of private vehicles must carry a minimum of $1 million of liability insurance. If there is any doubt about the insurance coverage carried, or the use of the vehicle to transport students, volunteers should review their coverage with their insurance brokers. 9