MEDICINE HAT SCHOOL DISTRICT NO. 76 ADMINISTRATIVE PROCEDURES

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1 MEDICINE HAT SCHOOL DISTRICT NO. 76 ADMINISTRATIVE PROCEDURES TITLE: Off Campus Field Trips, Tours and Projects PROCEDURE CODE: 770 P 001 POLICY REFERENCE: 770 Off Campus Trips, Tours and Projects EXHIBITS: 770 E E 002 Student Permission Form 770 E 003 Waiver Form (Out of City Travel) 770 E 004 Waiver Form (Extra-Curricular Activities) 770 E 005 Adult Waiver & Release Form 770 E 006 Parent Letter re: Immunization 770 E 007 Automobile Driver Authorization Form PROCEDURES The term Field Trip which encompasses the terms excursions and student travel is used to refer to any student activity that is organized, sponsored and approved by the school or District to take place off the property of a school in which the students are registered or are otherwise scheduled to attend on a regular basis. Field Trips do not include individual student exchanges, work experience programs, travel to and from regularly scheduled Career and Technology Study Classes, or Registered Apprenticeship Programs that are governed by other regulations. Activities are grouped into categories by risk level at the end of this policy (see Schedule A ). The chart may not include all possible field trip activities. Activities not included require principal, superintendent and possibly Board of Trustee approval. The following approval processes shall be followed for the respective field trip categories: Risk Levels & Approvals for Various Activities: Green 1) Off-campus GREEN activities from the School Activity Chart (see Schedule A ) within the city limits must have the approval of the (i) school principal. 2) a. Trips which are GREEN and out-of-town, but within the province, and trips which are out-of-province, but within Canada, must have the approval of the: (i) school principal and (ii) Superintendent of Schools. b. Student travel internationally will occur as a District sponsored activity when approved by the (i) Board of Trustees

2 2 Yellow 1) Activities categorized as YELLOW from the School Activity Chart may or may not be allowed. Additional preparation, prior to the activity, and supervision, during the activity, may be required for a yellow activity to be approved. All YELLOW activities must have approval of the: (i) school principal and (ii) Superintendent of Schools. Red 1) All RED activities from the School Activity Chart are not allowed. Parental Consent Parents or guardians of students must be informed of and consent to all off-campus activities. Notification to parent or guardian is waived for independent students. International Trip Approval and Cancellation-Recall: International trips are required to follow a prescribed format of documentation and approval processes. The specific steps are clearly laid out in the International Travel Guidelines Handbook. The first step in the process is for the organizing teacher to attend an orientation meeting with the Superintendent and/or Secretary Treasurer to review the guidelines. A teacher will need to attend two Board Meetings prior to final approval. The first meeting is for approval in principle. The second meeting is for final approval pending completion of all documentation. Final approval should be at least one month prior to the trip. See Schedule B for how the Board determines which countries will be considered for international travel. You will also find information on how and when the Board can recall a trip already in progress or cancel a trip that was previously approved. Passport Requirements Due to the various expectations of different countries each student and chaperone must be in possession of a passport, valid for at least six (6) months beyond the expected return date. Insurance Requirements: 1) International Travel Medicine Hat School District No. 76 has provided for insurance coverage for all Students and Chaperones travelling internationally. The Insurance Option 3 coverage includes medical, trip cancellation/interruption and baggage. All Students and Chaperones are required to purchase the School District Travel Insurance. Adults participating in the trip who are not designated chaperones are not eligible to purchase this insurance. 2) Domestic Travel (within Canada) The purchase of District insurance is not mandatory for groups travelling within Canada, however these groups may purchase District insurance should they choose to do so. Please contact the Assistant Secretary Treasurer s Office to obtain a current Blanket Student Travel Insurance Plan brochure and insurance coverage costs and details.

3 3 Transportation: The preferred method of transportation to off-campus activities is a licensed carrier. When transportation by licensed carrier is impractical for financial or other reasons and private vehicles are used, the following regulations apply: a. the principal or designate must have drivers complete the Application for Automobile Driver Authorization (Form 770 E 007). b. the owner of the private vehicle being used must give consent for the use of the vehicle for the purpose of transporting passengers. c. the student and the parent or guardian must be informed of means of transportation. Supervision: The principal must ensure that reasonable supervision of activities is provided. Annual Approvals: For in-town field trips for scheduled classes of students and for sports teams a yearly approval may be obtained from the parents and the Superintendent. Retention Of Documents: All forms required for an activity must be kept on file for a period of not less than two years.

