Administrative Regulations for Student Travel
GENERAL GUIDELINES:
1. The administration of this policy is the responsibility of the Assistant Director of
Education (Programs), or designate.
2. Student travel should be arranged to keep loss of instructional time to a minimum.
3. Transportation of students to any event away from the school requires prior
approval of the principal.
4. Application for approval of all out of province student travel (K-12) will be made
by school administration through Member Services. The application shall:
•
Be processed by the SEO of the particular family of schools.•
Include an itinerary of the proposed school trip.•
Provide information on travel destination, dates of departure and return,number of students, purpose of travel, names of teacher/adult chaperones,
arrangements for accommodations, and emergency contact number while
travelling.
•
Provide information on any fundraising activities associated with the proposedschool trip.
Note: If the dates of a proposed trip (one not directly related to curriculum
outcomes or one not related to approved school team/group travel) are outside
the vacation periods, consultation is required with the Assistant Director of
Education – Programs regarding trip approval.
5. Any changes to approved travel itineraries must be reported to the SEO for the
family of schools.
6. Whenever students are traveling on school-sponsored activities that require an
overnight stay, they must be accompanied by a teacher employed by the Eastern
School District. This requirement may be waived for certain out-of-province trips
that are organized by federal or provincial organizations (e.g. when students
attend the Forum for Young Canadians or Encounters with Canada).
7. Parents are to be notified, in writing, whenever students are attending events away
from the school.
8. If private vehicles of employees are involved to provide transportation for
students to activities directly related to student programming, the school shall
provide payment to cover the additional cost of business insurance.
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9. The principal must consider the age and numbers of students involved in events
away from the school and ensure that sufficient chaperones are assigned to
accompany them. As a general guideline, for students in Grades K-3, it is
suggested that one adult supervisor should be provided for every six students. For
students in Grades 4-6, it is suggested that one adult supervisor should be
provided for every ten students. For students in Grades 7-Level III, it is suggested
that one adult supervisor be provided for every fifteen students. For trips outside
the province, a higher level of supervision is required. As a guideline, for Grades
6-12, one teacher for every 6-8 students is recommended for out of province
travel.
10. Students and chaperones are to be adequately prepared for the type of activity and
aware of potential hazards associated with a given activity (i.e. camping,
canoeing, orienteering, skiing) such that participants and chaperones have the
necessary knowledge, skill and care able to be able to safely participate.
11. Supervising teachers/adult supervisors for field trips need to be chosen to ensure
an appropriate level of supervisors trained in First Aid as dictated by the type of
activity.
12. Students and chaperones traveling on school-sponsored travel must understand
that school rules governing behavior are in effect during such trips.
13. Students are not permitted to transport other students on school-sponsored events.
14. It is recommended that whenever possible, student transportation to and from
school sponsored events be arranged with independent bonded transportation
companies (including taxis) or Board owned buses.
15. When volunteer drivers are paid, or otherwise compensated for their services, the
liability issue changes significantly. If compensation is provided, volunteer
drivers must be advised to check with their insurance companies regarding
possible consequences. In such cases, a Class 4 Driving license is required.
16. All transportation of students to school sponsored events that involve an overnight
stay or that requires travel outside the region of the district that the school is
located or that requires travel to locations at extreme ends of a given region of the
district must be organized through the school and approved by the administration.
17. When schools involve adults (teachers, parents, volunteers, etc.) to provide
transportation for students to school events using private vehicles, the principal
must ensure that Appendix A (Private Vehicle Approval Form) has been
completed and signed. Appendix B (Private Vehicle Travel Record Form) is
provided to document school travel by private vehicles. Appendix A requires the
driver to sign confirming each of the following:
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•
A valid driver’s license•
Current insurance that includes a minimum of $1,000,000 Public Liability(Note: $1,000,000 public liability required but $2,000,000 recommended)
•
Accident Benefits•
A licensed vehicle in safe running order that is equipped with snow tires forthe winter driving season. (November 1 – April 30)
•
The adult has contacted his/her insurance company to confirm thattransportation of students to such activities does not violate his/her insurance
policy.
