NON-INSTRUCTIONAL TRANSPORTATION: COMMUNITY PROGRAMS AND FAMILY CENTRES EEAG. APPROVED: November 1, Legal References: Province of Manitoba

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1 NON-INSTRUCTIONAL TRANSPORTATION: COMMUNITY APPROVED: November 1, 2016 REVISED: EEAG Legal References: Province of Manitoba Guideline Statement The Louis Riel School Division provides valuable services and supports to children attending its family centres, students, families and the greater community that are not related to instructional or co-curricular programming and activities through its schools and family centres. The Division will strive to ensure that it acts responsibly to ensure the safe transportation of children attending family centres, students, and their families. The school principal is responsible for approving the use of private vehicles and child car seats and booster seats for divisional use in compliance with the Directions provided. Directions A. Whenever possible, divisional vehicles will be used for the transportation of children, students and their families. B. Schools and family centres arrange for delivery of services through staff and volunteers which includes assisting families with transportation to medical and other appointments, shopping, and other events. C. When/If infants, toddlers and small children are required to be transported by the use of a divisionally-owned car or booster seat and must comply with provincial legislation: D. Staff and volunteers must attend divisionally-mandated training on use of child seats and booster seats before transporting children in them. At a minimum, staff must attend a half day course provided by MPI free of charge.

2 1. Types of Vehicles a. Schools and family centres will attempt to use divisional transportation whenever possible, with public or chartered transportation as preferable alternatives. b. When the use of private vehicles for transporting children, students and families is necessary, i. it will comply with the Manitoba Driver Licensing regulations ii. divisional staff, parents, students or volunteers who drive family centre children, students or families will complete the Employee/Volunteer Driver Authorization to Transport Children, Students and Families for Community Service and Family Centre Activities form. iii. the school or family centre will inform the parents about how children, students and families will be transported to the required destination iv. passenger vans designed for occupants will not be used when transporting family centre children, students, families or staff v. 4 door sedan type, SUV s or minivans are the preferred types of vehicles. Two door vehicles may be used but not sport car models. 2. Age Appropriate Car Seats Car seats and booster seats must be age and size appropriate for the child(ren) being transported based on the manufacturer s manual. 3. Quality of Car Seats All car seats must be in good condition and meet the current CSA standards 4. Staff Training on Installation and Use of Car Seats Staff and volunteers must be provided with user manuals and training on proper installation and use of car seats. Drop-in MPI Child car seat inspections may be conducted at 1057 St. Mary s Road, other MPI locations, or any participating fire departments: Additional information about proper use of car seats, booster seats, and seat belts may be located on the MPI website at: 5. Good Driving Record All staff and volunteers are required to furnish proof of their most recent driving record as provided by MPI at renewal. A staff member or volunteer that has demerits on his or her license or has more than one at-fault claim in the past 5 years will not be permitted to transport family centre children, students or families. 6. Insurance Requirements A staff member or volunteer is required to provide proof of valid car insurance at the beginning of each school year.

3 7. Vehicle Safety and Inspection The school principal is required to visually inspect any vehicle to be used for family centre child, student or family transport. Common sense and attention to warnings such as bare tires, cracked windshields, visible body damage, etc. should be considered before approving use. 8. Mileage Reimbursement Staff and volunteers will be entitled to be reimbursed the standard divisional mileage rate as set from time to time. Mileage reimbursement is intended to cover all vehicle, maintenance, gasoline, insurance costs and deductibles should the employee or volunteer be deemed at fault in the case of an accident. 9. Divisional Insurance It is recommended that employees and volunteers strive to purchase the highest third party liability insurance that they can afford for personal reasons, and to maintain a low deductible. When acting in their capacity as volunteer while transporting students, the volunteer s Third Party Liability limit provided by Autopac is increased to $40 million. Also, while acting within the scope of their employment or volunteer capacity, they are covered under the Division s $40 million commercial general liability insurance. 10. Reimbursement of Deductible Deductibles for at fault vehicle damage will be not be reimbursed unless damage was caused by the actions of a family centre child, student or family member being transported. Any deductibles reimbursed will be at the lowest premium that could have been purchased through MPI. 11. Parental consent Except in emergent situations, parents/guardians must provide consent for their children and selves to be transported by school or family centre staff or volunteers. The school or family centre, in preparation for the transportation, will review expectations for behaviour and potential consequences for not meeting them, with students and family members. 12. Records Management The following records will be collected on an annual basis by the school principal and filed in the school office, including: a. A copy of the employee s valid driver license and driver record at renewal b. Proof of vehicle insurance, including 3 rd party liability insurance c. Copy of completed and signed Employee/Volunteer Driver Form for the Transportation of Children, Students and Families by Community Service and Family Centre Activities

4 d. Copies of parental consent forms e. Records of any incidents related to performance of employee duties while transporting children, families and students f. A photograph of the vehicle that will be used demonstrating that visual inspection has occurred g. Staff and volunteer training records on use of car seats 13. Specific Safety Procedures The Division and its schools attempt to ensure the safety of its children attending families centres, students and families, and the greater community by avoiding activity that may reasonably and foreseeably contribute to or cause injury. Accordingly: a. a staff member or volunteer must supervise unaccompanied children and students at all times during the respective round trip b. staff member is defined to include volunteers or other adults designated as supervisors by the principal. c. School principals will determine requirements for criminal and child abuse registry verification for transporting and accompanying adults. d. Safety procedures will comply with all legal/legislative requirements. e. Where necessary, planning for transportation activities will incorporate health care plans and emergency response plans for students and f. Emergency Medical Care, Section B.1(4), and Guideline Administration of Medication g. Any accident must be reported on the LRSD accident report form

5 Transported Family Centre Children, Students and Families INFORMED CONSENT FORM To: Principal and Employee/Volunteer Driver of Name of School / Family Centre Purpose of Trip/Destination: Mode of transportation: Divisional Bus Commercial Vehicle (e.g. Taxi, transit bus) Private Vehicle Duration: As required during the school year, or Specific trip on to From Date To Date Times to From Time To Time In the event that your son/daughter is transported by private vehicle, you, by signing below, have read and agree to the following conditions for this activity and duration: The wearing of seat belts at all times (private vehicle) The use of approved car and booster seats in respect of your child s size and age (private vehicle) To support conduct and conditions that promotes the safe operation of the vehicle 1, give permission for my son/daughter, to be Name transported as described above by school or family centre staff or volunteers. School Administrator s Signature Parent/Guardian s Signature Date Date

EDUCATIONAL FIELD TRIP REQUEST FORM

APPENDIX A EDUCATIONAL FIELD TRIP REQUEST FORM PART A ONE DAY FIELD TRIP REQUEST School: Date of Proposal: Departure Day Date Time Return Day Date Time Destination Subject/Grade Purpose Curriculum Expectations