YORK REGION DISTRICT SCHOOL BOARD

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1 YORK REGION DISTRICT SCHOOL BOARD Policy #642.0, Field Trips Procedure #642.1, One-Day Trips Procedure #642.2, Short-Term Overnight Field Trips Procedure #642.3, Extended Field Trips Procedure #642.4, Short-Term Overnight Field Trips: Sporting Event The York Region District School Board recognizes that well-organized, well-planned field trips related to curriculum provide a significant educational enhancement to learning. All field trips must provide equity of access, and strive to ensure the safety and security of all participants. There will be no cost for mandatory trips linked to curriculum. Field trips that are non-mandatory are enhancements to curriculum and are conducted on a cost recovery basis, minimizing costs wherever possible. Three procedures outline specific responsibilities for different field trip durations: Procedure #642.1, One-Day Trips Procedure #642.2, Short-Term Overnight Field Trips Procedure #642.3, Extended Field Trips Stakeholder Groups with Responsibilities under this Procedure Director of Education Superintendents of Schools Principals Staff organizers and supervisors Students Parents Volunteer Supervisors Relationship to the Board priorities The Field Trips policy and its related procedures address the goal of enhancing student learning by providing exposure to learning beyond the classroom. This policy relates to the following Board priorities: Student Achievement and Well-being Continuously increase student achievement and well-being through a culture of caring and learning, which emphasizes: positive relationships among students, staff, parents/guardians, and community members; engagement of students, staff, parents/guardians, and community members in public education; student and staff mental and physical well-being. Delivery of Effective and Appropriate Educational Programs Deliver effective and sustainable educational programs to each student by: providing equitable access to differentiated and relevant learning opportunities, resources and programs; engaging students as partners in their learning. Stewardship of Board Resources Align human and financial resources with Board priorities by: demonstrating professionalism and accountability for high standards of practice in all Board operations..

2 Document History and Previous Versions Approved 1983 Revised 1989 Confirmed Without Change 1995 Revised 2001 Revised 2007 Working Document June 2012 Working Document July 2013 Revised April 2014 It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term parents refers to both biological/adoptive parents and guardians in all Board policies and procedures.

3 Board Policy #642.0 Field Trips Policy Statement The York Region District School Board recognizes that well-organized, well-planned field trips provide a significant educational enhancement to learning. All field trips must provide equity of access, and strive to ensure the safety and security of all participants. There will be no cost for mandatory trips linked to curriculum. Field trips that are non-mandatory are enhancements to curriculum and are conducted on a cost recovery basis, minimizing costs wherever possible. Application This policy applies to all students, staff, trustees, parents, volunteers, tour operators, equipment suppliers and private vendors who provide a service or participate in a field trip. It is the expectation of the York Region District School Board that reasonable measures will be taken to prevent risk of harm on field trips. This policy does not apply to brief community excursions off school property that last less than one day and do not require transportation. All field trips leaving Canada will have administrator participation. Legislative Context Education Act Definitions Eligible Students An eligible student is one that has met all the class and school requirements as outlined by the staff organizer, teacher(s) and principal. Only a student enrolled in a sponsoring or participating school(s), and who is part of the class or group taking part in the field trip may participate. Extraordinary Circumstances Extraordinary circumstances are events whereby a Federal Government Affairs Travel Advisory is issued which suggests the safety of students and staff may be in jeopardy. Other extraordinary acts which would constitute an extraordinary circumstance, in addition to a Federal Government Travel Advisory include, but are not limited to, declaration of war, acts of terrorism, social unrest, environmental conditions, public health issues, and labour unrest/sanction. Field Trip A field trip is an off-site excursion for students. Field trips enhance learning, are organized and supervised by staff and require transportation.

4 All field trips will: consider appropriate travel time for the age of students involved; provide appropriate safety measures for all participants; adhere to all Board policies and procedures; and comply with the expectations outlined in Policy #261.0, Equity and Inclusivity and its related procedures. Mandatory Field Trips A mandatory field trip is an excursion that is directly related to the curriculum and that all students in a class must attend. All mandatory field trips will: have no cost associated for the student; have a component of assessment and evaluation related to field trip activities; and for students who do not participate for personal reasons, provide comparable assessment and evaluation. Non-Mandatory Field Trips A non-mandatory field trip is an excursion that enhances student learning. These excursions may or may not be directly related to a class or course. All non-mandatory field trips will: ensure voluntary student participation; ensure that students who participate have met all class and school requirements as outlined by the staff organizer, teacher(s) and principal; be run on a cost-recovery basis; minimize costs, wherever possible; be scheduled to minimize absence from school; and not have an assessment and evaluation component. Participants Participants are students, staff, trustees, parent(s)/guardian(s), volunteers, tour operators, equipment suppliers and private vendors who provide a service or participate in a field trip. Staff Organizer A staff organizer is an employee of the Board who is responsible for making arrangements for the field trip as approved by the principal. Withdrawal of Board Support The Board may withdraw its support for a field trip, after approval, in extraordinary circumstances which are deemed to place the safety and security of staff and students at risk. In the event of withdrawal of Board support, and where applicable: participants will be informed in writing of the circumstances and process for withdrawal of Board support; where time permits and where a decision has been made to withdraw Board support for a trip, a meeting may be called to review the Board s decision and determine the wishes of the school community as to whether the field trip might proceed without the participation of Board staff;

