MANUAL OF POLICIES, PROCEDURES AND BY-LAWS EXTRA-CURRICULAR ACTIVITIES AND FIELD TRIP POLICY Code: Policy 3.8 Date of Coming into Force: Number of Pages: 10 Origin: Legal Counsel Operator and Storage Site: History: Legal Counsel Resolution 03-12-04 Resolution 04-07-01
Extra-Curricular Activities and Field Trip Policy Table of contents 1. Introduction. 3 2. Objective.. 3 3. Definition.. 3 4. The Legal Context 3 5. General Rules. 4 6. Organization of the Activity... 5 7. Parent Information... 5 8. Medical Information.. 6 9. Safety and Security. 6 10. Insurance. 7 11. Supervision 7 12. Accident Reports. 7 13. Deposit. 7 Appendix A Prohibited and allowed activities 8 Appendix B Extra-curricular activities and field trips.. 9 Appendix C Emergency medical treatment form.. 10 Appendix D Parental permission and release form 11 Appendix E Carpool authorization form 12 Page 2 of 13 Policy 3.8
Extra-Curricular Activities and Field Trip Policy 1. Introduction The School Board recognizes that effective learning experiences often result from first hand observation of, and participation in, events or activities that take place off school premises. The extra-curricular activities and field trips must be linked to the educational programs designed for the students and take into consideration the school success plan. The extra-curricular activities and field trips should enhance the provision of aesthetic, cultural, intellectual, spiritual, athletic and social experiences. 2. Objective This policy aims to provide Governing Boards and school principals with guidance related to extra-curricular activities and field trips that take place off school premises. 3. Definition Extra-curricular activities and field trips shall be linked to the education received by the students and take into consideration the school success plan. They should have instructional or educational purposes, which may include the following: The promotion of academic, social and personal growth; The participation in athletic activities; The promotion of cultural and environmental awareness; The participation in recreational activities. 4. The Legal Context 4.1 This policy applies to all extra-curricular activities and field trips which take place at anytime throughout the calendar year, under the direction of the school, off school premises, including those associated with the school s daycare. 4.2 In accordance with the Education Act (article 87), the Governing Board is responsible for approving extra-curricular activities and field trips as proposed by the school principal. Only activities which are covered by the School Tax Management Committee of the Island of Montreal s self insurance may be approved (Appendix A). Page 3 of 13 Policy 3.8
Extra-Curricular Activities and Field Trip Policy 4.3 On an annual basis, the Governing Board may provide a blanket approval for the following activities, which still require parental permission. Depending on the type of activity, the Governing Board will determine whether parental permission is required only once, or more often as needed: Activities taking place in parks and playgrounds adjacent to school property Trips between 2 campuses of the same school Work study, community service and career explorations Tournaments including debating, public speaking and sporting events Greater Montreal Athletic Association (GMAA) events 4.4 The school has a responsibility to inform parents of the activity and provide all relevant information (Refer to section 7). 5. General Rules 5.1 The principal of the school shall inform the staff and the Governing Board annually about this policy and its application. 5.2 The principal shall verify the links between the activity and the educational objectives. 5.3 The source of funding for the activity shall be made known and the cost shall be reasonable. 5.4 When a one day activity takes place during the regular class schedule, the school shall make every effort to ensure that no student is excluded for financial reasons. 5.5 When the activity takes place during regular class time and the parents refuse to give the authorization, or when a student is excluded, the principal shall ensure that an appropriate in-school alternative is provided. 5.6 No student shall be penalized academically for not participating in an extra-curricular activity or field trip. Page 4 of 13 Policy 3.8
