APG #SS13: Educational Field Trips & School Activities

Transcription

1 APG #SS13: Educational Field Trips & School Activities Adopted: December 16, 2008 APG Number: SS13 Revised: June 15, 2017, February 14, 2018 Former APG Number (if applicable): Reviewed: June 15, 2017, February 14, 2018 APG Category: Academic and Student Services Subsequent Review Date(s): February 2020 Page(s): 26 PREAMBLE These field trip regulations are designed to assist staff, including teachers, principals and superintendents to maximize student learning and opportunities. It is written for all grade levels, from kindergarten to grade 12. It must be read with an understanding that some situations may arise that are unforeseen and unique. For situations not addressed in this document, teachers and principals are to contact their supervisory officer to discuss. SECTION I Definition of a Field Trip The term Field Trip is to be used to include any event or program, which for pedagogical purposes, has students leaving school property under the supervision of a qualified teacher (can be with another school board employee or a volunteer) designated by the Principal. Use of this term will not include student exchanges, co-op education placements, credit-bearing courses outside of school and outside the regular school day. Generally, field trips fall into the following categories (these definitions include all activities regardless of the nature, duration and distance): 1. Local Trips Field Trips within the City of Greater Sudbury (CGS): These are local trips within the municipality in which the school is located. They usually include locations to which the students can walk or may require transportation to the site. 2. Regional Field Trips are one-day in duration and are outside of the CGS: These might include sports competitions, Toronto Zoo, hiking excursions, etc. 3. Extended Trips are those field trips that are beyond the general limits of the Board s geographical jurisdiction and last more than one day: These involve overnight stays (e.g. camping trips, band tours, regional sports competitions, etc.) 4. Special Field Trips shall be those that involve activities taking place in an environment in which perceived risk of danger and/or accident is higher and includes all trips outside the province of Ontario. These include one day and overnight trips. Approval All field trips, without exception, require approval as set out in this APG. APG# SS13 Educational Field Trips & School Activities Page 1

2 SECTION II Guidelines for Principals and Vice-Principals Since the principal is responsible for all of the students and staff of his/her school, the following are guidelines that must be considered when field trips are planned. 1. Connection to the curriculum Field trips are intended to be valid extensions and enrichment of school programs and connections to the curriculum. The principal must look carefully at the planned field trip to ensure that this is considered in all planned activities, as all programs must benefit the students academically. 2. Use of parent and other volunteers All volunteers must have a recent criminal background search with the vulnerable sector checked before being considered (less than six months old), and subsequent offence declaration on an annual basis. As well, all volunteers must be clearly informed of their responsibilities and behavioural expectations, including receipt and review of APG HR18 Volunteers in a School Setting. 3. Funding All approved field trips may be funded by individual school budgets, fundraising campaigns, contributions made by individuals or organizations, and costs assumed by students and/or their parents. 4. Safekeeping Staff members should take the necessary precautions to safeguard all of the funds collected for field trips such as depositing money directly into bank accounts and using the school safe where available. Money should not be left in areas that are easily accessible. The Board will not be responsible for lost or stolen money. All staff must comply with CS27 School Generated Funds. 5. Inclusion of Students Unable to Pay for Trip Every reasonable attempt must be made to ensure that all students are included in field trip experiences and that the opportunity to participate is not withheld because of an inability to pay. 6. Inclusion of Students with Special Needs Every reasonable attempt will be made to include students with a special need(s). 7. Students Remaining at School Teachers must ensure that appropriate school or course work is available and that supervision is arranged for students who remain at school. 8. Sunday Eucharist When a field trip includes a Sunday, the plan must specify an attempt to participate in the Sunday Eucharist for all participants. 9. Teacher-In-Charge Every field trip must appoint a teacher-in-charge. The teacher-in-charge along with all other supervisors must be familiar with the items contained in this APG. APG# SS13 Educational Field Trips & School Activities Page 2

3 10. Record Keeping Principals must keep a file on field trips taken by any group in the school. Each file should contain the details of the field trip and be available for review by the appropriate superintendent. Principals will forward all completed Risk Assessments for each excursion to the administrative assistant of their respective Superintendent. The Sudbury Catholic District School Board will keep each risk assessment on file for two years to allow schools to utilize the assessment for future trips. Assessments will be held for two years on the intranet after which they will need to be updated by a school requesting an excursion. 11. School Uniforms School uniforms will be worn during field trips, unless the nature of the activity prevents students from doing so, e.g. weather, comfort, nature of activity, etc. 12. Forms All appropriate forms (see Appendices) must be completed for all field trips. Failure to do so within the timeline provided could jeopardize approval of the field trip. 13. Alternate Plans The field trip plan must include alternatives should inclement weather or other circumstances cause the field trip to be concluded earlier than planned. 14. First Aid Training It is strongly recommended that at least one teacher or supervisor on a field trip have current emergency first aid training. 15. Ontario Physical and Health Education Association (OPHEA) OPHEA is a not-for-profit organization dedicated to supporting school communities through advocacy, quality programs and services, and partnership building. Their guidelines are known throughout the education community as having very high standards. OPHEA s safety guidelines must be followed as they represent the minimum standard that should be followed for all field trips. 16. Ontario Physical Health Education Association (OPHEA) Safety Guidelines Prior to all field trips staff must review the minimum standards for risk management practices for all activities related to Physical Health Education. All field trip applications must clearly indicate compliance with these standards and expectations OPHEA Safety Guidelines are accessible at: Ontario School Boards Insurance Exchange (OSBIE) The Ontario School Boards Insurance Exchange (OSBIE) is a school board owned, non-profit insurance program. The primary goals of the Exchange are to protect member school boards against losses, and to promote safety school practices. 18. Risk Management Risk Management is a systematic approach to preventing or reducing exposure to any type of loss. Everyone in the School Board including administrators, employees and volunteers, are responsible for risk management. SCDSB uses both OPHEA and OSBIE to complete the risk assessment. APG# SS13 Educational Field Trips & School Activities Page 3