5 the school community may decide to continue with the field trip without Board staff supervision; and where a trip must be cancelled or rescheduled, staff organizers will work with the school community and tour operator to facilitate rescheduling and/or repackaging with a view to minimizing financial loss to the participants. Responsibilities The Board of Trustees is responsible for: reviewing the Field Trip policy in accordance with the priorities in the Trustees Multi-Year Plan and the approved policy review cycle; and understanding and communicating with members of the community about the Field Trip policy, as required. The Director of Education is responsible for: implementing and operationalizing the Field Trip policy. The Associate Directors of Education are responsible for: authorizing, in conjunction with the superintendent of schools, extended field trips that have met the established eligibility criteria. Superintendents of Schools are responsible for: authorizing, in conjunction with the principal, short-term overnight field trips that have met the established eligibility criteria; and authorizing all extended field trips and submitting to the Associate Director(s) of Education for final approval. Principals are responsible for: creating eligibility criteria for field trip participation in consultation with staff and school councils; authorizing field trips that are no more than one day in duration that have met the established eligibility criteria; authorizing, in conjunction with the superintendent of schools, short-term overnight field trips that have met the established eligibility criteria; authorizing, in conjunction with the superintendent of schools and the Associate Director(s) of Education, extended field trips that have met the established eligibility criteria; ensuring that staff organizers know and understand the procedures and guidelines to be followed when planning and conducting field trips; ensuring that students, teachers, staff, volunteers and parent(s)/guardian(s) receive appropriate information about field trips, and their roles and responsibilities; communicating, with the superintendent of schools, situations where the Board has withdrawn support for the field trip, where applicable; ensure that a process is in place to communicate the availability of financial assistance in a way that respects the dignity and confidentiality of all parties; and encouraging parent/guardian participation in field trips in accordance with Policy #280.0, Volunteers in Our Schools, where appropriate.

6 Staff organizers are responsible for: planning field trips, distinguishing between mandatory and non-mandatory field trips, and charging fees on a cost recovery basis for non-mandatory field trips; organizing field trips which provide a valid, accessible and safe learning experience for students; ensuring the classroom program is not diminished when the teacher is away; and ensuring students understand their responsibilities while on field trips. Parent(s)/guardian(s) are responsible for: giving written permission for their child to participate in field trips; and volunteering to participate in field trips, where appropriate, in accordance with Policy #280.0 Volunteers in our Schools. Student participants are responsible for: behaving appropriately when participating in field trip activities; and completing work assigned in classes missed as a result of the field trip. Students not participating in field trips are responsible for: completing alternate work assigned, where applicable; and following their regular schedule for the duration of the field trip. Alcohol and Drug Use The use of alcohol or illegal drugs by all York Region District School Board field trip participants is strictly prohibited regardless of circumstances, the participant s age or local laws, customs and culture. All Board policies and procedures apply to field trips, and appropriate consequences may be applied. Inappropriate behaviour may result in the student being sent home at parental expense. For the purpose of this policy, York Region District School Board participants may include students, volunteers, and York Region District School Board staff members. It is expected that all guides and external services providers comply with Board policies and procedures. Policy History Approved 1983 Revised 1989 Confirmed Without Change 1995 Revised 2001 Revised 2007 Working Document July 2013 Revised April 2014 It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term parents refers to both parents and guardians in all Board policies and procedures.

