Section 2.1.1: School Related Operations

Approved: 

Revised: September 20, 2022

STUDENT TRAVEL-FIELD TRIPS 

Procedures 

1.0             Approval / Field Trip Information

1.1             Application is to be made through the principal to his/her superintendent for any student travel activities outside the community or overnight using the Field Trip Information Form (Appendix A). All field trip forms will include the following criteria for approval:

1.1.1            alignment with an existing approved school program or club;

1.1.2            ability to demonstrate an enhanced opportunity for educational growth;

1.1.3            an assessment of involved or potential risks. See the Risk Management Assessment Form (Appendix B), which is provided to help teachers assess and mitigate risks in planned field trips/excursions;

1.1.4            inclusion of teacher supervisor(s).

1.2             For frequently visited venues that have an element of risk, the Risk Management Assessment form may be completed annually.

1.3             The league schedule for seasonal league play at the secondary level is to be submitted as one field trip form with the schedule attached, in compliance with the timelines.

1.4             Students or staff will not be engaged in field trips that require travel time that would be too lengthy for the age of the students involved; require inordinate expense or excessive absence from school; where safety measures have been deliberately removed; or involve prohibited activities.

1.5             Staff is required to coordinate and plan all aspects of swim tests as outlined in section 5.

1.6             Approval of the regional Superintendent for extracurricular travel falling on designated Professional Activity days must be received before any arrangements or commitments are made.

1.7             The following timelines for application shall be observed:

1.7.1            Within Ontario – 2 weeks prior to the trip;

1.7.2            Within Canada – 3 months prior to the tip;

1.7.3            Outside Canada – 10 months prior to the trip;

1.8             Exceptions to this timeline will be reviewed on an individual basis and may not be approved if exceptional conditions do not exist. (e.g., Ontario Federation of School Athletic Association (OFSAA) Competitions).

1.9             School programs requesting travel outside of the Board jurisdiction are subject to approval by the Director or designate.  If travelling out of province or country, medical and travel insurance must be purchased.

1.10        Excursions or travel not approved by the CEO or designate are not endorsed, funded, or affiliated with DSB1. DSB1 absolves all responsibilities of such trips.

1.11        In all cases of travel, DSB1 is absolved from all liability or additional costs incurred because of cancellations, delays, or postponements unless as specified in section 8 of the Student Travel/Field Trips Procedures.

1.12        Field trips that involve high costs are to have travel cancellation insurance.

1.13        Field trips involving a Third-Party Venue:

1.13.1       vendor must provide evidence of liability insurance. 

1.13.2       applicants must read all waivers and/or service contracts carefully before signing.

1.13.3       when the venue contains an element of risk, the operator must provide a Risk Management Information Package. The Third-Party Information Letter (Appendix C) may be provided by the school when requesting a package from a provider.

1.14        Once an itinerary has been approved it cannot be modified without going through the approval process again.

1.15        The approval process includes:

1.15.1       the Principal approves all field trips during the school day within the community; no field trip form is required; parents are to receive notification and information regarding these trips;

1.15.2       schools are responsible for maintaining an internal system for tracking all trips off school grounds;

1.15.3       where parents have shared custody, both parents are to receive the notifications and field trip forms, however only one form needs to be returned with one signature;

1.15.4       ensuring that no student is prevented from participating in any activity because of inability to pay;

1.15.5       scrutinizing all submitted field trip forms to ensure all criteria are met and all sections are completed before submitting them to their Regional Superintendent for approval. Use the Principal’s Checklist (Appendix D) to ensure submitted field trip forms are completed fully;

1.15.6       ensure that pre-trip meetings with parents and students are arranged for all trips with any of the following criteria:

• Includes high risk activities
• Is out of province or country
• All Grade 8 trips
• Any other trip in consultation with your regional Superintendent

 These meetings will be to share information regarding the trip agenda; detail any requirements such as funding, passports, medical forms or insurance;  outline expectations regarding behaviour, swimming, supervision; and to answer any questions the parents or students may have.

1.15.7       all requests for special arrangements (e.g., parent transporting their child; a parent transporting another child; student driving themselves) are to be made in writing to the Principal. Such requests must be pre-approved and are at the discretion of the Principal.