Extra-Curricular Activities and Field Trip Policy 6. Organization of the Activity 6.1 In planning the activity, the school staff shall pay special attention to the following: Pedagogical aspect Program outline Implication on the schedule and the school calendar 6.2 Request for approval must be an item on the Governing Board s agenda. Approval must be minuted. However, when the Governing Board cannot convene a meeting in order to approve the activity, a process may be established by each Governing Board, in order to obtain approval from the majority of its members. The decision must be ratified at the next meeting. 6.3 Approval shall be given by the principal and the Governing Board before the Parental Permission & Release Form (Appendix D) is sent home and the activity takes place. As a minimum, the following information shall be provided to the Governing Board when approval is required: educational objective, date and time, destination, grade level or class, cost to parents, supervision ratio, method of transportation, and additional rules of conduct and safety (if applicable). 6.4 Appendix B must be completed by the school principal and retained by the school for all day trips. Appendix B must be sent by the school principal to the Sector Director for all water activities and overnight trips. Following approval, the Sector Director will send the form back to the school. 6.5 A complete list of all students participating in the activity will have been prepared at the school level prior to the activity taking place, with one copy retained at the school and one copy accompanying the organizer or supervisor of the activity. This list is excluded as information to be provided to the Governing Board. 7. Parent Information 7.1 An information letter shall be given to the parents, including the details of the activity and its educational objectives. A signed consent form must be submitted to the school (Appendix D). Page 5 of 13 Policy 3.8
7.2 The information letter to parents shall include: Extra-Curricular Activities and Field Trip Policy A description of the activity, including date, grade level(s), place, time, means of transportation, additional rules of conduct and safety, and any particular requirements for the activity. The purpose of the activity i.e., its connection to the curriculum, sports program, etc. The total cost per student and any amount covered by other sources. A list of the forms enclosed that the parent/guardian is required to complete: Parental Permission & Release Form and, when applicable, an Emergency Medical Treatment Form. 7.3 The school will determine the eligibility criteria for participation and the final decision rests with the principal. 8. Medical Information 8.1 Parents shall complete the Emergency Medical Treatment Form at the beginning of each school year (Appendix C). Parents are responsible for submitting a revised form should there be any changes in the medical information provided. 8.2 Original forms remain at the school. A photocopy is provided by the school and shall accompany the field trip/activity supervisor. 9. Safety and Security 9.2 Details about the safety and security, both at the school level and at the location level shall be known to the organizer. 9.3 Governing Board approves the means of transportation. Where carpooling is used, a Carpool Authorization Form (Appendix E), will be completed for each driver, prior to the activity taking place. A copy will be retained at the school level. Page 6 of 13 Policy 3.8
Extra-Curricular Activities and Field Trip Policy 10. Insurance The school principal shall verify if the activity is covered by the school board insurer and not prohibited as per Appendix A. 11. Supervision The organizers of these activities shall provide adequate supervision to ensure the safety and well-being of the students participating. The ratios of adults/students are to be determined at the school level and may vary according to the age level, the skills of the students and the type of activity. 12. Accident Reports If an accident occurs, the Risk Management Plan Accident Report must be completed and personal notes taken indicating all the circumstances of the accident. The school principal then submits the report to the school board. 13. Deposit The school board, or any of its establishments, is not responsible for any lost deposit. Page 7 of 13 Policy 3.8
Extra-Curricular Activities and Field Trip Policy APPENDIX A PROHIBITED AND ALLOWED ACTIVITIES Excerpt from the Risk Management Plan of the School Tax Management Committee of the Island of Montreal For insurance purposes certain high-risk activities have been excluded from this coverage and are consequently prohibited in all school boards on the Island of Montreal: PROHIBITED a) motorized vehicles (with the exception of licensed authorized transportation); b) all types of boats used on swift water (white water rafting); c) all types of off-the-road vehicles (go-karts, all-terrain vehicles, snowmobiles, motocross); d) all types of aircraft (with the exception of commercial planes); all types of parasailing, parachuting, delta-plane, glider, hang glider, hot air balloon; e) mountain climbing and outdoor rock climbing; f) bungee jumping; g) war games; h) trampolines (with the exception of super-mini-trampolines used for gymnastics); i) scuba diving (except in pools) and deep water