•
The occupant limit of the vehicle does not exceed the number of seatbelts.•
The adult( if not an employee) is registered as an official volunteer with theschool following the procedures outlined in the Volunteers Policy (Policy
IJOC) and, given the status of a High Risk Volunteer, has submitted an
acceptable Certificate of Conduct from the RNC/RCMP to the Principal.
(Including a Vulnerable Sector Check)
18. Students are not permitted to rent or operate motorized vehicles of any kind while
on a school field trip or excursion.
19. The School Principal/designate can terminate a field trip early for an entire group
or individual if regulations are not followed or if conditions require a group to
leave a destination for safety reasons.
20. If a group, due to no fault of its own, incurs extra expenses (e.g. weather
problems, travel problems, etc.), parents/guardians are responsible for the extra
costs.
21. The Eastern School District does not permit ground transportation of students
between the hours of midnight and 5:00 a.m. In extenuating circumstances,
approval must be granted through the office of the Assistant Director of Education
- Programs or (designate).
22. Teachers will be notified when students will be missing their classes to attend an
event away from the school.
23. Students are responsible for work missed due to time away from school.
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PERMISSIONS/INFORMATION FOR FIELD TRIPS/STUDENT TRAVEL:
1. All student travel requires signed parental consent.
2. As a general guideline, two weeks notice for one day trips and 30 days notice will
be expected for overnight trips.
3. When students attend events away from school, parents shall be informed in
writing of the details of the field trip.
4. All students attending events away from the school shall have a signed parent
permission form. (Sample Appendix D)
OVERNIGHT TRIPS/EXCURSIONS/TOURS:
1. For overnight trips, parents must be informed in writing, by the Principal or
designate, of the details of the trip including:
•
Arrival and departure dates and times•
A complete travel itinerary•
Contact information (address, phone) for each place of lodging•
A list of special clothing, equipment or gear required•
Estimate of out of pocket expenses if applicable2. Student participation on school trips is approved through the Principal. Student
behaviour and attendance can impact participation.
3. Parents must complete the Student Travel / Emergency Medical Consent Form
(Appendix C). This form must be completed and copies on file in the principal’s
office prior to departure.
4. Overnight trips require the presence of a teacher supervisor. Completion of
Appendix G required.
5. Teacher supervisors are required to remain in contact with the Principal or
designate on a regular basis during any overnight trips. The Principal must have
an emergency contact number for all supervisors.
6. Supervision by adults of both sexes is required if the activity involves students of
both sexes and involves an overnight stay. In extenuating circumstances where
supervision by adults of both sexes is not possible, application should be made to
the Assistant Director of Programs (or designate). For a single sex group involved
in an overnight stay, the adult supervisor must be of the same sex.
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7. For overnight trips, adult volunteer chaperones who are not teachers employed
with the District are considered in a high risk situation and required to submit to
the Principal, prior to departure, an acceptable Certificate of Conduct with a
Vulnerable Sector Check from the RNC/RCMP.
8. Parents and School Principal shall be notified as soon as possible regarding
medical issues or student incidents that occur during a school trip.
9. When students are billeted, the Principal shall ensure that all host families shall
sign a Billet Host Form (Appendix E) which outlines the expectations of the host
and parents shall sign a Billeting Consent Form (Appendix F).
10. When students are to be billeted, it is the responsibility of the Principal of the host
school to approve billet placements. Also, Principals, of schools having students
billeted, shall approve the plan for accommodations of students in their school
prior to date of travel.
11. When students are billeted, the teacher sponsor shall ensure that:
•
Students will be assigned in groups of two or more.•
Student billets are to be signed out to an adult host by the teacher sponsor orevent organizer.
•
Follow-up is made with students to ascertain any problems with billetingplacements. Students should also be advised prior to travel of their
responsibility to bring any concerns to their teacher sponsor in a timely way.
•
Parents will be notified of any changes to billeting arrangements.•
Any concerns with billeting placements are reported to event organizers.12. If students are involved in an excursion / tour / sporting event, it is the
responsibility of the principal to ensure:
•
Parental consent is received from all parents (Student Travel/EmergencyMedical Consent Form – Appendix C) and copies stored in the Principal’s
office.
•
Satisfactory arrangements have been made to replace the staff membersinvolved.
•
Adequate insurance is arranged for all participants. Extra medical insurancemust be obtained for all students traveling outside the province.