7 Board Procedure #642.1 One-Day Field Trips This procedure outlines the responsibilities associated with organizing, conducting and supervising oneday field trips that are no more than one day in duration. Field trips enhance the program of study. It is expected that there will be no costs for trips that are mandatory in the context of meeting curriculum expectations; field trips that are not mandatory will be considered as enhancements to student programming and be conducted on a cost recovery basis, minimizing the costs where possible. Trips that are more than one day in duration are considered short-term overnight field trips or extended field trips, and referred to in the appropriate procedure below. Definitions One-Day Field Trips A one-day field trip is an off-site excursion for students that does not exceed one day or require overnight accommodation, and meets the following criteria. All one-day field trips must: be approved by the principal before the trip is booked; be run on a cost-recovery basis that minimizes cost, wherever possible; accommodate, where possible, parental concerns related to religion, faith and culture; ensure all students have the opportunity to attend (with parent/guardian approval); accommodate students with special needs, ensuring equal access and supervision for highneeds students in accordance with Student Safety Plans; ensure curriculum relevance of the one-day field trip; consider and account for the health and safety of all participants; have an itinerary; outline in writing supervision expectations for staff members and volunteers; provide plans for assessment and evaluation related to curriculum, where appropriate, that may be completed by students who do not participate in mandatory field trips; consider all relevant Board policies, procedures and supporting documents; and ensure the private vendor or facility operator has the necessary certification and general liability insurance of at least $2,000,000. Supervision Ratio for One-Day Field Trips This is the minimum acceptable standard of supervision for one-day field trips. a. Students in kindergarten: 1 adult to 5 students b. Students in grades 1 to 3: 1 adult to 8 students c. Students in grades 4 to 6: 1 adult to 10 students d. Students in grades 7 to 9: 1 adult to 13 students e. Students in grades 10 to 12: 1 adult to 15 students Mandatory supervision ratios are also listed in the Physical Education Safety Standards, Wilderness Canoe Tripping and Overnight Backpacking Standards and must be adhered to for these types of activities.

8 Responsibilities The Director of Education shall: allocate staff and resources to support the One-Day Field Trips procedure. Superintendents of Schools shall: ensure that the requirements in the One-Day Field Trips procedure are effectively communicated to all schools. Principals shall: when approving a one-day field trip, ensure that it meets all approval criteria; ensure that staff organizers and volunteers understand and adhere to all relevant Board policies, procedures and supporting documents; ensure that the activities planned are safe and that field trips involving physical activities comply with Physical Education Safety Standards and the Wilderness Canoe Tripping and Overnight Backpacking Standards; make decisions about student participation, in consultation with staff and the superintendent of schools, to maintain the quality of the field trip experience and the welfare of those participating; ensure that students, staff, volunteer supervisors and parents receive appropriate information about one-day field trips and their roles and responsibilities; ensure that a process is in place to communicate the availability of financial assistance in a way that respects the dignity and confidentiality of all parties; decide, on a case-by-case basis, whether or not to reimburse volunteer supervisors from the school s field trip budget for reasonable out-of-pocket expenses related to the field trip; consider engaging volunteer supervisors as per Policy #280.0, Volunteers in our Schools; ensure appropriate supervision; cancel locally booked transportation for field trips on days when buses to schools are cancelled, as outlined in Policy and Procedure #152.0, Inclement Weather Days; and shorten, cancel or terminate a field trip at any time if, in the opinion of the principal, the activity cannot proceed or be completed in a safe and satisfactory manner. Staff organizers shall: when planning a one-day field trip; adhere to all one-day field trip criteria, research the location of the activity and be familiar with seasonal conditions, have the training and knowledge appropriate to lead the trip, identify and inform staff and volunteers of their responsibilities, take into account the maturity, skills and abilities of the students when planning the activities, identify the need for guides, where appropriate, and prepare appropriate documentation and submit to the principal for approval. once the one-day field trip is approved; make all necessary arrangements, obtain the completed consent forms, inform parents of the option for field trip insurance coverage, as required, collect medical and emergency information from each student participant, ensure students and parent(s)/guardian(s) are aware of appropriate behavioural expectations during the field trip, ensure parent(s)/guardian(s)/student(s) are aware that all one-day field trips will be cancelled on days when buses to schools are cancelled, as outlined in Policy and Procedure #152.0, Inclement Weather Days,

9 ensure students participants are aware that they will be responsible for completing all work missed in other classes, and provide an appropriate program for students who do not participate in the field trip. during the one-day field trip; supervise students and follow-up on inappropriate behaviour; ensure that proper equipment is worn by all participants, as appropriate; take attendance at all points of departure and regular intervals; adhere to the planned itinerary and consult with the principal when necessary to shorten, cancel or terminate an activity if it cannot proceed or be completed in a safe and satisfactory manner; when arranging transportation, adhere to Policy and Procedure #680.0, Student Transportation and Procedure #NP679.0 Use of Private Motor Vehicles for Student Transportation; and contact the school immediately if an accident occurs and complete and submit the Accident/Injury Report as soon as possible upon return to school. Parent(s)/Guardian(s) shall: pay the costs of non-mandatory field trips if the child is under 18; read and understand all documents related to the field trip; complete and submit consent forms; and contact the teacher with questions. Students who are participating in the one-day field trip shall: act with reasonable care and respect towards themselves and others to contribute to a safe and educational experience in accordance with all school and Board policies and procedures; pay the cost of the non-mandatory field trip, if over 18 or over 16 and withdrawn from parental control; meet student eligibility requirements; be accountable to the teacher for their behaviour; be appropriately dressed according to the type of activities; complete all assessment requirements before, during and after the mandatory one-day field trip; and be aware of and understand the responsibilities and requirements provided by the teacher. Volunteers shall: receive direction from and be accountable to the staff organizer in charge; comply with Policy #280.0, Volunteers in our Schools; report any inappropriate behaviour to the staff organizer; and adhere to the itinerary. Procedure History Working Document July 2013 Approved April 2014 It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term parents refers to both parents and guardians in all Board policies and procedures.

