School Excursions. The Director of Education holds the principal responsible to ensure that:

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1 Administrative Procedure 260 Background School Renfrew County District School Board recognizes the value of offering inclusive and equitable excursions which align with educational programming. Student excursions can be defined as organized educational activities that occur away from the school in which the participants are enrolled. Whether co-curricular or extra-curricular, these excursions can be an effective means of providing students with learning opportunities beyond those which can be offered within the school. The Director of Education provides the following definitions and guidelines to govern the operation of student excursions. Procedure 1. Definitions Section 1.01 Co-Curricular Organized educational activities selected because of a connection to one or more subjects of study (e.g. a field trip to the museum). The purpose is to reinforce or extend student knowledge, skills, or attitudes being developed within the school setting. Section 1.02 Extra-curricular Organized student activities selected because of a connection to broader educational goals of a social, sports-related, or cultural nature (e.g. a school team travelling to a basketball tournament). 2. Responsibility of the Principal The Director of Education holds the principal responsible to ensure that: (a) (b) (c) excursions are thoroughly planned and are linked with the curriculum guidelines; the teacher responsible for the grade, subject area, or classroom, is willing to be the lead teacher organizing and supervising the trip; trained personnel in CPR and First Aid are available to all students and staff on the trip;

2 2 (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) excursions are adequately supervised in adherence with the O.S.B.I.E. and O.P.H.E.A guidelines, as the safety and well-being of students is of paramount importance; parents and students are informed of any material and known risks and should be given adequate information about the trip/excursion; activities that carry some potential for high risk are managed carefully and an informed consent is obtained for any of these activities (please refer to O.S.B.I.E. guidelines); overnight excursions involving both male and female students have at least one male and one female supervisor; parents/guardians and students are made aware of, and agree to conform with, the school Code of Conduct according to the Education Act, and students and parents comply with the school s Student in Good Standing Form; proper liability insurance coverage is in place prior to the student excursion; any student participating in an excursion off school property has written permission from his/her parent/guardian and all consent forms are collected and accounted for prior to each trip; students who are not participating in an excursion which occurs during school hours are provided with appropriate in-school activities; a school bus used for a student excursion is staffed with at least one of the designated school personnel. This supervisor will be responsible for monitoring the behaviour of the students riding the bus; no commitment is made to students, parents/guardians, transportation authorities, or travel agents until approval in principle for the trip has been received from the appropriate approving authority as set out in this procedure. Approval in principle does not guarantee final approval. In considering final approval, the approving authority will consider the following: (i) expressed educational value of the excursion; (ii) evidence of good planning and appropriateness of activities; (iii) evidence of appropriate liability insurance; (iv) suitability of proposed supervision; (v) suitability of proposed travel and accommodations; (vi) appropriate financial plan identifying proposed sources of funding; (vii) evidence of written approval from parents/guardians; (viii) appropriate plans for non-participants; (ix) method of travel must be from the Board Approved Operators list on the board s staff site.

3 3 (x) impact on regular program caused by student and teacher absence during excursion; (xi) appropriate training/qualifications for supervisors; (xii) provision of itinerary and contingency plan; (xiii) and any other relevant factor. All excursions require written approval from the designated authority as indicated in the following chart. Type and Duration Approving Authority Deadline for Request for Approval in Principle Day trips Principals Determined at school level Overnight trips Super- 3 months in (Elementary not intendent advance of the to extend more trip (excluding than one night) Overnight trips of more than one night (Secondary only) Overseas Trips/Out of Country (Secondary) Superintendent Board 3 months in advance of the trip (excluding 10 months prior to the trip Deadline for Request for Final Approval Determined at school level One month (excluding One month (excluding One month in advance through Superintendent Expectation Scheduled to minimize instructional days missed; Accessible to all eligible students Involve minimum cost. Scheduled to minimize instructional days missed; Accessible to all eligible students; Involve minimum cost; Consultation with parents and appraisal of school council must take place during the 10- month planning period.

