SUMMARY OF INFORMATION FROM THE TCDSB EXCURSION HANDBOOK FOR INTERNATIONAL EXCURSIONS. Prepared by: Ed Cooling #6018

Transcription

1 SUMMARY OF INFORMATION FROM THE TCDSB EXCURSION HANDBOOK FOR INTERNATIONAL EXCURSIONS Prepared by: Ed Cooling #6018

2 SECTION 4 Restrictions on School Excursions and Activities 4.2 Areas Where No Travel is Allowed (p. 27) No school may organize travel to: (a) natural disaster areas (b) war zones (c) regions with political or civil instability. SECTION 5 Procedures for Taking Students on Excursions 5.5 Signing Contracts for Excursions (p. 30) Any contract must be signed by the person granting the approval for the excursion. That is as follows: Day trips Principal Overnight trips within Canada Superintendent International Trips Director of Education 5.7 Excursion Type and Who Grants Approval (If unsure of from whom to seek approval contact the Outdoor Education Department or your superintendent) (p. 31) Excursion Type Examples APPROVED BY a) Excursions - outside of Canada b) Co-Instructional Programs overnight outside of Canada School excursion to Italy, United States, Germany etc. International Tournement (sports, arts etc.) Band or choir excursion to a foreign country School group (language, history etc.) trip to a foreign country Director of Education or designate upon recom. of Superintendent and Principal Student Exchanges Co-op Education Credit Courses outside of School and/or Regular School Day and/or out of Canada These programs do take students away from their home school but require different approvals. Each has its own rules, which are handled by various departments at TCDSB. 1

3 5.10 Types of TCDSB Excursions (p. 33) (f) Trips/Excursions Outside of Canada: These include one day and overnight trips. Because these trips have implications for health insurance and/or liability insurance, they require the approval of the Director of Education or designate. NOTE: Private trips are not to be considered as a TCDSB excursion. (refer to #17, pages for more information on Board policies related to private trips.) 5.12 Principal s Responsibilities for International Excursions (p ) There continues to be certain political and social unrest around the world. It is incumbent upon the organizers of any trip that takes students abroad to ensure that the intended destination is safe. In addition, trip organizers must ensure that students and their parents/guardians are fully apprised of the risks associated with international travel. In addition to any other applicable requirements outlined in this Handbook (such as the overnight excursion requirements), trip organizers must take the following steps when an international excursion is planned: (a) (b) (c) (d) (e) (f) Any contract must be signed by the Director of Education or designate. The trip organizer must check with Foreign Affairs Canada and International Trade Canada ( ), in advance of the excursion, to determine whether the intended destination has been deemed dangerous for travellers. The trip organizer must enquire about, and pursue, cancellation options with the tour operator, in an effort to reduce the financial impact of a cancellation or delay of an international excursion. The trip organizer must inform participants in international excursions that the excursion may be cancelled or delayed at some time in the future if there is political unrest, the threat of war or insurrection, or the threat of terrorism at the destination. The trip organizer must inform participants of any risks associated with the international excursion, Board policy, and cancellation options. If cancellation insurance is available for the international excursion, the trip organizer must require that all participants purchase such insurance. 2

4 (g) Two copies of the Parental/Guardian Informed Consent Form for International Excursions (Appendix III, page 113) must be signed by both the participants and their parents/guardians. One copy must be returned to the trip organizer and the other copy must be retained by the parents/guardians. If the trip organizer learns that the destination may be dangerous for travellers, the trip organizer must delay or cancel the international excursion Students Billeted in Homes in Other Locations (p. 38) Billeting students has often been used as a means of reducing costs for excursions as well as an opportunity for students to meet new people in different cultural situations. The principal shall approve, in advance, any billeting arrangements. Before planning any such arrangement, the supervisor-in-charge must make every effort to ensure that students are entering a safe and secure environment. The supervisor-in-charge shall include information about the accommodation and/or billeting arrangements on the Parent/Guardian Permission Form, including: (i) the name(s) of the individual(s) with whom the student will be billeted; (ii) contact information, including the telephone number and address, of the individual(s) with whom the student will be billeted; (iii) whether any other students will be billeted with the student; and (iv) any other pertinent information regarding the individual(s) with whom the student will be billeted. Where possible, students should be billeted in groups of two or more Long Term Student Exchanges (p. 39) These exchanges are not excursions and do not fall under the regulations of this document. The approval process is quite different and usually involves one student. The conditions vary from year to year; schools should refer to the annual memorandum from the Ministry of Education for direction in this matter. Long term, out-of-country credit courses are not excursions. The various departments at TCDSB handle permission for such programs. 3

5 5.24 Christmas Break or March Break Trips (p. 39) These popular trips are subject to all approvals as outlined in the Handbook. Teacher-organizers must first obtain approval, from their principal, before starting with any planning and/or contracts Statement of Disclosure (p. 39) Teachers who organize trips in return for a free or reduced cost trip are required to disclose this arrangement to all involved. 4