2.0             Water Related Activities

2.1             All participants will adhere to the Ontario Physical Activity Safety Standards for swimming at a supervised pool: 

Elementary OPHEA Guidelines:  https://safety.ophea.net/elementary/curricular/swimming

Secondary OPHEA Guidelines:  https://safety.ophea.net/secondary/curricular/swimming 

2.2             All participants will adhere to the Ontario Physical Activity Safety Standards for swimming outdoors: 

Elementary OPHEA Guidelines:

https://safety.ophea.net/elementary/curricular/outdoor-education-swimming

Secondary OPHEA Guidelines:

https://safety.ophea.net/secondary/curricular/outdoor-education-swimming 

2.3             Boating/Watercraft activities:

2.3.1            Pupils may only participate in trips involving boating with explicit specific written permission of their parent/guardian.

2.3.2            All participants must complete and pass the required swim test. Students that pass the swim test wearing a PFD are allowed to participate but will be required to always wear a PFD while on or near the water.

2.3.3            PFDs, as approved by Transport Canada, are always worn by pupils in watercraft (e.g., canoes, paddle boards, kayaks, inflatables), except on licensed commercial passenger vessels.

2.3.4            Activities taking place on or near water require participants to pass a swim test. Students who wear a PFD to pass the swim test are allowed to participate but are required to always wear a PFD while on or near the water. These tests will be administered by a certified aquatic instructor and are based on the Lifesaving Society’s Swim to SurviveTM Standard. Swim tests must be administered within the school year that the activity is taking place. In lieu of completing the swim test, students may provide proof of Bronze Medallion certification or higher. Students who do not pass the swim test may not participate in the field trip/excursion. This test would include, but not be limited to, the following requirements:

• Rolling entry (backwards or forward) into deep water at 2.75m (9’) minimum depth
• Tread water for 1 minute
• Swim 50m (164’) continuously, any stroke

2.3.5            Results of swim tests will be provided to the students, parents/guardians teacher, trip supervisors, lifeguards and instructors. Students who do not pass the required swim test will not participate in the field trip/excursion.

The school must ensure that they meet or exceed the minimum safety standards set out in the OPHEA Guidelines. For specifics regarding your planned activity, visit the OPHEA website at http://safety.ophea.net/.

3.0             Informing Parents / Guardians

3.1             When pupils are to be taken from the confines of school property on a field trip or excursion lasting longer than the school day or outside the community, it shall be incumbent upon the teacher and principal to notify the parents/guardians in writing of:

3.1.1            the education philosophy for taking the trip;

3.1.2            details of supervision, schedules, itineraries, meal arrangements and any additional costs that could be incurred by the pupils;

3.1.3            the applicable rules for safety and proper conduct during the trip;

3.1.4            the rights of the school supervisors to ensure safe supervision;

3.1.5            the right of the parent to deny his/her child’s participation;

3.1.6            the right of the parent/guardian to identify special dietary considerations (for religious or medical reasons);

3.1.7            for field trips involving water, the results of their student’s swim test; students who do not pass the required swim test will not participate in the field trip/excursion.

4.0             Required Written Consents

4.1             Students, excluding adult students, must have a written consent of the parent/guardian before taking part in any excursion lasting longer than the normal school day or outside the community.

4.2             Students participating in any sports team or extracurricular group, must read and uphold the Code of Expectations for Participation in Sports and/or Extracurricular Activities (Appendix E). A copy of the Code, signed by student, parent and teacher/coach, must be on file for all group/team participants.

4.3             The teacher will ensure that a written consent has been received prior to the actual departure of the students (Appendix F).

5.0             Supervision

5.1             For out of community or overnight travel, adequate supervision that includes a teacher and/or Principal must be provided to ensure the safety and well-being of all participants, and that the standard of care is met.

5.2             All chaperones/volunteers must provide a current Vulnerable Sector Screening (VSS) to the teacher in charge.

5.3             There must be same-gender chaperones on field trips that are overnight.  Same-gender chaperones must be in attendance for room checks.

5.4             The following minimum ratios of supervision by grade must be met or exceeded for all field trips/excursions. These ratios do not apply within the geographical area of the Board, during transportation between school and venue, when additional supervision is in place at the venue that meets supervision ratios. Note that some activities require different supervision ratios. Refer to The Ontario Physical Education Safety Guidelines (OPHEA) for specifics at http://safety.ophea.net/.