diving; j) boxing, kickboxing, extreme combat and martial arts necessitating any kind of weapon; k) trips outside the territories of Canada, United States and European Economic Community including Switzerland, Liechtenstein and Norway; l) any jump, acrobatic, vault, or rodeo ride on animals or mechanical imitations of animals; m) any jump, acrobatic, or vault carried out with sliding or rolling equipment except in areas specifically designed for the practice of skate-boarding or roller skating and on structures no more than 1 metre high; n) any activity qualified as an extreme sport. ALLOWED The following activities are allowed but must be carefully supervised: 1. all types of trips; 2. bike tours, hiking, trail hiking; 3. cross-country skiing, alpine skiing, snowshoeing; 4. tobogganing; 5. obstacle courses; 6. orienteering; 7. outdoor survival exercises; 8. camping; 9. horseback riding; 10. non-motorised boats fully equipped according to safety standards; 11. swimming (pool or elsewhere); 12. hockey, lacrosse, ringette, interior hockey, cosum-hockey; 13. football; 14. soccer; 15. fencing; 16. martial arts without weapons; 17. wrestling; 18. weight-lifting. Page 8 of 13 Policy 3.8
EDUCATIONAL OBJECTIVE : THEME OF ACTIVITY : Extra-Curricular Activities and Field Trip Policy APPENDIX B Lester B. Pearson School Board EXTRA-CURRICULAR ACTIVITIES AND FIELD TRIPS SCHOOL : DESTINATION : DATE : FROM : TO : METHOD OF TRANSPORTATION: SUPERVISION : ADULTS STUDENTS ADULT/STUDENT RATIO PERSON(S) RESPONSIBLE : OTHER ADULTS: EXPENSES : $ $ COST PER STUDENT ANTICIPATED TOTAL COST INFORMATION INCLUDED WITH THIS APPLICATION : (PLEASE CHECK BELOW) PROGRAM OUTLINE INFORMATION LETTER TO PARENTS BUDGET ADDITIONAL RULES OF CONDUCT & SAFETY, if applicable PARTICIPANTS (grade level(s) or class(es)) NAME/ASSOCIATION FOR QUALIFIED LIFEGUARDS (swimming) PARENTAL PERMISSION & RELEASE FORM (CONFIDENTIAL) EMERGENCY MEDICAL TREATMENT FORM (CONFIDENTIAL) PROGRAM APPROVED BY GOVERNING BOARD: SIGNATURE OF SCHOOL PRINCIPAL SIGNATURE OF SECTOR DIRECTOR (if applicable) : DATE DATE DATE This form is to be completed and kept at the school for day trips. For water activities and overnight trips, form is to be sent to Sector Director as per section 6. Page 9 of 13 Policy 3.8
Extra-Curricular Activities and Field Trip Policy APPENDIX C Lester B. Pearson School Board Emergency Medical Treatment Form SCHOOL : STUDENT S NAME: GRADE LEVEL: STUDENT S QUÉBEC HEALTH INSURANCE NO. : EXPIRY DATE : MEDICAL ALERTS, ALLERGIES, ETC. (SPECIFY TYPE) : IF MEDICATION HAS BEEN PRESCRIBED, PLEASE SPECIFY TYPE : - If your child is using prescribed medication for Asthma and/or allergies, he/she must carry this medication on his/her person at all times. Failure to do so will result in your child being disallowed from participating in this event. - You are responsible for submitting a revised form if there any changes in the medical information you are providing. NAME OF FAMILY PHYSICIAN (IF AVAILABLE) : EMERGENCY MEDICAL TREATMENT The Undersigned hereby agrees that, in the event that I or my spouse or parent/tutor/guardian cannot be contacted within a reasonable period of time, the person in charge be appointed to authorize the admission to hospital, if deemed necessary by a medical doctor, and emergency medical treatment recommended by a medical doctor be given to the above named student while participating in this trip and related events. NAME OF PARENT, TUTOR OR LEGAL GUARDIAN(s) : HOME ADDRESS : HOME TELEPHONE NO. BUSINESS TELEPHONE NO. Father ALTERNATE TELEPHONE NO. Neighbour or Relative Mother MOTHER S MAIDEN NAME : SIGNATURE and relationship DATE This form must be completed for all types of trips or activities off school premises Page 10 of 13 Policy 3.8
Extra-curricular activities and field trip policy APPENDIX D Lester B. Pearson School Board PARENTAL PERMISSION & RELEASE FORM EXTRA-CURRICULAR ACTIVITIES AND FIELD TRIPS SCHOOL : EDUCATIONAL OBJECTIVE : THEME OF EVENT : DESTINATION : DATE : FROM : TO : METHOD OF TRANSPORTATION: SUPERVISION : COST: ADULTS STUDENTS ADULT/STUDENT RATIO COST PER STUDENT PERSON(S) IN CHARGE: AND OTHER ADULTS: PARENTAL PERMISSION & RELEASE NAME OF STUDENT : GRADE LEVEL: 1. The Undersigned declare that the above named student is a minor in their legal charge. 2. The Undersigned acknowledge full awareness of the risks involved in this trip, and accept the arrangements for supervision as noted above; consequently, the Undersigned hereby grant permission for the above named student to participate in this activity. 3. A signed Emergency Medical Treatment Form is on file. Please submit a revised form to reflect any changes. NAME OF PARENT, TUTOR OR LEGAL GUARDIAN (PLEASE PRINT) : SIGNATURE DATE This form must be completed for all types of trips or activities off school premises Page 11 of 12 Policy 3.8
