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School Trips/Tours: PSS 237

SCHOOL TRIPS / TOURS

 

PROGRAMS & STUDENT SERVICES: 200

School Trips/Tours: PSS 237

Adoption Date: October 25, 1999

Revised: January 2005

 

Scope             

This policy applies to all trips or tours organized by schools within the Board.

 

Purpose                      

To provide clear procedures for schools, which ensure all appropriate regulations are considered.

 

Policy Statement        

It is the policy of the Cape Breton-Victoria Regional School Board that school trips and tours will be a valuable supplement to program delivery.  All trips and tours must be educational in nature.  They must be an extension of a study or discipline encountered by students in the regular classroom.  The procedures are outlined for field trips, education trips/tours and school team tours.

 

Cross Reference

Community Volunteer Service in the Schools policy.


Authorization                                  

The policy has been authorized by the Board under motions number ...

 

Responsibility                

It is the responsibility of the Director of Programs and Student Services and the Director of Operational Services to ensure that this policy and administrative procedures are implemented.

 

Implementation                             

The Coordinator of School Services, in conjunction with the Coordinator of Transportation, will implement the policy and administrative procedures.

Procedures                                      

A.        FIELD TRIPS

1.         Definition:        

A field trip is a school-sponsored event outside the school, which does not include an overnight stay.

2.         Responsibility of Initiator:

2.1        The initiating teacher will:

2.1.1     Apply for permission to the principal.

2.1.2     Send a letter to parents/guardians regarding departure place and time and type of activity.

2.1.3     Have permission slips completed by parent/guardian.

2.2        Arrange for appropriate chaperones.

2.3               Stress the importance of proper behaviour by students.


3.         Responsibility of Principal:

3.1        Approve or not approve the trip and so notify initiating teacher.

3.2        Secure time slot and complete application for use of Board owned buses.(ten working days notice)(form 1E)

3.3        Ensure permission slips have been received for all students going on the trip.

3.4        Forward copies of approved trips to Coordinator of School Services at least seven days prior to trip.

3.5        Ensure appropriate number of gender-appropriate chaperones.

4.         Responsibility of Central Administration:

To monitor the general nature and number of field trips for academic benefit.  Individual field trips will not require approval, but will be monitored by the Coordinator of School Services.

5.         Responsibility of Chaperones:

5.1        Chaperones should have in their possession, student information, including home and emergency addresses, phone numbers, etc.  Where appropriate, special medical information on certain students may be required.

5.2               Chaperones are responsible to the teacher who has authority for the trip.

6          Responsibilities of Students:

6.1        The expectation for student behaviour is equivalent to the expected behaviour in regular school programs. 

6.2        It is expected that proper behaviour will include following the directions of the staff and chaperones in charge of the activity and generally acting in a manner that projects a positive image of the school and the system.

 

B.     EDUCATIONAL TOURS

1.         Definition of Educational Tour:

An educational tour is an excursion to a designated area for educational enhancement, involving at least one overnight stay.

2.         Responsibilities of Initiator:

2.1        Submit to principal, a detailed account of the proposed tour.

2.2        Prepare and submit to principal for approval, a budget to include costs to students and parents and any proposed fund-raising activities.

2.3        Have the permission slip (Form 1D) signed by those intending to go on tour.

2.4        Meet with parents to outline rules, itinerary, and all details of the trip.

3.         Responsibilities of Principal:

3.1        Review and approve the proposal in principle prior to its communication.

3.2        Review the proposed agenda and ensure that activities are appropriate to the age level.

3.3        Ensure that all activities, including free time, are fully chaperoned.

3.4        Review with the tour initiator, the proposed budget and all fund-raising activities associated with the trip.

3.5        The request for an educational tour (Form 1B), when approved by the principal, should be signed, dated, and forwarded to the Coordinator of School Services.  Approval should be verified prior to commitments being made.

3.6        Ensure permission slips have been received for all students going on the trip.

3.7        Ensure request for use of Board-owned bus (Form 1E) is completed and forwarded.

3.8        Approve selection of appropriate chaperones in the ratio of one chaperon per ten (10) students or fraction thereof.  For a tour involving male and female students, an appropriate ratio of male and female chaperones must be included.

3.9        Review with chaperones their responsibilities. (See 5)

3.10      Prior to departure, the principal must ensure that the Consent, Indemnity and Authority Agreementis completed and signed by parents, chaperones, Coordinator of School Services, as the case may be, and all other documentation is in place.

4.         Responsibilities of Central Administration:

4.1        The Coordinator of School Services shall evaluate the request and approve or reject the application.

4.2        The Coordinator of School Services shall notify the principal, in writing, of the decision (Form 1C).

4.3        The Coordinator of School Services shall forward to the participating school the Consent, Indemnity and Authority Agreement - similar to that found in Appendix A of this policy.