5.5             The principal will ensure that the teachers-in-charge/supervisors (e.g., support staff, volunteers) understand that they are expected to actively supervise for the duration of the field trip, upholding and enforcing the rules of the school and the requirements of the school code of conduct, and provide a standard of care.

6.0             Financing

6.1             Careful assessment of companies sponsoring student tours is to be made.

6.2             Every attempt should be made to find tours of an economical cost to students.

6.3             Whenever possible, the cost of adult chaperones will be covered by the school fund-raising activity rather than the individual student fees.

6.4             Upon request, a statement of expenses will be provided to parents upon completion of the trip.

6.5             The Board will not normally assist financially with such functions beyond allotments in the budget.

7.0             Transportation

7.1             The Board, in approving student travel or field trips, assumes no financial obligation beyond allotments in the budget.

7.2             The Principal must ensure that those who provide transportation for students have a minimum of $2,000,000.00 Liability and Property Damage Insurance.

7.3             All volunteer drivers must complete the form entitled “Volunteer Driver: Authorization To Transport Students” (Appendix G). This form must be kept on file at the school office for one full year, and a copy may be provided to the volunteer driver and/or the vehicle owner if requested.

7.3.1            An insurance rider shall be provided by the insured for the occasional and infrequent use by the insured of his/her personal automobile for the transportation of students to or from school or school activities conducted within the education program.

7.3.2            A copy of the insurance rider shall be on file with the principal prior to departure and the driver of such vehicles shall be a person (principal, teacher, parent, student, volunteer) of at least 18 years of age and hold a valid G driver’s license.

7.3.3            All vehicles used for student travel must be equipped with snow tires or industrial snow-rated tires commencing on the first day of November and all days up to the last day of April.

8.0             Inclement Weather

8.1             While travelling within province on a board funded excursion, if hazardous weather conditions cause a teacher supervisor to decide to remain off the road for an extra night, parents will be notified by telephone through the Principal and the cost of overnight accommodations and food will be reimbursed by DSB1.

8.2             Travel will not commence if hazardous weather conditions and/or weather warnings (as reported through Ontario Ministry of Transportation and/or Ontario Provincial Police and/or Environment Canada) exist and warrant the cancellation of school buses in any area intended for travel.  If conditions change, and acceptable travel conditions (as reported through Ontario Ministry of Transportation, OPP and Environment Canada) prevail, travel may commence after consultation with regional Superintendent.

8.3             The teacher supervisor is responsible for adhering to policy and expected to confirm safe travel conditions through to the intended destination whenever travel is planned by conferencing with the Transportation Officer and/or utilizing an appropriate transportation authority such as those listed below.

8.4             The following websites can be used to check weather and road conditions:

8.4.1            Ministry of Transportation 

8.4.2            Road Conditions Weather Information Network

8.4.3            Environment Canada

9.0             Medical Information

9.1             The principal will ensure that accurate medical information has been requested from parents, and that staff members and chaperones have been informed when appropriate (Appendix H) to provide an adequate standard of care.  For information regarding travel with students with medical conditions, please refer to Section 3 of the Health Support Services Procedures, and to the Supporting Students with Prevalent Medical Conditions (Anaphylaxis, Asthma, Diabetes, and/or Epilepsy) Procedures.

9.2             A copy of the Plan of Care must accompany all students with prevalent medical conditions on all field trips/excursions and be in the care of the trip supervisor. Please refer to the Supporting Students with Prevalent Medical Conditions Procedures for the Plan of Care form.

9.3             It is the responsibility of the parent/guardian or the adult student to inform the teacher responsible for the excursion of any medical and/or dietary condition the student may have which may require special consideration. It is also the parent/guardian or adult student’s responsibility to inform the teacher of any prescribed or other medication the student will or may have to have administered or self-administered during the excursion. Student health card numbers will be available through the students or will have been provided to the teacher.