4 4 3. Criteria for School a) Situations that do not meet the criteria above should be proposed to the family of schools superintendent by the school principal. b) such as ski weekends and commercial holiday tours on which teachers may accompany students and may provide leadership in co-operation with other agencies are not excursions connected with the educational program and are, therefore, not sanctioned by the Director. Advertising for these trips will not occur in the school. Absence from work will not be authorized for any staff involved in such a trip. Please note the service contract is between the tour provider and the parent/student. The district will not enter into any contracts with the tour provider or with parents and thus is not in a position to cancel the excursion. However, individual participants may choose to withdraw at any time and pay the cancellation penalty. c) Student and teacher absences resulting from curricular excursions must have a minimal impact on regular school programs. d) Parents must be made aware of the potential of trip cancellation and that students will be sent home at parents expense if there are behaviour concerns. e) It is mandatory for all students to travel on the bus on school excursions. If parents wish to drive their child(ren), then they must put their request in writing to the principal, and the principal would exempt the student in writing. Renfrew County District School Board does not, however, have any responsibility for coop students travelling by private vehicle. 4. Liability Insurance 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) (b) (c) (d) use a licensed automobile which carries valid automobile Third Party Liability Insurance as required under Ontario legislation; notify the driver s insurance company and place a rider on policy; provide the administration with prompt written notice, with particulars, of any accident arising out of the use of a licensed automobile during a trip on boardrelated business; 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;

5 5 (e) (f) (g) 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. N.B. A trip driver is defined as any person authorized by the administration who has agreed to be a driver for a certain trip while he or she is driving his or her own or another licensed automobile. This includes, but is not limited to: trustees, employees, teachers, parents, volunteers, officials of the school board. Volunteers accompanying any students on a school excursion are required to have a criminal background check including a vulnerable sector screening. Appropriate Supervision for the Various Grade Levels for Activity 1) Gr. 1-2 Gr. 3-5 Gr. 6-8 Gr Local area of interest or nature walks One day class excursions by car or bus Overnights No No No Additional supervision may be required to meet the needs of the classroom due to special circumstances. For sport teams, refer to O.P.H.E.A. guidelines.

6 6 Chart of the Forms Required for School Type and Duration Day Trips High Risk Overnight or Overseas High Risk (b) Forms Required Day Excursion Request Form Checklist for Teachers for Day Checklist for Principals Parental Consent and Student Medical Form Student in Good Standing Contingency Plan Informed Consent/Permission Form or a Release and Indemnification Form for Education Trips for High Risk Overnight or Overseas Excursion Checklist for Teachers for Overnight Checklist for Principals Parental Consent and Student Medical Form Student in Good Standing Contingency Plan Informed Consent/Permission Form or a Release and Indemnification Form for Education Trips for High Risk Location of Form Form Form Form Form sample Form sample Form Form or Form (depending on age of student) Form Form Form Form sample Form sample Form Form or Form (depending on age of student)

7 7 Please Note: If private vehicles are being used for transporting students, then the appropriate Travel by Private Vehicle Forms must be completed. The Form numbers are: and If the excursion has elements of high risk (e.g. white water rafting), then an Informed Consent/Permission Form for Education Trips or a Release and Indemnification Form for Travel by Private Vehicle - Board Staff or Non-Student Volunteer Education Trips must be completed by every participant. The Form numbers are: or Additional supervision may be required to meet the needs of specific situations. For sport teams, refer to O.P.H.E.A. guidelines. Forms Checklist: Form Parental Consent and Student Medical Form Checklist for Principals for Form Student in Good Standing Policy (Sample) Form Contingency Plan (Sample) Form Day Excursion Request Form Form Checklist for Teachers for Day Form Overnight or Overseas Excursion Request Form Form 260-7A School Activities Budget Form Form Checklist for Teachers for Overnight or Overseas Form Travel by Private Vehicle Board Staff or Non-Student Volunteer Form Travel by Private Vehicle Student Driver, 18 Years or Older Form Parent Permission Form - Travel by Private Vehicle Board Staff or Non-Student Volunteer Form Informed Consent/Permission Form for Education Trips for High Risk (Students Over Age 12 and Under 18 Years of Age Form Release and Indemnification Form for Education Trips for High Risk (Students 18 Years of Age and Older) Legal Reference Education Act S. 1; S. 170; S. 265