•
Special medical arrangements have been made for all who may require them.13. Students who do not participate in class excursions/tours/sporting events must be
accommodated in other classes. These students must attend classes regularly
during the time that their class is away.
14. The following guidelines apply to student travel organized by agencies external to
the school for commercial purposes.
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•
The principal must approve the school’s participation and list of chaperones.•
Only companies with established reputations in the student travel businessshould be used.
•
Chaperones must include teachers employed by the Eastern School District,preferably from the school offering the program.
•
Chaperones are aware and agree to responsibilities outlined in Appendix G.•
Information to parents about travel programs must be under school letterheadand signed by the principal.
•
Fundraising activities will not be permitted to support school trips/tours thatdo not directly relate to the specific curriculum outcomes for students
involved in a particular grade level or prescribed course from the Department
of Education. All schools planning out of province trips/tours must apply to
the CEO/Director of Education or designate for approval for out-of-province
travel prior to the beginning of any fundraising activities.
•
Educational tours shall be conducted during school vacation periods whereinstructional time is not affected or minimally impacted.
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APPENDIX A
Private Vehicle Approval Form
Eastern School District requires adult drivers that use a private vehicle to transport
students to school related events to sign confirming each of the following:
1. A valid driver’s license
2. Current insurance that includes a minimum of $1,000,000 Public Liability
(Note: $1,000,000 public liability required but $2,000,000 recommended)
3. Accident Benefits
4. A licensed vehicle in safe running order that is equipped with snow
tires during the winter driving season. (November 1 – April 30)
5. The adult has contacted his/her insurance company to confirm that
transportation of students to such activities does not violate his/her
insurance policy.
6. The occupant limit of the vehicle does not exceed the number of seatbelts.
7. The adult( if not an employee) is registered as an official volunteer with
the school following the procedures outlined in the Volunteers Policy
(Policy IJOC) and, given the status of a High Risk Volunteer, has
submitted an acceptable Certificate of Conduct from the RNC/RCMP to
the Principal. (Including a Vulnerable Sector Check)
The following is to be completed by the adult driver
:Name of adult driver:_____________________
Vehicle: Make/Model:__________________ License Plate #:_________________
I declare that I have complied with all 7 requirements outlined by the School
District above regarding the transportation of students and agree to inform the
District of any accident arising out of the use of the above licensed vehicle involved
in transportation of students to a school event.
Signed: _____________________________ Date: ________________________
This form is to be completed and kept on file in the Principal’s office prior to any
transporting of students by the operators of private vehicles.
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APPENDIX B
Private Vehicle Travel Record Form
Activity/Trip Date of
Departure
Date of
Return
Name of Volunteer
Driver
Names of Students driving
with Volunteer Driver
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APPENDIX C
Student Travel / Emergency Medical Consent Form
To be completed by parent/guardian and copies kept on file in Principal’s Office prior to
student travel.
STUDENT DATA
NAME:
___________________________________________________________________________
LAST NAME FIRST MIDDLE
ADDRESS:
___________________________________________________________________________
ADDRESS CITY PROVINCE
___________________________________________________________________________
POSTAL CODE TELEPHONE
BIRTH DATE:
___________________________________________________________________________
DAY MONTH YEAR GRADE
MEDICAL INFORMATION
PLEASE SPECIFY ANY OF THE FOLLOWING:
ALLERGIES:
____________________________________________________________________
MEDICATIONS:
____________________________________________________________________
DIETARY CONCERNS:
____________________________________________________________________
OTHER:
____________________________________________________________________
MCP#:
____________________________________________________________________
DOCTOR:
____________________________________________________________________
NAME TELEPHONE
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PARENT / GUARDIAN DATA
NAME:
____________________________________________________________________
LAST NAME FIRST RELATIONSHIP
TELEPHONE:
_____________________________________________________________________________________
HOME WORK
ALTERNATE CONTACT DATA
CONTACT:
____________________________________________________________________
LAST NAME FIRST RELATIONSHIP
TELEPHONE:
_____________________________________________________________________________________
HOME WORK
PERMISSION / AGREEMENT
Your signature below indicates that you agree to the following conditions.
