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Horizon School Division
Creating a better world, one student at a time.
AP 260 - Educational Trips

Background

Educational trips are viewed as an enhancement of learning outcomes for students. These trips are planned to provide students in a particular grade or subject area an opportunity to deepen their understanding of curricular outcomes.

If an educational trip involves student participation in a high risk activity, teachers and principals’ must refer to AP-261 High Risk Activities. If the educational trip involves canoeing, teachers must also be aware of the necessity of the required number of practice sessions.

Procedures

1.  The teacher shall consult with the principal regarding proposed educational trips for the upcoming year by September 30th and indicate the curriculum outcomes to be achieved.

2.  For all educational trips within the province that do not exceed one day in length, the teacher requesting the trip must submit an AF-260 Educational Trip Form for the principal’s approval prior to the activity date.

3.  For all educational trips within the province that exceed one day, the principal will request approval from the Superintendent of Learning at least 30 days prior to the planned trip.

4.  For all out-of-province tours, the principal must submit a request to the Director of Education for approval at least ninety days (90) in advance of the proposed excursion. The following steps guide this process:
4.1  Preliminary applications shall include a proposed itinerary, explanation of costs, funding proposals, percentage of eligible students, estimation of student participation and any other details necessary to support the application;
4.2  Upon preliminary acceptance by the Superintendent of Learning, the process may advance to parents and students. In situations requiring significant parental financial input, it is recommended that parents be consulted prior to students being informed. Parents need to be consulted in the very initial planning stages of the educational trip;
4.3  When final plans have been formatted, the teacher/principal shall make application to the Director of Education for final approval. This final approval shall be granted subject to the terms of the initial application.
5.  Out-of-Country travel will not be sanctioned.

6.  At the end of the school year the principal must submit to the Superintendent of Learning the AF-260 EducationalTrips - Summary Form

7.  Educational trips must have consideration of curriculum and safety standards and make adequate and appropriate provision to meet the medical and/or program needs of students.

8.  Expectations for student conduct shall apply to educational trips in the same fashion as it applies to regular classrooms.

9.  The nature of the activities and the dynamic of the class must be carefully judged to determine the level of supervision required.
9.1  A minimum of two adult supervisors is required for each classroom group;
9.2  The approving principal as per #’s 2, 3, and 4 above shall be responsible for determining the risk level and required supervision; and
9.3  Where very small numbers of students are involved in an educational trip, and where the nature of the activity is deemed to be low in risk, the principal may apply to the Superintendent of Learning to allow only one supervisor.
10.  When using a bus for transportation the principal shall submit a copy of the Bus Roster Form to the Transportation Department.

11.  For overnight trips, it is the Division’s preference that chaperones and staff do not share sleeping quarters with students if possible. If a special needs student requires supervision during the night and if this is assigned to the educational assistant, they will be considered to be working during the night even though they may be sleeping. If the EA is not expected to respond to student issues or problems during the night, then they are considered to be off work.

12.  In special cases, the Superintendent of Learning shall review an application for an educational trip that has not met the time lines of this procedure. Such applications will include, but shall not be limited to, educational trips for students and/or staff who are receiving an award or recognition that requires the individual(s) to travel to another location.

13.  For all educational trips that require extra educational assistant hours of work, the same procedures as above are followed and in additional approval is required from the Deputy Director of Education. Points to remember when educational assistants are involved:
13.1  When completing the educational trip form, please include a detailed plan of events and the duties the accompanying educational assistant(s) will be expected to perform;
13.2  If extra hours of work will be necessary, the principal shall apply to the Deputy Director of Education for prior approval;
13.3  When educational assistants are required to accompany a special needs student, the teacher needs to be instructed by the principal to ensure the educational assistant is aware of items 13.4 to 13.7;
13.4  Educational assistants are required to have a 30 minute uninterrupted break after each 5 hours of consecutive work. Break times mean that the EA is not responsible for any students and is not expected to respond to any student issues for a certain period of time. They may also choose to have their break with the students, but that is their choice and it would still be considered a meal break;
13.5  The principal shall ensure that plans are reviewed with the educational assistant and any questions they may have are dealt with. Educational assistants are not obligated to work more than 44 hours in any given week, so if the field trip will result in more than 44 hours worked that week, the principal must ensure that the EA is willing to do the work. If not, alternate arrangements must be made;
13.6  Supervising teachers need to be clear with their instructions. They must tell the educational assistant what time their break will start and when it will end. If more than one EA is on the trip, clearly indicate who is supervising the special needs student while the other EA is on break. If there is only one EA on the trip, then the supervising teacher will be responsible for supervising the student during breaks;
13.7  Supervising teachers must ensure that educational assistants receive coffee breaks, which are usually 10 to 15 minutes in duration morning and afternoon. Every effort needs to be made to accommodate these breaks, but we recognize that there may be times when only a quick bathroom break is possible.

Reference: Sections 85, 87, 109, 151, 175, 179, 231, Education Act

April 6, 2011
Revised: January 23, 2015