10 Board Procedure #642.2 Short-Term Overnight Field Trips This procedure outlines the responsibilities associated with organizing, conducting and supervising shortterm overnight field trips exceed one day and are completed within five days and nights. Short-term overnight field trips enhance the program of study. It is expected that there will be no costs for short-term overnight field trips that are mandatory in the context of meeting curriculum expectations; short-term overnight field trips that are not mandatory will be considered as enhancements to student programming and be conducted on a cost recovery basis, minimizing the costs where possible. Field trips of longer duration are considered extended field trips and are referred to in the procedure below. One-day field trips that are no more than one day are referred to in the procedure above. All requests to schedule a Short-Term Overnight Field Trip must be completed electronically. Definitions Short-Term Overnight Field Trips A short-term overnight field trip is an off-site curriculum-related experience for students that exceeds one day and is completed within five days and five nights. These field trips may take place within Canada or internationally and must meet the following criteria. All short-term overnight field trips must: be approved by the principal and superintendent of schools before the trip is booked; be run on a cost-recovery basis that minimizes costs, wherever possible; accommodate, where possible, parental concerns related to religion, faith and culture; state how fundraising will support the short-term overnight field trips, where applicable; ensure all students have the opportunity to attend (with parent/guardian approval); accommodate students with special needs, ensuring equal access and supervision for highneeds students in accordance with Student Safety Plans; ensure curriculum relevance of the trip; consider the timing of the trip to allow for meaningful follow-up upon return to the school prior to the end of the school year for trips scheduled in June; consider and account for the health and safety of all participants; have an itinerary; outline in writing supervision expectations for staff members and volunteers; have an administrator in attendance on any international short-term overnight field trip; have gender representation in staff supervision, and that all supervisors are aware of, and comfortable with, their role; provide plans for assessment and evaluation related to curriculum, where appropriate, that may be completed by students who do not participate in mandatory short-term overnight field trips; consider all relevant Board policies, procedures and supporting documents; and ensure the private vendor or facility operator has the necessary certification and general liability insurance of at least $2,000,000.

11 Supervision Ratios for Short-Term Overnight Field Trips This is the minimum acceptable standard of supervision ratios for short-term overnight field trips for all activities that take place off school property. a. Students in kindergarten: 1 adult to 5 students b. Students in grades 1 to 3: 1 adult to 8 students c. Students in grades 4 to 6: 1 adult to 10 students d. Students in grades 7 to 9: 1 adult to 13 students e. Students in grades 10 to 12: 1 adult to 15 students Mandatory supervision ratios are also listed in the Physical Education Safety Standards, Wilderness Canoe Tripping and Overnight Backpacking Standards and must be adhered to for these types of activities. Responsibilities The Director of Education shall: allocate staff and resources to support the Short-Term Overnight Field Trips procedure. Superintendents of Schools shall: ensure that the requirements in the Short-Term Overnight Field Trips procedure are communicated to all schools; approve, in conjunction with the principal, short-term overnight field trips which exceed one day and are completed within five days and five nights, based on short-term overnight field trip approval criteria; upon approval, ensure a signed copy of the request form is returned to the school; and ensure that the short-term overnight field trip is relevant to the curriculum and/or the focus of the school as outlined in the School Improvement Plan. Principals shall: approve, in conjunction with the superintendent of schools, field trips which exceed one day and are completed within five days and five nights based on field trip approval criteria; make a recommendation for consideration by the superintendent of schools, upon approval of the short-term overnight field trip and forwarding to the superintendent of schools for final approval; upon denying the request, return it to the staff organizer for review or improvement; ensure that staff organizers and volunteers understand and adhere to all relevant Board policies, procedures and supporting documents; ensure that the activities planned are safe and that field trips involving physical activities comply with Ontario Physical and Health Education Association (OPHEA) Physical Education Standards and Guidelines, the Wilderness Canoe Tripping and Overnight Backpacking Standards, create student eligibility criteria for field trip participation in consultation with staff and school councils; make decisions about student participation, in consultation with staff and the superintendent of schools, to maintain the quality of the field trip experience and the welfare of those participating; only remove a student from participating on the trip after consultation with staff and the superintendent of schools; ensure that students, teachers, staff, volunteer supervisors and parents/guardians receive appropriate information about field trips, and their roles and responsibilities; ensure parental support for all proposed short-term overnight field trips; identify an administrator to accompany the short-term overnight field trip to all international destinations, in consultation with the superintendent of schools;