4 SECTION III Approvals Field trip approval is required before ANY contract with carriers, travel agents and/or program personnel can be signed. Approvals Field Trip Category and Permission Required Field Trip Category Approved By Permission Form(s) Required Local Trips (within the CGS) (also includes any activity with the Killarney Outdoor Education Project) Principal 1. Parental Consent Form (Appendix E) 2. Athletic Field Trips (Appendix A&C) Regional (One-day & outside of the CGS) (exception any activity with the Killarney Outdoor Education Project) Extended (Beyond the CGS and Overnight) Special (High Risk or Outside of Ontario) Withdrawal of Approval Superintendent with recommendation from Principal Superintendent with recommendation from Principal Director with recommendation from Superintendent and Principal 1. Parental Consent Form (Appendix E) 2. Health Form (Appendix F) 3. Application for Approval to take students on a Field Trip Form (Appendix D) 4. Principal Checklist (Appendix H) 5. Athletic Field Trips (Appendix A&C) 1. Parental Consent Form (Appendix E) 2. Health Form (Appendix F) 3. Application for Approval to take students on a Field Trip Form (Appendix D) 4. Principal Checklist (Appendix H) 5. Athletic Field Trips (Appendix A, B&C) 1. Parental Consent Form (Appendix E) 2. Health Form (Appendix F) 3. Application for Approval to take students on a Field Trip Form (Appendix D) 4. Principal Checklist (Appendix H) 5. Students must provide proof of out of country/province medical insurance. Should an occasion arise where the approval of a field trip must be withdrawn, sufficient efforts must be made to advise all concerned parties as soon as possible and to assist them in recovering any resulting personal loss. In the event of a withdrawal, cancellation or alteration of an approved field trip, reimbursement for financial losses by students, their parents/guardians, or staff is governed by the following: a) The general rule is that the Board will not reimburse students, parent/s/guardians, or staff for any financial costs contributed or assumed by them; b) There are no circumstances in which the Board will reimburse expenses incurred by students, parents/guardians, or staff in connection with expenditures of a personal nature; c) When the Board or school is reimbursed for some or all of the cost of the field trip, the Board will share equitably the amount received in proportion to the losses incurred by the participants including the Board itself, taking into consideration amounts paid, and amounts credited to any participants. APG# SS13 Educational Field Trips & School Activities Page 4

5 d) For all regional, extended and special trips, a plan of action in the event of a medical emergency due to an allergic reaction or accident SHALL be developed. This plan shall include: - knowledge of nearest available medical assistance; - identification of nearest hospital emergency department; - communication for assistance; - transportation plan; - identification of person on trip able to administer epinephrine in the form of Epi-Pen; - availability of Epi-Pen for students identified with severe allergic reaction. Definition of Supervision: SECTION IV Supervision Supervision is the vigilant overseeing of an activity for regulation or direction. All facilities, equipment and activities have inherent risks, but the more effectively they are supervised, the safer they become. - A supervisor, is defined as a teacher, principal, or vice-principal employed by the School Board. A volunteer (not necessarily a teacher) could assist in the supervision of activities. Some examples of volunteers are: instructional assistants, educational assistants, retired teachers, parents/guardians and teacher candidates. Refer to the School Board APG #HR18 Volunteers in a School Setting. These volunteers must not be the sole supervisors of any activity. 1. All activities must be supervised. The Safety Guidelines designate three categories of supervision: Constant Visual, On-Site and In-the-Area. The categories are based on the principles of general and specific supervision which take into consideration the risk level of the activity, the participants skill level and the participants maturity. The three levels of supervision described below are not hierarchical but represent the type of supervision that an activity requires and the type of supervision that is inherently possible. - Constant Visual supervision means that the teacher is physically present, watching the activity in question. Only one activity requiring constant visual supervision may take place while other activities are going on. - On-Site supervision entails teacher presence but not necessarily constantly viewing one specific activity. Momentary presence in adjoining rooms to the gym is considered part of on-site supervision. - In-the-Area supervision means the teacher must be readily accessible and at least one of the following criteria is in place: - teacher is circulating; - exact location of teacher is known and location is nearby; or - teacher is visible. In-the-Area supervision is applied to activities that characteristically put students out of sight for periods of time (e.g. alpine skiing, cross country skiing, cross country running).. Constant Visual and On-Site supervision would not be possible in these situations. 2. The safety and supervision of students on field trips are paramount. The Board will endeavor to ensure that every reasonable precaution is taken to ensure the safety of students while on a school field trip. 3. A sufficient number of adult supervisor must be provided to ensure that adequate care is provided to the students. APG# SS13 Educational Field Trips & School Activities Page 5

