POLICY NUMBER: NEW \ REVISED POLICY STATEMENT SPECIFIC GUIDELINES

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1 OLDS COLLEGE POLICY Olds College recognizes the need for Policies and Procedures, and the need for staff and students to be familiar with and follow such policies and procedures. It is the intent of Olds College that breach of College policies or procedures shall result in disciplinary measures up to and including suspension or termination. This applies to all College staff and representatives. CATEGORY: D. Student and Academic SUBJECT: Student Trips POLICY NUMBER: D40 CROSS REFERENCE: C23 College Vehicles NEW \ REVISED Administrative Services Committee May 11, 2015 POLICY STATEMENT Academic Council Olds College values the benefits of off-campus activity and travel that allow members of the College community to broaden their experiences, expand and share their knowledge, and to encourage innovation and collaboration. The College is committed to supporting safe and educational off-campus experiences. SPECIFIC GUIDELINES All students are required to complete a Waiver of Liability, Assumption of Risks and Indemnity at the beginning of each term, which will be placed on their electronic file. Students under the age of 18 must have parental \ guardian signature. Any student utilizing their own vehicle for any trip has the sole responsibility to attain personal insurance coverage. If students travel together, it is the driver s responsibility to have insurance coverage. There are two (2) categories of trips: 1. Mandatory (Program) - Trips and field work which are a mandatory part of the academic program at the College. The College is responsible to provide transportation, and to have a college employee accompany the students on the trip. At the discretion of the Dean\Director\Coordinator, individual students may make other transportation arrangements providing they cover their own costs. These trips are considered sanctioned trips, and therefore fall under Olds College insurance coverage. 2. Non-Mandatory - Trips which are not a mandatory part of the academic program and may or may not be deemed sanctioned. Sanctioned - Staff and students who partake in sanctioned field trips have insurance coverage through Olds College. Sanctioned field trips must: i. have written approval from the Dean\Director\Coordinator ( is acceptable), and ii. have a college employee accompany the students on the trip.

2 Non-Sanctioned - Staff and students who partake in non-sanctioned field trips do not have insurance coverage through Olds College and have the sole responsibility to attain personal insurance coverage. Sponsorship of such non-mandatory trips may originate from a variety of areas. These trips will have academic validity or merit in the overall development of the student. The College is not responsible for providing transportation, but it is optional at the discretion of the Dean\Director\Coordinator. In the event that the College pays for a bus or other transportation, individual students are not precluded from making other transportation arrangements providing they cover their own costs. The College may sanction such trips providing the following criteria are met: i. have written approval from the Dean\Director\Coordinator for the trip; ii. have written approval from the Dean\Director\Coordinator for any College equipment being utilized. A list of equipment, dates of use, fees to be charged, and the cost centre responsible for payment, must be included in the request. The organization or group wishing to make the trip is free to solicit financial support by appropriate means, and iii. a college employee must accompany the students. Examples of non-sanctioned trips, include, but are not limited to: External activities undertaken by staff or students that are not part of the individual's employment, duties and responsibilities or studies. Activities organized exclusively by students or student groups without written approval by the Dean\Director\Coordinator. Activities organized by the Students' Association of Olds College (SAOC) including clubs and bodies ratified by the SAOC. Travel or activities of any person who is not a student, staff member or a pre-approved participant. This policy does not include International Trips. IMPLEMENTATION AND ADMINISTRATIVE RESPONSIBILITY The Policy will be reviewed every five (5) years. The, Student and Support is responsible for administration of the Policy in consultation with the Registrar.

3 OLDS COLLEGE PROCEDURES Olds College recognizes the need for Policies and Procedures, and the need for staff and students to be familiar with and follow such policies and procedures. It is the intent of Olds College that breach of College policies or procedures shall result in disciplinary measures up to and including suspension or termination. This applies to all College staff and representatives. SUBJECT AND POLICY NUMBER D40 Student Trips NEW \ REVISED Student and Support Services October 8, 2015 Academic and Research Advancement 1. One or more College employees must accompany any group of students on a trip, dependent upon the number of students and the degree of supervision required. 2. For Mandatory (program) trips, the Instructor\Coordinator is responsible to be aware of health and safety hazards associated with the trip and to identify the necessary controls associated with those hazards (e.g. personal protective equipment that may be required). 3. The approver of non-mandatory sanctioned trips is responsible to be aware of health and safety hazards associated with the trip and to identify the necessary controls associated with those hazards. 4. No classes may be cancelled or other travel arrangements made without Dean\ Director\Coordinator approval. 5. Students must submit a proposal to the appropriate Dean\Director\Coordinator giving the details of the proposed trip including time, place, purpose and costs. A minimum of one week s notice is required. 6. The Instructor\Coordinator is authorized to set standards of behaviour and to apply the College's Code of Conduct Policy. The Instructor\Coordinator has the authority to cancel College trips or to send individual students home, if the students do not comply with standards. Additional disciplinary action may be taken when necessary. 7. Students shall be sent home at their own expense if they do not comply with the standards set by the Instructor\Coordinator. 8. College staff are discouraged from using their own motor vehicle to provide student transportation. If staff chooses to use their own vehicle, it is their sole responsibility to attain personal insurance coverage, and take full responsibility for their passenger s safety. 9. If an employee has an accident while driving his\her personal vehicle on College business, the cost of the incurred expenses, including any litigation costs that could result, will not be covered by the College. 10. The Human Resources Department maintains a list of the names of individuals who are qualified to drive College buses. These individuals must meet the qualifications established by Human Resources which include having a valid driver s license in the appropriate class as required for the vehicle, having been tested by a designate of Alberta Registries as arranged by Olds College or having completed the Chinook s Edge School Division bus driver orientation, having met with the College Mechanic, etc. 11. Students are not allowed to drive Olds College vehicles without an accompanying staff member. 12. Any driver of a College vehicle must have submitted a Driver Authorization Form to the Insurance Administrator and be on the Approved Drivers List. This form is located on the Olds College website. 13. A list of participants, emergency contact numbers and an itinerary must be left with the appropriate Dean\Director\Coordinator for all overnight trips. 14. The Director, Athletics, Fitness and Recreation is responsible to maintain relevant information about all trips for athletic purposes. 15. Staff \ Students travelling on trips outside of Canada are responsible to have valid passports, etc. for purposes of their identification at their own cost. 16. If an injury to a student occurs on a trip, the staff person in charge will notify the Student Health Services office, as soon as is feasibly possible. If a staff member is injured on a trip, he\she will notify Human Resources, as soon as is feasibly possible. Appropriate documentation will be required to be completed.