I, the undersigned parent/guardian of the above-named student:
agree for him/her to participate in this school trip.
hereby authorize the teacher(s) in charge of this trip to secure medical advice as may be deemed
necessary for the health and safety of my daughter/son/ward.
__________________________________ _________________________
SIGNATURE OF PARENT/GUARDIAN DATE
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APPENDIX D
School Activity/ Trip Permission Form
School:
_______________________________________Type/Date of School Activity/Trip
: _______________________________________Student Name
: _______________________________________Section A:
I hereby agree to allow my child ________________________to participate in the school
activity/trip indicated above. I acknowledge that my child is healthy and well enough to
travel/participate in the above noted activity.
________________________________ ____________________
Signature of Parent/Guardian Date
Section B:
(To be completed when private vehicles are used)I hereby give permission for my child ______________________ to travel to the above
noted activity by parents in private vehicles as organized through the school. I am aware
that all drivers and vehicles used follow the regulations in Policy IJOAB (A) (Student
Travel).
_______________________________ ____________________
Signature of Parent/Guardian Date
Section C:
(Student Insurance Options for out of province travel)Please choose one of the following options.
______ I agree to purchase the travel insurance offered through the
School District (currently Axa Assurances Inc. at a rate of $2.75 per
student per day).
______
I do not wish to purchase the travel insurance offered throughThe School District. My child is covered through a personal
Family Plan. Please indicate name and # of plan:_______________
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APPENDIX E
Billet Host Form
I agree to host ___________ students for the _________________________ to take place
# of students Name of School Event
during the period ___________________________________ as sponsored by
E
vent Dates___________________________.
Name of School
I agree to:
•
Pick up student billets from school on arrival.•
Provide safe and appropriate accommodations for students in my care.•
Provide meals as required during the stay.•
Provide transportation where possible to events. (Note: Regulation 14 of theGeneral Guidelines, “
Students shall not transport other students to schoolsponsored events”
.)•
Prohibit the use of drugs or alcohol involving students in my care.•
Support any curfew set by event organizers and promptly inform event organizersof any breach of curfew.
•
Report any infractions of student behaviour to event organizers.I also declare that I (as well as those who live in my home) have not been convicted of a
criminal offense and I ( and those who live in my home) are not currently being
investigated for involvement in a criminal offense.
_____________________________________ _______________________
Signature of Adult Host Date
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APPENDIX F
Billeting Consent Form
Please complete the appropriate section A
or B of this form.Section A:
I agree to have my child ____________________ billeted for the
Name of student
____________________________ for the period _____________________.
Name of Event Timeframe
I have been informed where my child will be staying and I have read The Eastern
School District’s Policy and Regulations on Student Travel - Policy IJOAB(A) which
outlines the expectations of adult hosts and student billets.
____________________________ __________________________
Signature of Parent/Guardian Date
Section B:
I do not wish to have my child ________________________billeted and I agree to
Name of student
accompany my child and provide alternate accommodations for the
___________________________ for the period ___________________________.
Name of Event Timeframe
____________________________ __________________________
Signature of Parent/Guardian Date
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APPENDIX
GTeacher/Chaperone Consent Form (Overnight Trips)
School:
_______________________________________School Trip
: _______________________________________Trip Duration:
_______________________________________Chaperone Name
: _______________________________________Responsibilities of School Chaperones:
•
To provide appropriate supervision/care to students on the above noted trip.•
To be aware of any allergies/medical conditions and treatments of the studentstravelling.
•
To refrain from drinking alcohol or taking illegal drugs during the duration of theschool trip.
•
To maintain regular contact with the school administration with travel updates.•
To contact the School Principal and parents as soon as possible in the event ofstudent incidents occurring during the trip.
•
To ensure that a copy of student passports is taken prior to leaving and securedduring the trip by the lead chaperone. It is also advisable that a digital copy of
student passports be secured at the school or District Office and accessible during
the period of travel.
•
To carry student passports until needed by students to ensure safe keeping duringthe trip.
•
To remain with student(s) that may have to stay in a particular location during thetrip or stay beyond the given timeframe of the school trip due to medical
concerns, misplaced or lost passports or emergency situations.
I am aware of the responsibilities noted above and agree to be a chaperone on the trip
indicated.
________________________________ ____________________
Signature of Teacher/Chaperone Date