6 4. Supervisors and volunteers must have a recent and approved criminal background search with a vulnerable sector checked. Offence declarations must be signed after the first year and kept on file with a copy of the original. Please refer to APG #HR18 Volunteers in a School Setting for further details. 5. Individual activities, specific field trips and various program requirements may require changes to the ratio. Principals and teachers must refer to the Ontario Safety Guidelines for Secondary and Elementary Schools, for recommended supervision practices and ratio of adult to student supervision. A. The following ratios are recommended for the following field trips: 1) those within the CGS, and 2) those that are one-day in duration and are outside of the CGS. (Depending on the risk involved in the activity there may be other supervision ratios required. Please go to to verify the requirements.) The following ratios are used for anything not listed on the OPHEA website: - Primary 1:10 - Junior 1:15 - Intermediate (gr. 7-8) 1:15 - Senior (gr. 9-12) 1:20 B. The following ratios are recommended for the following field trips: 1) overnight, and 2) outside of Ontario. (Depending on the risk involved in the activity there may be other supervision ratios required. Please go to to verify the requirements.) The following ratios are used for anything not listed on the OPHEA website: - Primary NOT ALLOWED - Junior 1:10 overnight allowed, Out of Province NOT ALLOWED - Intermediate (gr. 7-8) 1:10 - Senior (gr. 9-12) 1:15 Principals and teachers should give careful consideration to any special needs students when class field trips are being planned. Adult Supervision: Male-Female Supervisors For any overnight field trip in which students of both genders are involved, adult supervisors of both genders must be present. At least one of these adult supervisors shall be a teacher from the schools involved. List of Students Two lists of all students and chaperones participating in a field trip must be compiled prior to the trip. One list must be available in the school office and the other must be in the possession of the teacher-in-charge. When more than one bus is used, each person in charge of a bus shall have a list of students who are on the respective us. Also, students must travel in the bus to which they have been assigned. Student Identification For field trips that are outside of the CGS, the teacher-in-charge must have immediate access to student identification information at all times. This would include: student s name, address, telephone number, and emergency contact person. APG# SS13 Educational Field Trips & School Activities Page 6

7 Medical Information The teacher-in-charge must be fully informed of all medical or dietary conditions that any of the students participating in a field trip may have. The teacher-in-charge must ensure that the proper procedures for administering medication and/or medical assistance are available. SECTION V First Aid Training It is strongly recommended that at least one teacher or supervisor on a field trip has current emergency first aid training. Dealing with an Accident of a Serious Nature In the unfortunate event that an accident occurs, the teacher-in-charge, at the first opportunity, must contact the principal and the parent to inform them of the accident. In the event that a serious injury or fatality occurs during a field trip, the teacher-in-charge must contact the principal, superintendent, and Director immediately to report the incident. A serious injury is considered an injury that requires medical treatment. If a student, who is a minor, is ill or injured, he/she must NOT be sent home unaccompanied. Within 24 hours of a serious accident, an Incident Report Form must be filed and submitted to the Ontario School Boards Insurance Exchange (OSBIE). If a staff member or student is critically injured, the injury must be reported to the school Principal, who will follow Procedure for Reporting Critical Injuries (OSBIE) and who will inform the Superintendent. SECTION VI Fire Drill Evacuation Procedures If an overnight field trip is located at a conventional residential outdoor center, a fire drill procedure is generally addressed with students when they arrive. In conversation with the center staff before the field trip begins, the teacher-in-charge must ensure that this exercise will be conducted. If students are using motels, hotels or dormitory residences, the teacher-in-charge must investigate evacuation procedures and provide accurate details to students. It is very important that a predetermined meeting location be established in the event that an evacuation takes place. SECTION VII Field Trip Transportation The safest means of transporting students is in a school bus. According to Transport Canada, a passenger travelling in a school bus is 16 times safer that in any other private passenger vehicle. This fact should be taken into consideration whenever students must be transported. OSBIE Website, If required, transportation will be arranged in accordance with the following procedures and guidelines: 1. School buses or public transportation should be used whenever possible. The teacher-in-charge will select a carrier from a regulated bus operator. 2. Students should not drive themselves to or from field trips unless they have a detailed written consent form signed by their parents. Parents must be made aware that the Board is not responsible for the insurance on the vehicle and that their own personal insurance would have to respond in the event of a claim. APG# SS13 Educational Field Trips & School Activities Page 7