4 4 Field Trip Forms Summary: The following is a summary of the various forms and approval levels that are required: FIELD TRIP FORM NUMBER FORM NAME PARENTAL CONSENT AUTHORIZATION REQUIREMENTS In Town 770 E E 002 Student Permission Form Superintendent (if there are any yellow activities) Out-of-Town 770 E E 003 Waiver Form (Out of City Travel) Superintendent Out-of- Province 770 E E 003 Waiver Form (Out of City Travel) Superintendent International 770 E E E E 006 Waiver Form (Out of City Travel) Adult Waiver & Release Form Parent Letter re: Immunization Superintendent Board of Trustees [Please refer to the International Travel Guidelines Handbook.] Extra- Curricular Activities 770 E E 004 Waiver Form (Extra-Curricular Activities) Superintendent (if out-oftown travel) [Approval is only required once a year if a team game schedule is included.] Personal Vehicle 770 E 007 Automobile Driver Authorization Form (or Vice-Principal) [Required where a private vehicle is to be used to transport students by parents to offcampus activities.] Remember Any activities classified as Red must not be included in any Off-Campus Field Trip, Tour or Project. Approved: June 13, 2006 Revised: April 16, 2013 May 20, 20

5 MEDICINE HAT SCHOOL DISTRICT NO 76 SCHOOL ACTIVITY CHART Red Activities are activities that will not be approved, they are as follows: Auto Racing Boxing Bungee jumping Caving Demolition derbies Drag Racing Fireworks displays Horse jumping Hot air balloon rides (tethered or not) Ice climbing Mechanical bull riding Motor cross Mountain biking (downhill) Mountain climbing Schedule A Off road (all-terrain vehicles, snowmobiles) Paintball/War games Racing of watercraft Rifle ranges Rock climbing Rodeos Skydiving Whitewater kayaking Whitewater rafting (intermediate and advanced runs) Winter biathlon with live ammunition Yellow Activities are activities that may be approved with additional preparation and supervision, they are as follows: Archery Canoeing Diving Firearms courses Go-karting Karate Kayaking pool/lake Orienteering Out of province/out of country travel Roller blading/in-line skating Ropes courses (high and low) Sailing Scuba diving Skateboarding/skateboard parks Wall climbing Summer Camp-outs Water skiing Watercraft (no racing) Whitewater rafting (beginner level runs) Winter camp-outs Green Activities are activities that will be approved following standard preparation, they are as follows: Biking on Trails Court Sports Cross Country Skiing Curling Downhill Skiing Fishing Golf Gymnasium Programs (Common) Hay rides Hiking on Trails Horseback riding (trail riding) Hunter Training Ice Hockey Ice Skating Low risk physical injury activities Non-physical educational/cultural programs Sleigh rides Snowshoeing Sports field programs (common) Swimming Tobogganing

6 GOVERNMENT OF CANADA TRAVEL ASSESSMENT AND ADVISORY LEVELS Schedule B Country Travel Advice and Advisories: At the Canadian Travel Advice website, you will find official information and advice from the Government of Canada on situations that may affect your safety and well-being abroad, as well as other important travel issues such as security, local laws and culture, entry and exit requirements and health. Canadian Advisory Ratings: Website: Travel.gc.ca 1. Normal - Exercise normal security precautions. 2. Normal with Precautions - Exercise normal security precautions; a regional travel advisory is in effect. 3. High - Exercise a high degree of caution. 4. High with Regional Advisory - Exercise a high degree of caution; a regional travel advisory is in effect. 5. Avoid Non-Essential Travel - Avoid all non-essential travel a nationwide travel advisory is in effect. 6. Avoid All Travel - Avoid all travel a nationwide travel advisory is in effect. Board Risk Tolerance: The Board will only consider trip requests to countries with an advisory rating of 1 (Normal) and 2 (Normal with Precautions). Countries with a rating of 3 (High) to 6 (Avoid All Travel) will not be considered by the Board. For trips to countries with an advisory rating of 2 (Normal with Precautions) - organizers will need to avoid any areas where regional advisories are in effect. Trip Cancellation-Recall: The Board reserves the right to cancel any trip to a country where the advisory rating has changed prior to travel dates. This will include countries whose ratings have changed from the date that the trip was preliminary approved, up to and including, the date of travel. The Board reserves the right to recall any trip if, during the trip, the circumstances in the country change and the Board is of the opinion that it is in the best interest of the group to leave the respective country. The Board further reserves the right to cancel or recall any trips that, in the Board s opinion, puts the personal safety of the children or the staff at risk.