6 5.26 Excursion Type and Steps Required What I have to do! (p ) The following chart is intended as a guide to assist teachers in organizing excursions. However teachers must review the relevant sections of the Handbook when planning an excursion. An excursion that involves watercraft, water activities, additional risk etc. requires further planning than what is outlined below. Excursion Type a) Overnight excursions outside of Canada b) Co-instructional Programs overnight outside of Canada Steps Required What I have to do! 1. School Excursion Approval Application Form (page 108) - completed for each excursion and sent with completed Principal s Checklist to Director of Education for approval. 2. Principal s Checklist (page 109) completed once for each excursion and attached to School Excursion Approval Application Form. 3. Check with the Department of Foreign Affairs and International Trade Canada ( ) concerning the safety of the intended destination and follow the recommendations of the Department. 4. Have a parent meeting at least 3 weeks prior to the excursion. 5. Parent/Guardian Permission Form All Excursions (page 112) - completed once for each excursion. Two copies needed, one copy is to be signed and returned by the student and one copy retained by the parent/guardian. Schools may use a school generated permission form in place of the standard TCDSB form. (refer to Section 6.6, page 46) 6. In addition to the usual Parent/Guardian Permission Form All Excursions the supervisor-in-charge must complete 2 copies of the Parental/Guardian Informed Consent Form for International Excursions found in Appendix III, page 113. One copy is to be signed and returned by the student and one copy retained by the parent/guardian. 7. Student s Health And Safety Information Form (page ) - completed once for each excursion. The supervisor-in-charge must sign and keep a copy of this form with them during each excursion. 8. Consent To Medical Treatment Form (page 116) - completed once for each excursion. The supervisor-in-charge must keep a copy of this form with them during each excursion. 9. Make it a requirement that all participants purchase Cancellation Insurance. 10. Emergency Action Plan for Injuries completed once for each excursion covered by the permission form. (refer to page 127) 11. Emergency Action Plan for Transportation completed once for each excursion covered by the permission form. (refer to page 130) 5

7 SECTION 6 Excursion Forms 6.1 Excursion Type and Permission Form Required (p. 43) Excursion Type Permission Form(s) Required Approved By a) Excursions - outside of Canada b) Co-Instructional Programs overnight outside of Canada 1) School Excursion Approval Application Form (page 108) and 2) Principal s Checklist (page 109) and 3) Parent/Guardian Permission Form All Excursions (page 112) Schools may use a school generated permission form in place of the standard TCDSB form. (refer to Section 6.6, page 46) and 4) Parent/Guardian Informed Consent Form for International Excursions (page 113) Director of Education or designate upon recom. of Superintendent and Principal Student Exchanges Co-op Education Credit Courses outside of School and/or Regular School Day and/or out of Canada These programs do take students away from their home school but require different approvals. Each has its own rules, which are handled by various departments at TCDSB. 6.5 Standard TCDSB Parent/Guardian Permission Forms (p. 45) (c) Parent/Guardian Informed Consent Form For International Excursions (Appendix III, page 113) FOR ALL EXCURSIONS WHERE STUDENTS TRAVEL TO ANY OTHER COUNTRY use of the Parental/Guardian Informed Consent Form For International Excursions is compulsory. It must be included with the Parent/Guardian Permission Form- All Excursions or a school generated copy of a parental consent form (see 6.6 below). 6

8 SCHOOL EXCURSION APPROVAL APPLICATION FORM Use for: ALL OVERNIGHT and OUT-OF-CANADA EXCURSIONS Name of Teacher or Organizer Of Excursion: Position of Responsibility: School: Type of Excursion: Curricular: Co-Instructional: Excursion Description: (location(s), mode of travel, accommodations, participants, activities being planned and any relevant information to assist the person granting approval - use back of page if necessary) Curricular relevance or purpose of the excursion: Related Credit Courses: (if applicable) Name(s) of Approved Supervisor(s): Anticipated No. of Students Involved: Grade(s): Dates: from to Day Month Year Day Month Year Transportation Carrier is from Board approved list: Yes No If No proof of adequate insurance must be attached to approval form. Name of Carrier: Estimated Cost For Entire Group: Anticipated Sources of Revenue: Accommodation: $ School Accounts: $ Travel: $ School Fund Raising: $ Cost of Supply Teachers $ Board Subsidies: $ Meals: $ Student s/parent s Share: $ Programs/Materials: $ Other (a) $ Other: $ Other:(b) Teacher contributions if $ applicable TOTAL: $ TOTAL: $ It is understood that this excursion WILL NOT proceed without approvals and signed parental forms completed, and a finalized list of student participants provided to the appropriate Superintendent. Signature of Principal: (indicates recommendation of this excursion) Date: For approval of excursion refer to Section 5.7 p. 31 of The School Excursion Handbook) Excursion Approved Signature of Superintendent and Director or Designate (All Overnight Excursions) (All Out-of-Canada Excursions) Excursion Not Approved Signature of Superintendent and Director or Designate (All Overnight Excursions) (All Out-of-Canada Excursions) (September 2002) 7

9 TORONTO CATHOLIC DISTRICT SCHOOL BOARD Parent/Guardian Informed Consent Form For International Excursions International field trips may present various elements of risks, as might various forms of related transportation including air flight. Accidents related to such activities may occur and cause injury to a student or students through no fault of the school board, a transporter or of a facility at which activities take place. PARTICIPANTS MUST ASSUME THESE RISKS. THE TORONTO CATHOLIC DISTRICT SCHOOL BOARD DOES NOT PROVIDE ANY ACCIDENTAL DEATH, DISABILTY, DISMEMBERMENT OR MEDICAL EXPENSES INSURANCE ON BEHALF OF STUDENTS PARTICIPATING IN FIELD TRIPS. ACKNOWLEDGEMENT WE HAVE READ AND UNDERSTOOD THESE WARNINGS: Dated: (Signature of Student) (Signature of Parent/Guardian) I GIVE permission to participate in (Name of Student) the excursion sponsored by of the Toronto Catholic (School) District School Board to (Destination(s) during. (Date of trip, inclusive) Dated: Signature of Parent/Guardian (September 2002) 8