8 3. Students are not permitted to transport other students or to act as trip drivers. 4. Volunteer drivers must be over the age of 21 to transport students. They must possess, as required by provincial law, a valid driver s license and Third Party Automobile Liability Insurance coverage of at least $1 million. Volunteers and Board employees who use their personal vehicles for transporting students to school activities should advise their insurance carrier. 5. The use of 15 passenger vans is not permitted. 6. Volunteer drivers must ensure that children under 35kg. travel in the back seat of the vehicle. 7. Volunteer drivers must sign a Volunteer Driver Form (Appendix E Part A&B). Teachers Transporting Students If a teacher chooses to transport students using their personal vehicles, they must be aware of the following: 1. Again, a bus is the safest method of transportation. 2. Renting vehicles is an option worth exploring. It is important to note that the Board has an endorsement on their fleet policy that allows the fleet policy to be the primary coverage on all vehicles rented under 30 days, provided the vehicle is rented under the name of the Board and from an approved agency. 3. Teachers must also carry Third Party Automobile Liability Insurance coverage of at least $1 million. Please note that people are now purchasing limits of $2 million which are available at a reasonable cost. 4. A Volunteer Driver Form must be completed and submitted to the principal and may be kept on file for ongoing use during the year (this is applicable to all staff). 5. Individuals will be protected by the School Board, which has assumed responsibility for loss or damages exceeding the limit of insurance carried on their own vehicles or $200,000, whichever is higher, while transporting students on school trips. It is important to note that this excess coverage is for 3 rd party liability only (property damage or bodily injury) and not for property damage to the employee s or volunteer s vehicle. 6. If the personal vehicle is used to transport students, then the vehicle owner should notify his/her agent, broker or insurer to inform them that the vehicle is being used to drive students on the business of the Board. 7. Employees, trustees, volunteers, parents, students, and other individuals are protected while operating a vehicle not owned by them, while on Board business. Further, they are protected while operating their own vehicles on Board business, such as field trips. Driving to and from work is not considered Board business. Again, coverage is in excess of any vehicle owner s insurance coverage. Renting Vehicles If a teacher chooses to rent a vehicle to transport students, they must be aware of the following: 1. Vehicles being rented by school staff must be rented in the name of the School Board and not the school or the staff member s name. 2. Renters should purchase collision deductible waiver insurance from the rental agency to transfer the risk from the Board s liability policy to the rental agency s insurer. APG# SS13 Educational Field Trips & School Activities Page 8

9 3. Vehicles must be rented from an authorized, licensed and reputable agency. SECTION VIII Field Trips Requiring Additional Considerations Principals and Teachers must refer to the Ontario Safety Guidelines for Elementary and Secondary, OPHEA, when planning any water activities. Principals MUST verify that swim tests for all participants are completed and ensure that safety guidelines are followed (i.e. correctly fitting and Transport Canada approved PFD/Lifejackets must be worn by identified non-swimmers) Risk Assessments need to be completed for every field trip. Safety guidelines must be followed. Safety on site must meet or exceed guidelines. Special consideration and attention must be followed with all aquatic (programs, pools, boating). Please see OHPEA Guidelines for specifics. Water Parks It is important to note that water parks are considered high risk with low pedagogical value. Water parks are those facilities, which have slides, pools and various play areas where water is involved. The use of such facilities is to be considered as synonymous with swimming. All the rules regarding lifeguards, supervision and safety apply. SECTION IX Use of Alcohol by Teachers and Students During Field Trips Use of Alcohol by Teachers During Field Trips: Teachers and supervisors are not permitted to consume alcohol during a field trip. Use of Illegal Drugs, Alcohol and/or Tobacco by Students During Field Trips: Students are prohibited from using illegal drugs, alcohol or tobacco products during field trips. This also includes students who are of legal age to do so. Students and parents should be aware of the consequences should students violate this policy as per APG SS10 Code of Conduct. SECTION X Prohibited Activities Participation in the following activities is prohibited as an activity on or off School Board property as a schoolsanctioned event or as a co-curricular activity. a) using any type of boat on white water (including canoes) b) using any type of off-road vehicle (e.g. snowmobiles, 4-wheelers, go-karts, etc.) c) using any type of aircraft, with the exception of commercial planes (e.g. parasailing, parachuting, hot air balloon, etc.) d) mountain climbing e) bungee jumping f) war games, paint-ball or laser tag games g) out of ground trampolines (with the exception of mini-trampolines used for gymnastics) h) scuba diving i) boxing, kick-boxing, and extreme combat j) dunk tanks k) caving (spelunking) l) ice climbing m) animal rides APG# SS13 Educational Field Trips & School Activities Page 9

10 n) use of air-filled Fun Structures designed for jumping, free falls, sliding or crawling (NOTE: Does not apply to inflatable goal posts, hockey nets, basketball hoops) o) use of fireworks or other pyrotechnic devices p) diving into or sliding on foam or mud q) the use of Drones SECTION XI References References and Related Administrative Procedures and Guidelines (APG) - Joint Health and Safety Committee Guidelines - HR05 Criminal Background Checks - HR18 Volunteers in a School Setting - HS02 Employee Safety SECTION XII Risk Assessment The following questions relating to risk management should be asked when planning field trips: a) Risk Avoidance: Is the activity required? b) Risk Assessment: It is foreseeable that someone can be injured? c) Risk Assessment: What is the probability of injury? d) Risk Reduction: What can be done to prevent an injury? e) What is the probable severity of the most likely injury? f) What does OPHEA require? g) What is the access to first aid? h) What is the OSBIE risk rating associated with the activity? OSBIE Risk Priority and Profile Chart Risk Profile Priority Strategy High Severity/High Frequency High: high probability of Change Activity foreseeable injury occurring with few opportunities for mitigating strategies. High Severity/Low Frequency High-Medium: The probability of risk of injuring is readily recognized and measured. There are mitigating strategies to control or reduce the risk however if injury does occur it is typically severe. Low Severity/High Frequency Low Severity/Low Frequency Medium: The probability of risk of injuring is readily recognized and measured. Mitigating strategies to control or reduce the risk are available. Low: Risk exists by low probability of injury. Ensure OPHEA Guidelines are implemented. Communicate clearly the nature of the risk and importance of following instruction. Proceed with informed consent. Proceed with informed consent. Proceed with informed consent. APG# SS13 Educational Field Trips & School Activities Page 10