10.0        Risks Inherent in Physical Activity

10.1        The risk of injury exists in excursions, sports and daily activities. However, due to the very nature of some activities, the risk of injury may increase. Injuries may range from minor sprains and strains to more serious injuries. These injuries result from the nature of the activity and can occur without fault on either the part of the student, the school board or its employees/agents or the facility where the activity is taking place. Some activities that are identified as having the potential for more serious consequences are: alpine skiing/snowboarding, broomball (ice), cheerleading (acrobatic), field hockey, field lacrosse, gymnastics, ice hockey, ringette (ice), swimming, wrestling, and/or field events: high jump, shot put. 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 activities. The principal will ensure that parents/guardians are aware of risk associated with activities included in the field trip and advise parents/guardians to contact the school to discuss safety concerns related to any physical activity in which their child is participating.

The school must ensure that they meet or exceed the minimum safety standards set out in the OPHEA Guidelines. For specifics regarding your planned activity, visit the OPHEA website at http://safety.ophea.net/.

11.0        Supervisor Qualifications and Training

11.1        Certain field trip activities may require specific training or qualifications. It is the responsibility of the Principal to ensure that the teacher, trip guide, instructor or supervisor has the required current certifications. Check the OPHEA Guidelines for specific minimum requirements for the planned activity.

12.0        Use of School Owned Buses and Obligations for Electronic Monitoring Devices

Adapted from The Official Ministry of Transportation (MTO) Truck Handbook.  Please refer to the Truck Handbook for the full regulations and requirements for drivers.

12.1        Section A: Duty Status:

• Off-duty time spent in a sleeper berth.
• Off-duty time not spent in a sleeper berth.
• On-duty time spent driving.
• On-duty time not spent driving.

On-duty activities include:

• driving;
• performing any other activities for the operator, such as inspecting, cleaning or repairing your vehicle;
• travelling as a co-driver (not including when in sleeper berth); 
• loading and unloading the vehicle; 
• waiting at inspections for unloading or loading to be completed; or
• because of an unforeseen occurrence such as an accident.

These four categories are used to determine the minimum off-duty required and the maximum on-duty times allowed for commercial vehicle drivers.

12.2        Section B: Hours of service requirements

Daily requirement:

• A driver must have 10 hours off duty in a day.
• A driver cannot drive more than 13 hours in a day.
• A driver cannot drive after 14 hours on duty in a day.

Mandatory off-duty time:

• After a period of at least eight hours off duty, a driver cannot drive more than 13 hours.
• After a period of at least eight hours off duty, a driver cannot drive after having been on duty for 14 hours.
• After a period of at least eight hours off duty, a driver cannot drive after 16 hours has elapsed.

12.3        Section C: School Examples

Important Notes:

12.3.1       Staff that work a full or partial day prior to driving the bus must consider that time as on duty.

12.3.2       If the driver is also a coach/supervisor, they would be limited to a 14-hour day of driving/on-duty.

12.3.3       If the driver is not a coach, they can do the following:

• Drive for 13 hours if they have not been on duty prior to departing on the trip;
• Drive and be on duty for 14 hours maximum.
• Drive for the team, watch the team at the event (off-duty time), then continue to drive after the event, but must stop after 16-hours from the time they started on-duty that morning.

12.3.4       If there are two certified drivers on the bus, the person not driving is considered on duty while the bus is in operation and must adhere to the conditions above.

Important Note:

All student travel must adhere to Procedure 2.1.1 – Student Travel – Filed Trips, particularly, Inclement Weather.

On duty would include (but not limited to):

• teaching time prior to leaving on a trip
• coaching / supervising students at an event
• supervising students at the hotel
• driving the bus

Off duty would include (but not limited to):

• watching the event / games
• remaining in the bus during the event
• returning to the hotel between events/games

Appendices

Appendix A: Field Trip Information Form

Appendix B: Risk Management Assessment Form

Appendix C: Third Party Information Sheet

Appendix D: Field Trip Checklist

Appendix E: Code of Expectations

Appendix F: Parent-Guardian Consent Form

Appendix G: Volunteer Driver Form

Appendix H: Student Medical History Form

References

Supporting Students with Prevalent Medical Conditions (Anaphylaxis, Asthma, Diabetes, and/or Epilepsy) Procedures (Companion to Policy 2.1.39).

Health Support Services Procedures (Companion to Policy 2.1.9)