5.         Responsibilities of Chaperones:

Chaperones, as approved agents of the School Board must:

5.1        Meet with students to outline behavioural expectations and rules and regulations associated with the tour.

5.2        Ensure that adequate monitoring and supervision of all activities take place.

6.        Responsibilities of Students:

6.1        Obtain parent/guardian permission to participate in a school trip.

6.2        The expectation for student behaviour is equivalent to the expected behaviour in regular school programs.

6.3        Students shall act in a manner that projects a positive image of the school and the system.

 

C         SCHOOL TEAM/GROUP TOURS

1.             Definition:

School team/tours will include: (i) all sporting events approved by the school principal, and (ii) other activities (i.e. drama, debating, band) which are approved as school-authorized events acceptable to the Board.

2.            Responsibilities of Tour Initiator:

2.1        Have the permission slip signed.

2.2        Get permission of school administration.

2.3        Inform parents/guardians of their responsibilities.

3.            Responsibilities of Principals:

3.1        Ensure permission slips have been received.

3.2        Make final decision on all aspects of trip.

3.3        Where trip involves overnight, send form 1B to Coordinator of School Services.

3.4        Ensure request for use of Board-owned bus is completed and forwarded.

4.            Responsibilities of Central Office:

Review requests and grant approval or disapproval.

5.          Responsibilities of Chaperones:

5.1        Chaperones must be approved by the principal and initiator prior to final commitment being give to any chaperon.

5.2        Chaperones must meet with the initiator/principal to review their duties and responsibilities.

6.           Responsibilities of Students:

6.1        Obtain parent/guardian permission to participate in a school trip.

6.2        Students will be selected for participation by the tour initiator with the approval of the principal.

6.3        Students who participate should be aware of accepted standards of behaviour, conform to school rules and school bus regulations, as well as specific instructions relating to the trip.

 

Associated Forms

1.       Application for Field Trip (Form 1A)

2.       Application for Educational/Sports/Co-curricular Tour (Form 1B)                                          

3.       Educational/Sports/Co-curricular Tour -- Advance Details Form (Form 1C)

4.      Student Permission Slip for School Sponsored Activity (Form 1D)

5.       Request for Use of Board Buses (Form 1E)

6.       Indemnity Form (Form 1F)

7.       Extra Curricular Trip Sheet (Form 1G)

Note:    Schools may wish to copy forms A, B, C, D, E, F and G on their letterhead; however, the forms may not be changed.

 

Policy Review                

This policy will be reviewed by the Director of Programs and Student Services and the Director of Operational Services within three years from this authorization date.

 

Distribution                                    

Board Members

All Policy Manual Holders

      

Form 1A

Revised: January 2005

APPLICATION FOR FIELD TRIP

DATE: __________________                  SCHOOL: ___________________________________

GRADE OR DEPARTMENT:___________________________________________________________

INITIATING TEACHER(S): ____________________________________________________________

DATE(S) OF FIELD TRIP: ____________________________ DURATION: _______________ (HRS)

EDUCATIONAL PURPOSE OR OBJECTIVES OF FIELD TRIP: ____________________________________________________________________________________

_____________________________________________________________________________________

RELATIONSHIP OF TRIP TO COURSE OF STUDIES FOR THIS GRADE OR DEPT.:

_____________________________________________________________________________________

_____________________________________________________________________________________

DESTINATION AND ARRANGEMENTS:___________________________________________________

____________________________________________________________________________________

MODE OF TRANSPORTATION:   BOARD BUS _____     PRIVATE CAR _____     OTHER _____

FOLLOW-UP PLANS AFTER THE FIELD TRIP (Please Detail):

____________________________________________________________________________________

____________________________________________________________________________________

PRINCIPAL APPROVAL:           ________________________________________

                                                                        Signature of Approval

PRINCIPAL NON APPROVAL:

________________________________________________________

                                                                      Signature of Non-Approval

INSTRUCTIONS:

1.         To be completed by initiator and forwarded to principal.

2.         Principal will approve or reject application.

3.         Approved trips copied and forwarded as follows: a) initiator;  b) office file; c) Coordinator of School Services.

4.         Upon completion of arrangements for approved trip, send “PERMISSION SLIP FORM” along with accompanying letter, where appropriate, to parent/guardian.