11 What activities are considered high/medium/low risk? The following is part of OSBIE s Field Trip Management Guidelines: a) Foreseeable Hazards Planned Destination: It is not possible to list all hazards for all possible school excursion destinations. For simplicity, the risks for any school activity can be sorted into three major categories Low, Medium and High, based on the criteria noted above. b) Low: There is an identifiable risk of a loss occurring, but it is either unlikely to occur or would not cause serious injury/damage. Some characteristics of low risk factors include, but are not limited to: sedentary classroom activities, low impact exercises, walking, computer studies, reading activities, etc. A particular event or situation may also be considered a low risk if the likelihood of an occurrence is rare or atypical for a school environment or location. Events with low statistical probability of occurring, such as hurricanes, earthquakes, nuclear war, radioactive fall-out, students experiencing fatal heart attacks, etc. are examples of remote risk that rarely occur, and unless situations or conditions suddenly change, would not warrant an allocation of resources to manage such risks. c) Medium: There is a known risk associated with the activity that may cause a loss to occur regularly, but you can take steps to remove or reduce the risk. Some characteristics of medium risk factors include, but are not limited to: physical contact sports, transportation, water transportation, downhill sports (ski, toboggan, tubing, etc.), water activities (swimming, sailing, canoeing, etc.), physical education programs, etc. d) High-Medium: There is also a sub-class in this category called High-Medium, which applies to activities where relatively few losses occur, but because of the nature of the hazards, any loss that does occur will result in a catastrophic injury. School excursions/activities that fall in this sub-category need to be carefully considered as to whether they are an appropriate activity, and if selected, managed with more caution. This sub-category includes activities such as Extreme Sports, wilderness excursions, rock climbing, high ropes, canopy walks, etc. e) High: The nature of the activity of the presence of obvious hazards result in a high probability of a loss occurring with catastrophic results, it is foreseeable that a loss will occur, and/or you have no control over the risks that are present. Some characteristics of high risk factors include, but are not limited to: Fall heights exceeding 8 feet; Exposure to weather elements sun, wind, extreme heat/cold; Extreme tidal conditions, currents or wave action (including white water); High speeds; Uncontrolled free fall or jumps; Areas prone to natural elements avalanche, mudslides, volcanic activity; flash flood, disease outbreak, etc.; Natural disaster areas hurricane, ice/snow storm, tornadoes, earthquake, etc.; Areas experiencing war (declared or undeclared), civil and/or political unrest (Contact Canadian Department of Foreign Affairs for Travel Information and Advisories); Exposure to wild and/or exotic animals; Inexperienced volunteers and/or teacher supervisors; Use of student drivers for transportation. The presence of any one or more of these factors is indicative of a high risk activity and may not be an acceptable risk for our school board. APG# SS13 Educational Field Trips & School Activities Page 11

12 Risk Management Recommendations: 1. Confirm that the activity is suited to the intended purpose/design of the facility/premise. 2. Use Informed Consent forms that must be signed by parents. 3. Ensure that all school activities are properly supervised by teachers and competent volunteers. 4. Recommend students carry Student Accident Insurance and, if applicable, out-of-province medical insurance. Many of the same excursions are being planned by different schools. Although each school takes on responsibilities, the risk management for the excursion is the same. To facilitate the same excursion, once a specific excursion goes through the risk management steps that particular report will be placed on the Intranet under Field Trips/Risk Management. This will allow schools to choose from field trips that have already gone through the necessary steps. Each form will be available for two years from the date of completion. APG# SS13 Educational Field Trips & School Activities Page 12

13 List of Appendices Athletics: Appendix A Extracurricular and Athletic Participation Form Appendix B Application for Principal/Superintendent/Director Approval to take student- Athletes on Overnight Tournaments Appendix C Overnight and/or tournament student permission form Field Trips: Appendix D Application for Approval to Take Students On a Field Trip submitted to Principal/Superintendent/Director well in advance of proposed field trip date(s) Appendix E- Informed Consent/Parental Permission for Field Trips Appendix E Part A Volunteer Driver, Authorization to transport students Appendix E Part B Volunteer Driver, Authorization to transport students, Summary of Insurance Appendix F- Student Health and Safety Information for overnight Appendix G Risk Assessment Appendix H- Principal checklist APG# SS13 Educational Field Trips & School Activities Page 13