Extra-curricular activities and field trip policy APPENDIX E Lester B. Pearson School Board CARPOOL AUTHORIZATION FORM EXTRA-CURRICULAR ACTIVITIES AND FIELD TRIPS Extra-curricular activity or field trip: Date of event: Complete name of driver (please print): Telephone: I, the undersigned, certify that I hold a valid driver s licence, bearing the proper class or endorsement, and that I will use my personal vehicle for the transportation of students for the abovementioned activity. I understand that I must obey the Quebec Highway Safety Code and declare not having been convicted of a driving offence by a court of law (1) in the past two (2) years. (1) These offences do not include parking or other stationary fines and penalties, where a license has not been suspended or revoked. For greater detail, you may contact the Société de l assurance automobile du Québec by phone at: (514) 873-7620, or by email at: www.saaq.gouv.qc.ca Signature: Date: This form must be completed for all types of trips or activities off school premises where carpooling is the means of transportation. Page 12 of 12 Policy 3.8
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Question and Answer sheet for the EXTRA-CURRICULAR ACTIVITIES AND FIELD TRIP POLICY Date prepared: May 28, 2004
Q and A sheet for Extra-Curricular Activities and Field Trip Policy The Extra-Curricular Activities and Field Trip Policy is designed to provide guidance to Governing Boards and school principals. This document clarifies and assists in the application of this policy as it relates to activities or trips off school premises. 1. How does a Governing Board deal with activities such as students using adjacent parks/fields for gym or play, high school students leaving for work-study programs etc..? Are they covered by the policy? What is meant by a blanket approval? These type of activities and others are covered in Section 4.3 of the policy and still require Governing Board approval but can be considered for blanket approval on an annual basis. A blanket approval can be defined as a single, one time approval by the Governing Board to cover each time the activity would take place. Parental permission would still be required but the Parental Permission & Release Form could be completed only one time. It is left to the discretion of the Governing Board to determine whether parental permission is to be sought once only or each time the activity would take place. The above activities can be considered for a blanket approval to minimize the additional paperwork and repetitiveness involved in the approval process. For example, approval for trips to the park adjacent to the school can be given once by Governing Board to cover all such trips. It simplifies the process associated with the repetitiveness of the activity, timing and possible number of groups of students involved on a regular basis which are involved in the activity. Any blanket approval given by Governing Board should be reflected in the minutes of the meeting. 2. What is considered an acceptable procedure for handling the approval of trips between Governing Board meetings? Approving activities/trips between meetings should be the exception, not the rule. However, if a Governing Board agrees to do so, a procedure must be put in place at the beginning of each year to deal with these requests. Voting may be carried out via e-mail or telephone, with members given the details of the activity as outlined in Section 6 of the policy. The chair of the Governing Board must keep track of all responses and inform the school principal as to whether or not approval has been given by the majority of voting members. It would not be legal to put a procedure in place whereby powers to approve extra-curricular activities or field trips are handed over to the chair and the principal, since approval is required by the majority of voting members on the Governing Board. Legally, and for insurance purposes, activities/field trips must be approved by resolution of the Governing Board. When approval is sought between meetings, the decision must be ratified at the next meeting. 2
ex: It was moved by J. Smith to ratify the Grade 3 field trip to the Ecomuseum on May 14, 2004, that was approved via e-mail. (Carried 16-1-0) 3. Who is responsible for making sure that the Extra-Curricular Activities and Field Trip Policy is implemented? Under the Education Act (96.12), The principal, under the authority of the director general of the school board, shall ensure that educational services provided at the school meet the proper standards of quality. The principal is the academic and administrative director of the school and shall see to the implementation of the decisions of the governing board and of the other provisions governing the school. 