             

Form 1B

Revised January 2005

APPLICATION FOR EDUCATIONAL/TEAM/CO-CURRICULAR TOURS

NAME OF SCHOOL: __________________________________________________________________

NAME OF TOUR COORDINATOR: ______________________________________________________

DATE OF APPLICATION: ______________________________________________________________

NUMBER OF STUDENTS INVOLVED: ____________________________________________________

GRADES OF STUDENTS: ______________________________________________________________

RATIONALE FOR ACTIVITY: _____________________________________________________________________________________

_____________________________________________________________________________________

DEPARTURE DATE: __________________________________________________________________

DATE OF RETURN: ___________________________________________________________________

NUMBER OF SCHOOL DAYS INVOLVED: ________________________________________________

TRAVEL ARRANGEMENTS: ___________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

TRIP ITINERARY ENCLOSED:   _____ YES        _____ NO          _____ TO FOLLOW

NAMES OF CHAPERONES:       _____________________________________

                                                _____________________________________

                                                _____________________________________

                                                _____________________________________

___________________________________                       ________________________________

            Principal Signature                                 Coordinator of School Services Signature

INSTRUCTIONS:

This Application To Be Completed And Forwarded To Coordinator Of School Services


          

Form 1C

Revised January 2005

EDUCATIONAL TRIPS / TEAMS/CO-CURRICULAR TOURS

ADVANCED DETAILS FORM

SCHOOL NAME: _____________________________________________________________________

PRINCIPAL’S NAME: _______________________________________       DATE: ___________________

INITIAL DETAILS:

                                                            Received

1.         Time                                        _______

2.         Substitute Provision                 _______

3.         Number of Students                 _______

4.         Grades of Students                  _______

5.         Name of Chaperones               _______

6.         Number of School Days           _______

7.         Itinerary                                   _______           

Consent, Indemnity & Authority Agreement Completed  ________

Approved in Principle:                         ______________________________________

                                                                        Coordinator of School Services

INSTRUCTIONS:

1.         Coordinator of School Services to complete this form and forward to school upon receipt of trip request.

2.         Principal to ensure that all outstanding items are completed prior to departure.


Form 1D

Revised January 2005

PERMISSION SLIP FOR SCHOOL-SPONSORED ACTIVITY

THIS PERMISSION IS FOR:      SINGLE TRIP _____          MULTIPLE TRIPS ______

SCHOOL: ___________________________________________________________________________

TEAM/GROUP: ______________________________________________________________________

STUDENT’S NAME: __________________________________________________________________

TELEPHONE: _____________________________            ALTERNATE NO. _______________________

HEALTH CARD NUMBER: _____________________________________________________________

 

PARTICULARS OF TRIP:

DESTINATION: ______________________________________________________________________

DATES: ____________________________________________________________________________

TIME OF DEPARTURE FROM SCHOOL: __________________________________________________

EXPECTED TIME OF ARRIVAL HOME: ___________________________________________________

ACCOMMODATIONS: _________________________________________________________________

ACCOMMODATION PHONE NUMBER: ___________________________________________________

TRIP SUPERVISOR: __________________________________________________________________

OTHER CHAPERONES: ________________________________________________________________

ADDITIONAL INFORMATION: __________________________________________________________

____________________________________________________________________________________

I HEREBY GIVE MY DAUGHTER / SON, ______________________________, PERMISSION TO PARTICIPATE IN THIS ACTIVITY.

__________________________________________        ________________________________

                Parent/Guardian Signature                                               Date

 

PARENT COMMENTS: (i.e. medical, etc.)

____________________________________________________________________________________

____________________________________________________________________________________

INSTRUCTIONS:

1.             Form to be signed by parent and returned to school.

2.             Parent should record all information for future reference.

3.             Permission slip to be taken on tour by initiator


      

Form 1E

Revised January 2005

REQUEST FOR USE OF BOARD-OWNED BUSES

 

CONFIRMATION NUMBER(S)        _______________            _________________________________________

(Supplied by School Services Department)                                            Signature of Approval (Coordinator of School Services)

CONFIRMATION NUMBER(S)        _______________            _________________________________________

(Supplied by Transportation Department)                                               Signature of Approval (Coordinator of Transportation)

Application Date:         ________________________________________________________________

School:_____________________________________________________________________________

Initiator: ____________________________________________________________________________

Grade/Dept: _________________________________________________________________________

Number of Students: ____________________________ No. of Chaperones: ____________________

Date(s) of Activity:: ___________________________________________________________________

Time Required: Pickup: _______________   Duration:_______________   Return:________________

Specify any Special Need Requirements:_________________________________________________

 _____________________________________________________________________________________

Educational Nature of Activity (Include study or discipline to which it applies):

_____________________________________________________________________________________

_____________________________________________________________________________________

Destination and Arrangements: ________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

 

_______________________________________                ________________________________

                        Principal Signature                                                                 Date

INSTRUCTIONS:

1. This application must reach the Coordinator of School Services  ten (10) working days before date of trip. 

2. All applications are to be signed by principal or vice-principal.

3. Approval of bus is subject to cancellation due to storms, etc.  School will be notified of such cancellation as soon as possible.