12 decide, on a case-by-case basis, whether or not to reimburse volunteer supervisors from the school s field trip budget for reasonable out-of-pocket expenses related to the field trip; consider engaging parents as volunteer supervisors as per Policy #280.0, Volunteers in our Schools; ensure that the staff organizer has provided students, staff, volunteers and parents with the appropriate information about the trip and their roles and responsibilities; ensure staff member absences are accommodated within approved practices; review and sign Third Party Liability Waivers ; ensure that weather and road conditions are conducive to travel before students leave York Region for a field trip during severe weather or poor driving conditions; and in consultation with the staff organizer(s), shorten, cancel or terminate an off-site activity at any time if, in their opinion, the off-site activity cannot proceed or be completed in a safe and satisfactory manner; in case of concerns about safety in the destination; immediately contact the superintendent of schools to review the situation, liaise with staff organizer(s), supervisors and superintendent of schools, as required, to review the situation and to decide whether the short-term overnight field trip shall proceed under the original plans, be modified, rescheduled or cancelled if warranted, and determine whether the short-term overnight field trip could be rescheduled in order to minimize financial loss to participants; and in case of withdrawal of Board support; inform all participants, in consultation with superintendent of schools and the Associate Director(s) of Education, determine, in consultation with the superintendent of schools, staff organizer(s), students and parent(s)/guardian(s) whether the short-term overnight field trip may proceed without participation of staff members, provide support to community members if the short-term overnight field trip is proceeding without participation of staff members, and ensure parent(s)/guardian(s) and students are aware that, if the short-term overnight field trip proceeds without staff participation, that parent(s)/guardian(s) will be responsible for taking on sole responsibility for all aspects of the field trip, including supervision. Staff organizers shall: when planning a short-term overnight field trip; adhere to the short-term overnight field trip criteria, take into account the maturity, skills and abilities of the students when planning the activities, prepare appropriate documentation and submit to the principal for approval, communicate with parents, as required, during the formulation of the plan for the proposed field trip. research the location of the activity and be familiar with seasonal conditions; have the training and knowledge appropriate to lead the trip; identify and inform staff and volunteer supervisors of their responsibilities; identify the need for guides, where appropriate; hold a parent information meeting, before the trip is booked, at which; a record of attendance is kept, the costs for the proposed trip, fundraising plans and the availability of financial assistance to parents/guardians are shared, how the trip meets field trip eligibility requirements is explained, an overview of the planned activities, who will be on the trip, the ratio of supervision and the safety procedures in place is provided, student and parent/guardian responsibilities are reviewed, including an overview of relevant Board policies, procedures and supporting documents, parents are informed that approval for this field trip is pending superintendent of schools approval,

13 ensure that, if a student and/or parent/guardian cannot attend, an appropriate process is in place to provide them with the information, and complete the online application Create a Short-Term Overnight Field Trip request. following the parent meeting to the principal and superintendent of schools for approval prior to booking the trip. once the short-term overnight field trip is approved; make all necessary arrangements for the trip, obtain completed consent forms, refer any Third Party Liability Waivers to the principal, inform parents of the option for field trip insurance coverage, arrange for parents/students to purchase comprehensive medical/travel insurance and trip cancellation insurance, collect medical and emergency information, ensure students and parent(s)/guardian(s) are aware of appropriate conduct expectations during the field trip, prepare an emergency communication plan, ensure students plan ahead academically, provide detailed information about the trip to parents /guardians and volunteer supervisors, consider holding a follow-up meeting for field trip participants, if needed, inform staff of short-term overnight field trip dates and participating students, and provide an appropriate program for students who do not participate in the field trip. during the short-term overnight field trip; supervise students and follow up on inappropriate behaviour, ensure that there are supervisors of both genders if field trip participants are of both genders, ensure that proper equipment is worn at all times, as appropriate, take attendance at all points of departure and at regular intervals, ensure that vehicles do not return from short-term overnight field trips unless transportation has been arranged for all participants, conduct the trip, adhering to the planned itinerary, and completing any required follow-up activities, in consultation with the principal, shorten, cancel or terminate an activity at any time, if in the opinion of the teacher, the activity cannot proceed or be completed in a safe and satisfactory manner, when arranging transportation, adhere to Board Policy #680.0, Student Transportation and Board Procedure #NP679.0 Use of Private Motor Vehicles for Student Transportation, verify that weather and road conditions are conducive to travel prior to return, contact the school immediately if an accident occurs during a short-term overnight field trip, and complete a Student/Teacher Accident Report within 48 hours of the incident or as soon as possible upon their return to the school and forward to the Manager of Administrative Services. Parent(s)/Guardian(s) shall: ensure that consent forms for short-term overnight field trips are completed; ensure that payment of costs for the short-term overnight field trip, including but not limited to all costs of medical/travel insurance, trip cancellation insurance, or other insurance coverage, are made to the school as outlined in the information package; attend information sessions; and be aware of and understand the responsibilities and requirements provided to them by the staff organizer(s) for the short-term overnight field trip, hazards/risks on the trip, the emergency plan and appropriate safety procedures prior to and during off-site activities.

