Policies

For All:
There must be a minimum of 2 adults per bus on any trip, and 2 adults per group in public transportation with more than 3 students on a trip.

1. A supervisor is defined as an adult, and may be selected from among members of the staff, spouses, school’s administrators, parents, specialists, or guides provided by an institution.

2. At least one supervisor must be a teacher or a member of administration.

3. In the case of an overnight trip, a supervisor of each gender must be present.

NOTE: The costs (tickets, housing, transportation, etc.) for supervisors must be built into the cost of the excursion.

Acceptable – Tour buses, school buses, public transportation, taxis and private vehicles are acceptable.

1. Students may not transport themselves.

2. The school may authorize transportation of students by volunteers (carpooling), while respecting the following:
   • The vehicle used must be able to hold at least four (4) passengers and at most nine (9) including the driver.
   • An additional adult attendant must be present in any vehicle carrying more than 4 students in order to supervise the students and ensure good order on board.
   • Each driver must complete a Carpool Authorization Form.

3. Parents wishing to make separate transportation arrangements must communicate in advance and in writing with the trip organizer. These arrangements must indicate a specific hand-over of the student in terms of time and place.

1. The following documents must be present:

Passport

Letter from the school

Letter from the parent/guardian

2. A bag check should take place before luggage is placed in the vehicles.

Written parent/guardian consent is required via the Parent Consent Form.

Students may be refused the opportunity to participate in an activity on the grounds of a foreseeable behaviour problem, or where their academic year is in jeopardy.

In the event that a trip is over-subscribed, students will be selected from those eligible under item 3.2 on a first come, first served basis. A waiting list will be established.

Students who forget special health needs, such as Epipens or asthma pumps, will be refused at the bus.

Refunds – Students whose eligibility has been withdrawn may expect a refund equal to the amount of money the school is able to reclaim on their behalf.

The following recommendations are in place with respect to overnight accommodations:

Hotels – Where possible, students should be accommodated on one floor (not always possible in small hotel), the rooms clustered together, with the rooms of the supervisors in the same area.

Billets – The supervisors and the school must have an alphabetical list of students that includes the name of the responsible host, address, day and evening telephone numbers.

Camps – Supervisors should bunk close to the students. However, in the case where supervisors bunk in separate facilities, more frequent and vigilant bed checks are required.

General Guidelines -

1. Regardless of housing circumstances, supervisors will establish and communicate a clear curfew.

2. With the exception of billeting, where separate rooms are available, students will be housed by gender.

Students whose behaviour is a threat to the safety of themselves or others will be sent home. This would include the use of alcohol and/or drugs. The process for this event must include direct contact with the parent/guardian to establish the hand-over time and place.

At all points of movement throughout the trip, mornings and evenings, a head count will be taken.

A reasonable curfew must be established for each night.

An emergency communication protocol must be in place that includes the presence of the Field Trip cellular phone, Administrator’s phone number and bus company phone number. Supervisors will travel with a binder that contains the Emergency Medical Treatment Forms and Parental Permission and Release Forms.

Trip organizers must see that certified supervisors are available for any activity (such as swimming and canoeing) that requires it.

Trip organizers of excursions going into remote areas need to avail themselves with an emergency number (such as forest ranger, provincial or state police). A school first aid kit must also accompany the group.

The Lester B. Pearson School Board field trip forms listed below must have completed the approval process one (1) week before the event:

1. Extra-Curricular Activities and Field Trip Cover Page

2. Emergency Medical Treatment

3. Parental Permission and Release

4. Synopsis of a Trip outside Canada (if applicable)

1. Information letter(s) to parents
2. Outline of the program
3. Budget
4. Certification documents for specialized supervisors
5. Behaviour contract
6. Carpool Authorization Form (if necessary)
7. A complete list of students participating in the activity. If multiple buses are used on the trip, rider lists for each bus must be prepared.

Field Trip Binder – Copies of 6.1 b), 6.1 c), and 6.2 d), f), g) must be kept in the field trip binder and kept in the presence of a supervisor at all times.

1. One Day Trips – Competed forms must be submitted to the School Governing Board Chairman and the principal for signature.

2. Overnight Trips and all water activities – In addition to the signatures in 6.4 a), the signature of the Sector Director is required.

3. The Governing Board must approve field trips (this is usually done in June for the following school year). If this step has not been taken, the trip must be presented to the Governing Board at one of its regular monthly meetings prior to the field trip.