4. Assign someone in your school to handle all the requests for bussing.

5. Once received in the Transportation Office, a confirmation number is assigned and the form is returned to the school indicating approval of a bus.

6. Rain Days cannot be scheduled.

7. Drivers are to be paid by the school at the rate of $15.62 per hour for all hours worked. Mileage will be billed at $12.00 for the first 40 km, plus $0.50 per km after 40 km.  Bills will be sent to the schools monthly.


                 

Form 1F

Revised January 2005

CONSENT, INDEMNITY AND AUTHORITY AGREEMENT

This agreement of consent, indemnity and authority, made at _____________________,

this ______________________ day of _________________, _________.

BETWEEN:

_______________________________________

(School)

AND

THE CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD

AND

_______________________________________

(Team or Group)

hereinafter called “the Club”

AND

________________________________________

(Chaperones)

hereinafter called “the Chaperones”

All of the above parties being hereinafter referred to as the “Parties of the First Part”.

AND

THE PARENTS AND GUARDIANS, as the case may be, whose signatures and seals appear on Schedule “A” attached:

hereinafter called “Parents/Guardians”

WITNESSETH THAT

Whereas the Club has arranged a trip (hereinafter called “The Trip”) to take place in _______________________ of 20_____, and travelling to ____________________________.

Whereas the Board has permitted the Club to make said arrangements, and has granted permission for the students and teachers to be absent from regular classes for travel considerations.

Whereas the Chaperone has consented to supervise those Students, (hereinafter called “The Students”) whose names appear on the attached sheet marked Schedule “A” while the Students are on the Trip, and

Whereas at the request of the Parent/Guardian whose names appear opposite the names of each Student listed below, the Parties of the first part have agreed to permit the students to participate in the Trip.


NOW, THEREFORE, THE PARENT/GUARDIAN, INDIVIDUALLY HEREBY:

(A)        Consent to the participation in the Trip of the Students whose name appears opposite the signature and seal of the consenting Parent/Guardian.

(B)           Covenant and agree with each of the Parties of the first part to indemnify and save harmless the said Parties of the First Part from and against actions, causes of action, duties, accounts and contracts at the suit of the Student whose name appears opposite the seal and signature of the individual Parent/Guardian, or at the suit of anyone acting on behalf of the said Student, which may arise hereafter out of the participation of the said Student in the Trip, directly or indirectly, including, without restricting the generality of the forgoing, an action that may be taken pursuant to the authority in paragraph (C) below;

(C)          Authorized the Chaperones, or either of them, should an emergency situation arise during the trip, in the discretion of the Chaperones, so require, to instruct a medical practitioner to decide what treatment is required by the Student whose name appears opposite the signature and seal of the individual Parent/Guardian, and further to instruct said practitioner so to treat.

IN WITNESS WHEREOF the said Parties to these present have hereunto set their hands and affixed their seals the day and year first above written.

                     

 

SIGNED, SEALED AND DELIVERED      
CHAPERONES
in the presence of    
  )  

1. ________________________________________________

) ________________________________________________
Witness
)  
)  
2. ________________________________________________ ) ________________________________________________ 
Witness
)  

CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD

__________________________________________________________________________

1.         _________________________________   ) ________________________________
)
PER:
2.         ________________________________    ________________________________
)
PER:

OFFICIAL DOCUMENT WILL BE SENT OUT WHEN APPLICATION FOR EDUCATIONAL TOUR IS SUBMITTED.

   

SCHEDULE “A”

STUDENT

WITNESS TO SIGNATURE OF PARENT/GUARDIAN

SIGNATURE OF PARENT/GUARDIAN

     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     

CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD

Extra Curricular Trip Sheet  (Form 1G)

_____________________________
_____________________________
DRIVER 
BUS NO.

                                                                                                                            

DATE OF TRIP

 

SCHOOL

 

DESTINATION

 

TIME DEPARTING

 

TIME RETURNING

 

KILOMETERS DEPARTING

 

KILOMETERS RETURNING

 

TRIP KILOMETERS

 

HOURS CLAIMED

 

Signature of Driver __________________________                                              Date:____________________

Signature of Principal:__________________________                                         Date:____________________

Instructions:

It is the driver’s responsibility to complete this form and have it signed by the Principal.

Payment will not be made to the driver until this form is completed and returned to the

Transportation Office.


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