14 Students shall: act with reasonable care towards themselves and others to contribute to a safe and educational experience in accordance with all Board policies and procedures and the school code of conduct; pay the cost of any non-mandatory short-term overnight field trips; meet all student eligibility requirements; be accountable to the staff supervisor for their behaviour; complete and submit forms within specified timelines; be appropriately dressed for the type(s) of activities; fulfill all of the preparatory academic and behavioural requirements as set out by staff; carry out all follow-up requirements in an appropriate manner; complete all assessment requirements before, during and after the short-term overnight trip; attend information sessions with their parent(s)/guardian(s); and be aware of and understand their responsibilities and requirements. Volunteer Supervisors shall: receive direction from and be accountable to the staff organizer; comply with Policy #280.0 Volunteers in our Schools; complete all appropriate forms and documentation; know the details of the short-term overnight field trip and their specific duties and authority prior to departure; follow all Board policies and procedures and school code of conduct; report any inappropriate conduct to a staff supervisor; adhere to the itinerary; fulfill their duties for the duration of the short-term overnight field trip, including evenings and weekends; attend meetings as required; complete and submit the Supervisor Expectation Form; secure all required documentation, such as, but not limited to, passport and immunization; and understand that staff members will not accompany short-term overnight field trips in the event of withdrawal of Board support and decide whether or not to continue in the role of volunteer supervisor. Procedure History Approved 1994 Revised 2003 Revised 2007 Revised October 2008 Working Document June 12, 2012 Working Document July 2013 Revised April 2014 It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term parents refers to both parents and guardians in all Board policies and procedures.

15 Board Procedure #642.3 Extended Field Trips This procedure outlines the responsibilities associated with organizing, conducting and supervising extended field trips that are five or more days and nights. Extended field trips enhance the program of study. Extended field trips are not mandatory and are considered enhancements to student programming and will be conducted on a cost recovery basis, minimizing costs where possible. Field trips that are completed within one day are referred to in the Procedure #642.1, One-Day Field Trips. Field trips that are more than one day and completed within five days and nights are referred to in Procedure #642.2, Short-term Overnight Field Trips. All requests to schedule an Extended Field Trip must be completed electronically. Definitions Financial Transactions Financial transactions are monetary transactions between participants and the tour operator. Extended Field Trips An extended field trip is an off-site excursion for students of five or more days and nights, and meets the following criteria. All extended field trips must: be approved by the principal, superintendent of schools and Associate Director(s) of Education before the trip is booked; be run on a cost-recovery basis that minimize costs, wherever possible; accommodate, where possible, parental concerns related to religion, faith and culture; state how fundraising will support the trips, where applicable; ensure all students have the opportunity to attend (with parent/guardian approval); ensure curriculum relevance of the extended field trip; have an itinerary; accommodate students with special needs, ensuring equal access and supervision for highneeds students in accordance with Student Safety Plans; consider and account for the health and safety of all students and staff members; outline in writing supervision expectations for staff members and volunteers; have gender representation in staff supervision, and that all supervisors are aware of, and comfortable with their role; have an administrator in attendance; consider all relevant Board policies, procedures and supporting documents; and ensure the private vendor or facility operator has the necessary certification and general liability insurance of at least $2,000,000. Supervision Ratio for Extended Field Trips The minimum acceptable standard of supervision for extended field trips is one (1) supervisor to 10 students.

16 Extended Field Trip Plan The staff organizer(s) must submit an extended field trip plan to the principal at least six months before the trip. It must include: Extended Field Trip Checklist with all accompanying documents; Extended Field Trip Approval Form; Financial Report Form; and a list of staff organizer(s) and alternate(s), should a staff organizer be unable to attend. Responsibilities Director of Education shall: allocate staff and resources to support the Extended Field Trips procedure. Associate Director(s) of Education shall: give final approval for all extended field trip requests; and determine, in conjunction with the superintendent of schools, whether a field trip may proceed if unforeseen factors arise including, but not limited to, war, acts of terrorism, social unrest, environmental conditions, public health issues and labour unrest. Superintendents of Schools shall: ensure all requirements in the Extended Field Trips procedure are communicated to all schools; approve, in conjunction with the principal, extended field trips that are five or more days and nights, based on extended field trip approval criteria; not approve supply teacher costs unless absolutely necessary and in conjunction with the Associate Director(s) of Education; after ensuring all components of the Extended Field Trip Checklist are complete, submit to the Associate Director(s) of Education for final approval; upon approval by the Associate Director(s) of Education, ensure a signed copy of the request form is returned to the school; and work with the principal to consider exceptional circumstances that may require an adjustment to a student s itinerary; determine, in conjunction with the Associate Director(s) of Education, whether a field trip may proceed if unforeseen factors arise including, but not limited to, war, acts of terrorism, social unrest, environmental conditions, public health issues and labour unrest. Principals shall: ensure that staff organizers and supervisors understand and adhere to all relevant Board policies, procedures and supporting documents; make a recommendation for consideration by the superintendent of schools, upon approval of the extended field trip and forwarding to the superintendent of schools for review; identify an administrator to accompany the field trip; ensure all incentives offered by tour operators are used to reduce the cost of the field trip for student participants only; ensure that all communication to students and parent(s)/guardian(s) prior to approval clearly states Subject to Approval ; monitor the field trip finances; ensure that students and/or parents understand that the Board facilitates extended field trips, but all signed contracts and financial undertakings are between students and/or parent(s)/guardian(s) and the tour operator; inform the school council of the dates and destination of the extended field trip;