4 FIELD TRIP PARTICIPATION WAIVER RELEASE OF ALL CLAIMS, WAIVER OF LIABILITY, ASSUMPTION OF RISKS & COSTS WARNING! By signing this form you give up your right to bring a lawsuit or court action to recover compensation for any injury or loss to yourself or to your property, and the right of your personal representative to bring an action to recover compensation for your death, injury or other damages arising from participation in activities in Olds College courses. Signature of Parent or Legal Guardian is required if the Participant is under the age of eighteen (18). This form must be completed at the beginning of each semester\term in order to take part in any trips. Please fill in where applicable: Student's Name Last Name First Name Middle Initial Student ID # Program Semester\Term Date of Birth Parent / Guardian Name Phone Number Relationship to Participant Emergency Contact Name Phone Number Relationship to Participant You are entitled to get your own legal advice before signing. PLEASE READ CAREFULLY BEFORE SIGNING Release of Rights & Claims; Waiver of Liability, Assumption of Risks & Costs I, (full name), being of sound mind and the age of majority, and in consideration of being permitted to participate in activities which are part of the Olds College program of study in which I am registered (hereinafter referred to as the Activity ), do hereby acknowledge and agree to this Release of Claims, Waiver of Liability, Assumption of Risks & Costs (herein collectively called the Release ) as follows: 1. I irrevocably agree to RELEASE, SAVE HARMLESS AND INDEMNIFY Olds College, its Board of Governors, officers, employees, invitees, agents, representatives, officials, servants, successors, assigns, and independent contractors (herein collectively called the Agents ) from and against all claims, actions, causes of action, costs, expenses and demands and liabilities of any nature or kind whatsoever and howsoever caused, arising out of, or in connection with each and either of, a) my taking part in the Activity, and, b) my travel to and from the Activity.

5 2. I irrevocably agree to pay the cost of any medical attention or services rendered to me or for my benefit while participating in the Activity, or thereafter, including, without limiting the generality of the foregoing, any emergency evacuation of my person and belongings, that may become necessary, notwithstanding that the evacuation may have been contributed to or occasioned by any act, or failure to act, by the Agents or any of them, including, without limitation, negligence of Olds College or of any one or more of the other Agents. 3. I acknowledge and accept all of the risks, both inherent, and as may otherwise be associated with my participation in the Activity, and I expressly acknowledge the risk and possibility of personal injury, death, property damage, or loss resulting from my participation; and, I unconditionally agree, and do hereby, assume and accept all those risks. 4. I hereby waive any obligation or duty of the Agents to notify me of any circumstances, conditions, danger or otherwise, regarding the Activity, or affecting my participation in the Activity. 5. I have carefully read this RELEASE, and I understand it. I acknowledge and agree that by entering into this RELEASE and signing it, I am not relying on any oral or written representation or statements made by Olds College or the other Agents, including those made in any publications, brochures or calendars issued by Olds College or the other Agents, to inform me of, or to induce me to undertake, the Activity. 6. I confirm that I have been advised that this document seriously affects my rights, and that I have been advised to get my own legal advice before I sign this agreement. 7. This RELEASE shall be interpreted pursuant to laws of the Province of Alberta, and shall bind my heirs, next of kin, personal representatives, executors, administrators, and assigns. Dated at this day of, 20. Signature of Witness Signature of Participant Print name of Witness Print name of Participant Signature of Parent or Legal Guardian is required only if the Participant is under the age of eighteen (18). Signature of Parent or Legal Guardian Print name of Parent or Legal Guardian Relationship to Participant Phone Number Olds College complies with the Freedom of Information and Protection of Privacy Act of Alberta. Information collected on this form is used in the normal course of College operations in accordance with this legislation. If you have any questions about the collection and use of this information, please contact the FOIP Coordinator. Approved

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