14 EXTRACURRICULAR AND ATHLETIC PARTICIPATION FORM APPENDIX A Sport/Team: The sport will run from: Coach(es): to: The school will be using on a regular basis throughout the season in order to complement the program. Further details (practices, league play, tournaments, transportation, etc.) are attached for your information. Student Information: Name: Date of Birth (dd/mm/yy): Address: Family Dr.: Phone#: Parent/Guardian s Name and Work Phone #: Emergency Contact Name and Phone #: Medical Concerns Do any of the following conditions apply to this student? Concussion (date of concussion) Allergies (please X): DRUG FOOD PLANT INSECT ENVIRONMENTAL OTHER Diabetes: Asthma: Epilepsy: Heart Condition: Recent Illness/Operation: Rash: Contact Lenses: Describe details of above: Please describe any other food restrictions (e.g. Religious, vegetarian, etc.): Does this student require regular medication? Please describe: I Parent/Guardian Name acknowledge that the above information is complete and correct. Parent/Guardian Signature: Date: PLEASE READ AND SIGN NEXT PAGE APG #SS13 Educational Field Trips & School Activities APPENDIX A Page 1

15 Elements of Risk The risk of injury exists in every sporting event. However due to the very nature of some activities the risk of injury may increase. All sports have high physical demands and inherent risks, which are beyond the control of the Sudbury Catholic District School Board. Falls, collisions and other incidents may occur and cause injury. Students must assume the risks and dangers. The safety and well-being of students is a prime concern and attempts are made to manage, as effectively as possible, the foreseeable risks inherent in the activity. The chance of an accident occurring can be reduced by carefully following instruction at all times while engaged in the activity. If you choose to allow your son or daughter to participate, you must understand that you will bear the responsibility for an accident that might occur. The Sudbury Catholic District School Board does not provide any accidental death, disability, dismemberment or medical expenses insurance on behalf of the students participating in this activity. Student accident insurance coverage may be purchased through Reliable Life Insurance Company and it is strongly recommended for students taking part in athletic competition. Behavior Students are expected to behave in the same manner as they would if they were in school during a regular school day. School regulations, behavior policies, etc. will apply, as explained to them by their coach(es), and they will be followed for the duration of the season. I understand that should the conduct of my son or daughter become detrimental to the safety and the welfare of others, I will be contacted and my son or daughter could, at the discretion of the coach or teacher-in-charge, be returned home under supervision and at my expense. In the event of absenteeism, remuneration for activity expenses may not be provided. Acknowledgment I have read the elements of risk and behavior guidelines and I am familiar with the schedule of activities for this sport. I understand that in permitting to participate in this sport, I am assuming the risks associated with doing so. To my knowledge, the above named student is capable physically and emotionally to participate in this sport. I give the student permission to participate in this sport. Signature of Student: Date: Signature of Parent/Guardian: (Not necessary if student is 18 or older) Date: NOTE: Overnight trips require completion of the Overnight/Additional Tournament Permission. APG #SS13 Educational Field Trips & School Activities APPENDIX A Page 2

16 APPLICATION FOR PRINCIPAL/SUPERINTENDENT/DIRECTOR APPROVAL TO TAKE STUDENT-ATHLETES ON OVERNIGHT TOURNAMENTS (For any overnight tournaments, this form MUST be completed) APPENDIX B School: Date of application: Team: Coach(es)/Teacher(s): Number of Students: Male: Female: Event and Destination: Accommodations (e.g., hotel, phone number, etc.) Departure Date: Return Date: Time: Time: Mode of Transportation: How will the trip be financed: I am aware that if parents and/or teachers are driving that a Volunteer Driver Form must be completed. I have read and followed the appropriate section of the OPHEA guidelines and OSBIE Key Elements of Risk Assessment and have followed the steps in involved (ex. Risk Assessment) Submission of Risk Assessment to Superintendent Signature of Coach: Date: Reviewed by Program Leader: Date: Reviewed by Principal: Date: Approved by Principal: Date: Approved by Superintendent: Date: APG #SS13 Educational Field Trips & School Activities APPENDIX B Page 1

17 OVERNIGHT AND/OR TOURNAMENT STUDENT PERMISSION FORM APPENDIX C Team: Departure Date/Time: Transportation: Event: Return Date/Time: Teacher In Charge: Accommodation Information: Elements of Risk The risk of injury exists in every activity. However due to the very nature of some activities the risk of injury may increase. Falls, collisions and other incidents may occur and cause injury. Students must assume the risks and dangers. The safety and well being of students is a prime concern and attempts are made to manage, as effectively as possible, the foreseeable risks inherent in the activity. The chance of an accident occurring can be reduced by carefully following instruction at all times while engaged in the activity. If you choose to allow your son or daughter to participate, you must understand that you will bear the responsibility for an accident that might occur. The Sudbury Catholic District School Board does not provide any accidental death, disability, dismemberment or medical expenses insurance on behalf of the students participating in this activity. Student accident insurance coverage may be purchased through Reliable Life Insurance Company and it is strongly recommended for students taking part in athletic competition. Behavior Students are expected to behave in the same manner as they would if they were in school during a regular school day. School regulations, behavior policies, etc. will apply, as explained to them by their coach(es), and they will be followed for the duration of the season. I understand that should the conduct of my son or daughter become detrimental to the safety and the welfare of others, I will be contacted and my son or daughter could, at the discretion of the coach or teacher-in-charge, be returned home under supervision and at my expense. In the event of absenteeism, remuneration for activity expenses may not be provided. Acknowledgment I have read the elements of risk and behavior guidelines and I am familiar with the schedule of activities for this sport. I understand that in permitting to participate in this sport, I am assuming the risks associated with doing so. To my knowledge, the above named student is capable physically and emotionally to participate in this sport. I give the student permission to participate in this sport. Health Form Update Please provide any additional medical information not included on the Student Health Form that was filled out at the beginning of the season: Approval of Program Leader: Approval of Principal: Signature of Student: Signature of Parent/Guardian(s): (Not necessary if student is 18 or older) Date: Date: Date: Date: APG #SS13 Educational Field Trips & School Activities APPENDIX C Page 1