17 participate in an initial meeting for parent(s)/guardian(s); work with the Superintendent of Schools to consider exceptional circumstances that may require an adjustment to a student s itinerary; ensure staff absences are accommodated within approved practice; in case of concerns about safety in the destination; immediately contact the superintendent of schools and the tour operator to review the situation, liaise with staff organizer(s), supervisors and superintendent of schools, as required, to review the situation and to decide whether the field trip shall proceed under the original plans, be modified, rescheduled or cancelled if warranted, and work with the tour operator to facilitate rescheduling and/or repackaging the tour in order to minimize financial loss to the participants if a tour is rescheduled; in case of withdrawal of Board support; inform all participants, in consultation with superintendent of schools and the Associate Director(s) of Education, determine, in consultation with the tour company, superintendent of schools, staff organizer(s), students and parent(s)/guardian(s) whether the extended field trip proceeds without participation of staff members, provide support to community members if the extended field trip is proceeding without participation of staff members, and ensure parent(s)/guardian(s) and students are aware that, if the tour proceeds, the tour operator and trip organizers will be solely responsible for all aspects of the field trip, including supervision; and follow up on any issues as a result of the trip and liaise with the superintendent of schools if necessary. Staff Organizer(s) shall: when planning the extended field trip; discuss the concept of the field trip with the principal before discussing with students, take into account the maturity, skills and abilities of the students when planning the activities on the trip, select a Board-approved tour operator in conjunction with the principal, submit a completed field trip plan to the principal for approval, prepare an emergency communication plan, communicate with parents, as required, during the formulation of the plan for the proposed field trip, research the location of the activity and be familiar with seasonal conditions, have the training and knowledge appropriate to lead the trip, identify and inform staff and volunteer supervisors of their responsibilities, and identify the need for guides, where appropriate. once the extended field trip is approved; make all necessary arrangements, select, in conjunction with the principal, staff and volunteer supervisors, ensure supervisors are aware of their roles and responsibilities including, but not limited to, students who have been assigned to them, daily tasks and room responsibilities, ensure that every supervisor signs the Supervisor Responsibilities During Extended Field Trips, ensure all supervisors provide written evidence of insurance coverage for the extended field trip, ensure that supervisors possess all necessary travel documentation, provide students and parent(s)/guardian(s) with an information package including, the Field Trip Permission Form, insurance information, list of students and chaperones, itinerary, packing list,

18 lodging and transportation arrangements, schedule of additional meetings, student behavior expectations and consequences, local currency and customs, care of travel documents, dress code, costs and payment options, and medical forms, if required, arrange an information session with volunteer supervisors and/or the tour operator for students and parent(s)/guardian(s), at which, an overview of the information package will be provided, cultural differences in destinations are discussed so that participants are aware that all Board policies and procedures apply, and the responsibility for financial liability remains solely with student participants and their parent(s)/guardian(s), and that the Board assumes no financial liability for any aspect of the field trip including, but not limited to, any money lost due to tour operator bankruptcy, rescheduling, canceling or withdrawal of Board support, refer to the principal any requests for an adjustment to a student s itinerary due to exceptional circumstances; if an adjustment to a student s itinerary is approved, request documentation from the parent(s)/guardian(s) outlining the agreed upon travel plans and a waiver of liability; work in conjunction with the tour operator to obtain all required information and payments, consider contacting Canada Customs to discuss requirements related to students traveling with foreign passports, ensure students plan ahead academically, inform staff of field trip dates and participating students, prepare a package to be left with school administration, that includes, all items in the student package, tour company contact information, signed Supervisor Responsibilities During Extended Field Trips forms, student medical information, photocopies of all passports and birth certificates, participant insurance information, and inventory of school equipment. during the extended field trip; supervise students and follow up on inappropriate behaviour, ensure that there are supervisors of both genders if field trip participants are of both genders, adhere to the planned itinerary, and completing any required follow-up activities, and in consultation with the accompanying administrator, shorten, cancel or terminate an activity if, for any reason, the activity cannot proceed or be completed in a safe and satisfactory manner. Parent(s)/Guardian(s) shall: attend information sessions and complete and submit required documentation including, but not limited to; the Permission Form for Extended Student Field Trips, Supervisor Responsibilities During Extended Field Trips, passport information, immunization, travel insurance, and copies of prescriptions; provide sufficient medication for the extended field trip; submit the first payment, recognizing that it is a non-refundable deposit, confirming the intent of the student to participate; submit payments as outlined in the payment schedule provided by the tour company;