4. Who defines appropriate supervision? Can the school board provide guidelines for determining the adult/student ratio for various types of trips? Appropriate supervision is determined at the school level and is information that must be presented to the Governing Board for approval. Supervision ratios may vary from school to school, from trip to trip, and will depend on the type of activity as well as the age and skill of the students. For example, a lower ratio may be necessary for a Grade 4 class going on a scavenger hunt in old Montreal than for a trip to the theatre. It is up to the Governing Board to determine whether they are comfortable with the supervision ratio, as they are provided with the details surrounding each activity/trip. The school board cannot make these determinations, nor are they provided with minimum requirements from the School Tax Management Committee of the Island of Montreal. Some schools have established their own guidelines for day and overnight trips, as well as for different types of activities. Working within such guidelines may help with the approval process at Governing Board, as well as provide a framework for the organizers. 5. What is meant by Additional Rules of Conduct and Safety? A student who participates in a field trip or extra-curricular activity is expected to comply with the school s Code of Student Conduct and Safety. In certain situations (e.g. overnight trips), additional rules of conduct and safety may be required. Because of the increased level of responsibility for supervision, these additional rules are usually more stringent and might cover: hours for bedtime or lights out boys and girls visiting each other s rooms use of prohibited substances procedures for sending a non-compliant student home early student s responsibility for completing any assignments missed while away As with the school s general Code of Student Conduct and Safety, additional rules aim to teach and guide students towards responsible, respectful behavior. The school s administration is responsible for determining any disciplinary measures that may be necessary, taking into consideration the school s Code of Student Conduct and Safety; 3
additional rules of conduct and safety, if applicable, and the policies of the school board, e.g. the Substance Abuse Policy and the Safe School Policy. 6. Is carpooling acceptable? Carpooling is an acceptable transportation option. Some schools use a variety of criteria before choosing carpooling as the mode of transportation: What grade level? How many students? How far are they going?. Carpooling does not require insurance above and beyond what is covered by the Société de l assurance automobile du Québec and the driver s personal liability insurance. All drivers must follow the rules set out in the Quebec Highway Safety Code regarding seat belts, car seats and the placing of small children in the back seat. Each driver must complete a Carpool Declaration Form as per Appendix E of the school board`s Extra- Curricular Activities and Field Trip Policy. It is the responsibility of Governing Board members to get all the facts before approving the mode of transportation for each field trip or outing. Ultimately, the Governing Board approves the field trips or outings as proposed by the principal, which includes the mode of transportation. 7. How is the list of activities provided by the Risk Management Plan of the School Tax Management Committee determined? These activities are determined by the insurers of the self-insurance program covering general civil liability, after taking into consideration the risk level associated with the activity which includes accidents reported and other data collected. The prohibited list in Appendix A excludes any group insurance coverage for accidents and are activities which are determined to have been too high a risk to be insured. These activities may not be organized under the direction of the school. For activities listed as allowed on the list, although there is still a risk associated with these, with careful supervision these would be permitted and would be covered under the group insurance plan. 8. On the Extra-Curricular Activities and Field Trips Form why is there no mention of cumulative costs anywhere? The cumulative cost of activities/field trips, although not covered on the form, can still be determined at the school level. It is left to the discretion of each school if they wish to have that information gathered and provided to the Governing Board. 9. Can an Emergency Medical Treatment Form be completed for every extra-curricular activity or field trip rather than only once a year? The requirement for filing annually an Emergency Medical Treatment Form is a minimal requirement. There are schools that may prefer this medical form be completed for each activity. A Governing Board may request that the Emergency Medical Treatment Form be completed for each activity or field trip that takes place. 4