18 APPENDIX D APPLICATION FOR APPROVAL TO TAKE STUDENTS ON A FIELD TRIP (NOTE: All overnight field trips and those outside of the CGS must have both principal and superintendent approval AND all out of province trips require principal, superintendent and director approval) (Field trips to Killarney Shebanoning Outdoor Environmental Education Centre DO NOT REQUIRE Superintendent Approval) Name of School: Date: Grade(s): Teacher(s): Number of Students: Male: Female: Other Supervisor(s): Supervision Ratio: Event and Destination: (please provide all details i.e. costs, or attach letter home to parents) Departure Date and Time: Return Date and Time: Mode of Transportation: Describe the pedagogical value of this field trip by listing the curriculum expectation(s) that will be met: Please attach the following: 1. Proposed detailed itinerary 2. Letter of communication to parents/guardians 3. Risk Assessment 4. If applicable: copy of teacher/instructor/volunteer qualification certificate (e.g., swimming, canoeing, skiing, etc) 5. Principal checklist I have read the Field Trip APG and I have adhered to with the regulations and guidelines. Signature of Teacher: Signature of Principal: Signature of Superintendent: (if applicable) Date: Date: Date: APG #SS13 Educational Field Trips & School Activities APPENDIX D Page 1

19 INFORMED CONSENT PARENTAL PERMISSION FORM FOR FIELD TRIPS APPENDIX E As an extension of the curricular program, Name of School is planning an excursion to. Students will leave the school at Students will travel by. and return to the school at Cost to the student: $ THIS FORM MUST BE READ AND SIGNED BY EVERY STUDENT WHO WISHES TO PARTICIPATE AND BY A PARENT OR GUARDIAN OF A PARTICIPATING STUDENT Elements of Risk Educational activity programs, such as involve certain elements of risk. Injuries may occur while participating in these activities. The following list includes, but is not limited to, examples of the types of injury which may result from participating in the above-mentioned activity. 1., 2., 3.. The risk of sustaining these types of injuries result from nature of the activity and can occur without any fault of either the student, or the School Board, its employees/agents or the facility where the activity is taking place. By choosing to participate in the activity, you are accepting the risk that your child may be injured. The chance of an accident occurring can be reduced by carefully following instructions at all times while engaged in the activity. If you choose to participate in on, you must understand that you bear the responsibility for any injury that might occur. The Sudbury Catholic District School Board does not provide any accidental death, disability, dismemberment or medical expense insurance on behalf of the students participating in this activity. Acknowledgment We have read the above. We understand that in participating in the activity described above, we are assuming the risks associated with doing so. Signature of Student: Signature of Parent/Guardian: Date: Date: Permission I give permission to participate in Name of Student Activity to be held on. Date Paid by cheque or cash with the school Paid online Signature of Parent/Guardian: Date: APG #SS13 Educational Field Trips & School Activities APPENDIX E Page 1

20 VOLUNTEER DRIVER AUTHORIZATION TO TRANSPORT STUDENTS APPENDIX E This will authorize (Name of Teacher or Other Volunteer Driver) 1. To transport students participating in the events listed on the attached school schedule, 2. To transport students participating in the following school activity: OR 3. Vehicle Information: Make: Year: License # Date School Name Principal s Signature NOTE: ALL TRIP DRIVERS, INCLUDING VOLUNTEER DRIVERS, ARE ADVISED THAT, IN ORDER TO BRING INTO EFFECT THE BOARD S EXCESS LIABILITY INSURANCE, THEY MUST: a) Use a licensed automobile which carries valid automobile Third Party Liability insurance as required under Ontario legislation; b) Provide the School Board with prompt written notice, with particulars, of any accident arising out of the use of a licensed automobile during a trip on Board-related business; c) Be aware that the School Board s Excess Automobile Liability insurance comes into effect only after the vehicle owner s primary Third Party Liability insurance limit has been exhausted; d) Be aware that any damage to the volunteer s vehicle, the cost of any insurance deductible or premium adjustment as the result of an accident while the vehicle is being used on Board-related business is NOT covered by the School Board s Excess Automobile Liability insurance. e) Be aware that if the vehicle is equipped with passenger-side air bags, children under 12 years should not be permitted to ride in the front seat (See vehicle manufacturer s recommendation). NOTE: A trip driver is defined as any person authorized by the Board who has agreed to be a driver for a certain trip while they are driving their own or another licensed automobile. This includes, but is not limited to: Trustees, employees, teachers, parents, volunteers, and officials of the School Board. At no time can students act as volunteer drivers. PLEASE READ AND SIGN NEXT PAGE APG #SS13 Educational Field Trips & School Activities APPENDIX E Page 2

