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

Background

Educational trips are an enhancement of learning 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.  An insurance certificate must be obtained from any third party that will be organizing and/or supervising a High Risk Activity. A copy of this certificate must be submitted to the Director of Education, prior to the activity.

Procedures

1.  Teachers 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 Horizon School Division 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.  An Informed Consent Permission Form for In-Town Classroom Excursions must be completed for each student taking part in classroom excursions within the community. A copy of the informed consent form must be retained within each student's cumulative file and replaced in the event of the addition of a new excursion(s).

4.  An Informed Consent Permission Form must be completed for any Educational Trip that occurs outside of the school community. A copy of these permission forms must be retained until three years after the student turns twenty-two (22) in accordance with  AP 185 – Records Retention and Disposal. Individual trip forms do not need to be stored in a student’s cumulative file.

5.  For all educational trips outside Horizon School Division or trips that exceed one day in length, whether or not the trip is within Horizon School Division boundaries, the principal will request approval from the Director of Education at least 30 days prior to the planned trip.

6.  For all out-of-province trips, the principal must submit a preliminary request to the Director of Education for approval at least ninety days (90) in advance of the proposed excursion. 

6.1.  Preliminary applications shall include a proposed itinerary, explanation of costs, funding proposals, estimation of student participation and any other details necessary to support the application;
6.2.  Preliminary applications are to be submitted to the Director of Education. Upon preliminary  approval 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;
6.3.  When final plans have been arranged, the principal shall contact the Director of Education for final approval. This final approval shall be granted subject to the terms of the initial application.
7.  Priority is to be given to curriculum and safety when planning an Educational trip.

8.  Adequate and appropriate provisions must be made to meet the medical and/or program needs of students.

9.  Expectations for student conduct shall apply to educational trips in the same manner as applies to the classroom.

10.  The nature of the activities and the dynamic of the class must be carefully judged to determine the level of supervision required.
10.1.  A minimum of two adult supervisors are required for each classroom group;
10.2.  The approving principal, shall be responsible for determining the risk level and required supervision; and
10.3.  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 Director of Education to allow only one supervisor.
11.  Please refer to AP 555 - School Trips Requiring Transportation Services when using a bus for transportation. Copies of the bus roster must be kept on file for three years in accordance with AP 185 – Records Retention and Disposal

11.1.  When using a charter bus for an Educational Trip, the bus must be equipped with seat belts which have been approved in accordance with Transport Canada safety standards and regulations, as well as any federal and provincial laws. Seat belts shall be used at all times in accordance with applicable provincial and federal laws.

12.  For overnight trips, it is Horizon School Division’s preference that chaperones and staff do not share sleeping quarters with students. 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.

13.  In special cases, the Director of Education shall review an application for an educational trip that has not met the time lines of this procedure. 

14.  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:
14.1.  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;
14.2.  If extra hours of work will be necessary, the principal shall apply to the Deputy Director of Education for prior approval;
14.3.  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 14.4 to 14.7;
14.4.  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;
14.5.  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;
14.6.  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;
14.7.  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,  151, 175, 179, 231 Education Act

April 6, 2011
Revised: January 23, 2015
Revised: October 3, 2019