Background

A total educational program involves not only curricular activities during regular school hours, but also extra-curricular activities that provide opportunity for participation by all students and staff.

Procedures

1.  The principal shall implement and manage the extra-curricular program to ensure that student participation is voluntary and that it represents a balanced and well-rounded program of inter-school and intramural activities and athletics. The extra-curricular program shall reflect student needs and interests, and the availability of staff, resources, and facilities.

2.  Generally, student absence from regular curricular activities to participate in extra-curricular activities should be minimized. Although it is recognized that some extra-curricular activities will result in lost instructional time for students, principals will protect instructional time to ensure students’ learning success.

3.  The principal, in consultation with staff and the School Community Council, shall submit, on an annual basis by September 1st, the AF 262 - Extra-Curricular Activities - Summary Form.pdf to the area Superintendent for approval of the school’s extra-curricular program.

4.  All drivers who transport students to extra-curricular activities must complete and submit an AF 561 - Driver Authorization for Transportation Form.pdf for each school year prior to transporting any students. This form is to be filed at the school.

5.  The principal is responsible to ensure the following information is on file at the school prior to an extra-curricular team or club leaving the school:

5.1.  List of students attending event;

5.2.  The names of drivers;

5.3.  Contact information for the drivers;

5.4.  The group’s destination; and

5.5.  The principal may choose to use the AF 262 - Extra-Curricular Activities - Summary Form.pdf for each activity as a means to managing this information requirement.

6.  When using a bus for transportation please complete the AF 559 - Bus Roster Form.pdf.

7.  For those schools/teams that are involved in extra-curricular activities and HZSD/HCAA/SHSAA competition, the following guidelines for the designation of coaches will be followed:

7.1.  For all approved individual and team sports, except football and track & field, HZSD will provide appropriate release time and funding of approved out-of-pocket expenses for one approved coach per team;

7.2.  for football games and track & field meets, HZSD will provide appropriate release time and funding of approved out-of-pocket expenses for up to three approved coaches per team;

7.3.  For all approved activities (with the exception of football and track & field), only one coach/supervisor per team will be able to accumulate extracurricular hours for Earned Days Off while working with the same team at the same time. For football and track & field, up to three coaches will be able to accumulate extracurricular hours for Earned Days Off (EDO) while working with the same team at the same time;

7.4.  We appreciate that there may be a number of legitimate areas where more than one teacher may be involved with an extracurricular activity. ~When such legitimate activities are approved, the hours available for the purpose of accumulating EDOs shall be split between the coaches whenever two or more coaches are working with the same group of students at the same time.

8.  Application for exception to the above EDO limitations will be considered for approval by the Area Superintendent. Application must be made to the area Superintendent prior to the team’s first inter-school contest, and must include the rationale for the necessity of extra coach(es) and the signatures of the head coach and the principal.

9.  The following criteria will be used to determine if an extracurricular activity will be approved for the purpose of accumulating EDOs:

9.1.  Direct contact with all student participants;

9.2.  Number of students required to field a team, publish the newspaper, etc.;

9.3.  Skill development and the increased participation/invitation is a part of the “raison d’être” or “Reason for being”;

9.4.  Expectation of skill development that could lead to competition;

9.5.  Well-rounded program at school;

9.6.  Non-utilization of class time; and

9.7.  Approval of the activity by the Director (or designate).

Reference:  Sections 85, 87, 108, 109, 151, 175, 179, 231, Education Act

March 24, 2011