19 inform the staff organizer(s) if, for any reason, the student can no longer participate; understand that students are expected to adhere to the approved itinerary while participating in extended student study tours including, but not limited to travel plans; discuss exceptional circumstances that may require an adjustment to their child s itinerary with staff organizer(s) and/or principals; understand that adjustments to a student s itinerary will only be considered in exceptional circumstances; if an adjustment to a student s itinerary is approved; provide detailed travel plans and a waiver of liability, and understand the Board is not responsible for a student when they are no longer under the supervision of staff and/or volunteer supervisors; review behaviour expectations with their child(ren); in case of concerns regarding destination safety, attend a meeting at which school staff will discuss re-scheduling or altering the itinerary for the extended field trip; and in case of withdrawal of Board support for the extended field trip; attend the meeting at which the Board decision to withdraw support for the field trip will be communicated and options discussed with the tour company, decide whether to proceed with the extended field trip without Board support, in conjunction with other parents/guardians and the tour operator, if the school community decides to proceed with the extended field trip without Board support, understand that Board staff will not be permitted to participate, and attend subsequent meetings with the tour operator and community representatives who will now be solely responsible for the tour, including the supervision of students. Volunteer Supervisors shall: receive direction from and be accountable to the staff organizer(s); comply with Board Policy #280.0 Volunteers in our Schools; complete all appropriate forms; know the details of the extended field trip and their specific duties and authority prior to departure; follow all Board policies and procedures and school code of conduct; report any inappropriate conduct to a staff supervisor; adhere to the itinerary; fulfill their duties for the duration of the extended field trip, including evenings and weekends; attend meetings, as required; complete and submit the Supervisor Expectation Form; secure all required documentation, such as, but not limited to, passport and immunization; and understand that Board staff will not accompany field trips in the event of withdrawal of Board support and decide whether or not to continue in the role of volunteer supervisor. The Tour Operator shall: adhere to the agreed upon terms and conditions outlined in the agreement with the Board; support the staff organizer(s) in developing a detailed itinerary that is affordable and minimizes free time; provide the staff organizer(s) with a detailed list of requirements and timelines; provide detailed statements to the school of all monies collected from the participants; attend information meetings, as required; in case of concerns regarding destination safety; attend a meeting at which school staff will discuss rescheduling or altering the itinerary for the field trip, and work with the school staff to minimize financial loss if a tour is rescheduled; and in case of withdrawal of Board support; attend the meeting at which the Board decision to withdraw support for the field trip will be communicated and options discussed,

20 decide whether to proceed with the field trip without Board support, in conjunction with parents/guardians, if the school community decides to proceed with the field trip without Board support, understand that Board staff will not be permitted to participate, and attend subsequent meetings with community representatives who will now be solely responsible for the field trip, including the supervision of students. Students shall: complete and submit all required forms within specified timelines; attend all information meetings; plan ahead academically; comply with Board policies and procedures and the school code of conduct, regardless of local laws and customs including, but not limited to, the consumption of drugs and alcohol; confirm in writing that if behaviour requires them to be sent home they and their parents are responsible for expenses; adhere to the approved itinerary for the duration of the extended student study tour, except in emergency situations; follow all guidelines including, but not limited to, those regarding weight and size of luggage, carry-on contents, electronic equipment, packing list; complete the administration of medication form, provide a copy of the prescription and bring any required medication; and follow all expectations regarding appropriate behaviour and conduct while on the extended field trip. The accompanying administrator shall: assume responsibility for all aspects of the field trip; ensure parent(s)/guardian(s) are contacted, as necessary; contact superintendent of schools, as necessary; and make changes to the itinerary, as necessary. Staff and volunteer supervisors shall: carry out all assigned duties; take a precise attendance count at all points of departure and at regular intervals during the field trip; ensure that students are aware of and follow expectations regarding appropriate conduct; contact the accompanying administrator immediately if an accident occurs; and complete a student/teacher accident report within 48 hours of the incident or as soon as possible upon their return to the school and forward it to Human Resource Services. Procedure History Approved 1994 Revised 2003 Revised 2007 Working Document July 2013 Revised April 2014

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