21 DECLARATION TO BE SIGNED BY DRIVER APPENDIX E I declare that I hold an unrestricted driver s license and am authorized to drive in Ontario, and my vehicle is insured by a valid automobile liability insurance policy as required by Ontario law. I declare that the vehicle described above is mechanically fit and that there are seat belts in working condition for all passengers. Signature Date DECLARATION TO BE SIGNED BY DRIVER I declare that I have authorized students participating in the school event(s) listed on this form. to drive my vehicle to transport I declare that he/she holds an unrestricted driver s license, is authorized to drive and is insured as an operator under the vehicle s liability insurance. I declare the vehicle described above is mechanically fit and that there are seat belts in working condition for all passengers. Signature Date APG #SS13 Educational Field Trips & School Activities APPENDIX E Page 3

22 VOLUNTEER DRIVER AUTHORIZATION TO TRANSPORT STUDENTS SUMMARY OF INSURANCE APPENDIX E 1. Volunteer Supervisors on School Premises The School 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 law suits that are brought against staff or volunteers who are supervising school events and provides protection up to $20 million for each occurrence. 2. Volunteer Drivers for School Activities Ontario legislation makes automobile insurance compulsory in the Province of Ontario. The same legislation makes the owner s insurance primary coverage in the event of an accident - in other words, the insurance carried on the vehicle responds first. If a vehicle, which is not owned by the School Board is being operated by a volunteer or any other Board employee for approved school activities, the Board s Non-owned Automobile Insurance endorsement will respond to Third Party Liability claims in excess of the owner s insurance limit up to a total combined limit as stated in the Non-owned Auto Policy. There is no coverage provided by the School Board s Insurance for damage to volunteer s or employee s vehicles while they are being operated for Board activities. According to Provincial legislation, passengers who are injured would recover Accident Benefits coverage from their own or a parent s automobile policy. In the absence of a personal or family automobile policy, the passenger would then be eligible to recover benefits from the insurance policy covering the vehicle in which they were riding. 3. Personal Automobile Insurance Coverage For the personal protection of volunteer drivers, it is recommended that drivers carry a minimum of $1 million of Third Party Automobile Liability Insurance. Volunteers and Board employees who use their personal vehicles for transporting students to school activities should advise their insurance carrier. APG #SS13 Educational Field Trips & School Activities APPENDIX E Page 4

23 STUDENT HEALTH AND SAFETY INFORMATION for Overnight APPENDIX F The information on this form is collected under the authority of the Education Act, R.S.O. 1991, Section 170 (1) and will be used for administration of school excursions and in the event of a medical emergency. If you have any questions regarding the collection or use of this information, please contact the school Principal. Name of Child: Date of Birth: Sex: School Name: Student s Home Address: Student s Home Phone Number: Father s (Guardian s) Name: Address: (if different from student s) Place of Employment: Phone: Mother s (Guardian s) Name: Address: (if different from student s) Place of Employmen Phone: Family Doctor: Phone: Alternate: Phone: Does your child have any special condition which must or should be taken into consideration in his/her participation in a full academic and physical program? (Allergy, Asthma, Diabetes, Epilepsy, Feet or Legs, Heart, Skin, Other) Please comment. Recent Illness or Operation: Other: Does your child carry any medication for the above-mentioned condition(s)? If so, please give details: (e.g. Epipen): Does your child carry an Epipen? Yes No Has he/she any drug allergy or sensitivity? If so, please give details: APG #SS13 Educational Field Trips & School Activities APPENDIX F Page 1

24 Has he/she any serum sensitivity? If so, please give details: Date of last tetanus shot (if known): Concussion (date of concussion) If there are any medical details that you feel might be of some assistance to the teacher to ensure the safety of your child, please contact the teacher at school or use the space below to inform the teacher of these details. Parent/Guardian Signature: Date: APG #SS13 Educational Field Trips & School Activities APPENDIX F Page 2

25 Risk Management Steps for Completed by: School: APPENDIX G Date: Steps in the risk management process 1. Identify and analyze risk (Elementary or Secondary and then activity/sport) AND Identification of risks: Analyzation of risks: Tasks assessmenttoolkit/priority-chart.aspx 2. Review risk management strategies: 3. Select risk management strategies a. Risk avoidance b. Risk reduction c. Risk transfer d. Accept e. Combination of the above 4. Implement risk management strategies Risk management strategies are: Avoidance - risk of injury is too high and cannot be reduced or controlled Reduce - can take steps to reduce the chance of injury -best for those risks that are easily recognized and measured - chance of loss/no loss Transfer - transfer the risk to another party i.e. insurance, organization Accept - risk of injury is low - do this with basic risk management strategies in place Selected risk management strategy: Justification: How will risk management strategies be implemented: 5. Monitor results and make improvements as necessary What were the results of the risk management strategies: (to be completed following field trip) APG #SS13 Educational Field Trips & School Activities APPENDIX G Page 1