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Administrative Procedure 562

CO-CURRICULAR AND EXTRA-CURRICULAR TRANSPORTATION

Background 

The Division recognizes that both co-curricular and extra-curricular programs enhance the school experience and will provide transportation services for such activities within the limits of the following procedures.

Definitions

Co-curricular refers to those activities, which have the classroom or the instructional program as their base. Commonly referred to as a “Field Trip”, it is expected that there will be classroom preparation by the teacher and students for this type of activity and follow-up work relating the activity to the curriculum. In most cases these activities would take place during regular school time.

Extra-curricular refers to those activities sponsored by the Division that provide opportunities for student(s) to participate in activities related to the school program and supervised by teachers or other authorized personnel. The majority of these activities are to take place outside regular school hours.

School bus operator is the driver of a regular bus route as well as individuals registered with the Division as substitute or volunteer bus drivers. This individual will be responsible for the safe operation and safety of the school bus while on a school activity. This individual is directly responsible to the Transportation Supervisor.

Supervisor is an individual assigned by the Principal to be responsible for the safety and the conduct of the students while on a school activity.

Teaching/Support staff are individuals who are either employed or recognized as school personnel assigned to conduct and carry out specific programs of the school. These individuals may be assigned by the Principal of the school to assume responsibility for the co/extra-curricular activity.

Procedures

  1. The Division strongly feels that all travel is to be by school bus and will assure that each school has access to a bus, which may be scheduled and used by the school for co-curricular or extra-curricular trips. In special cases, commercial carriers shall be approved, but if private vehicles are used, Administrative Procedure 565 must be carefully followed.

  2. Supervision shall be provided at all times while student(s) are being transported to co-curricular or extra-curricular activities. 
    1. The younger the group, the more supervision shall be expected, but at no time shall a group be without a supervisor, nor can the bus operator be assigned as a supervisor. 
    2. However, a school employee may supervise and drive the bus.
    3. The supervisor and or bus operator will review the code of conduct with students and it will be posted on the bus.

  3. The Division shall assume all costs associated with licensing, maintaining, and certifying the bus. 
    1. The Principal shall be responsible for maintaining the interior cleanliness of the bus and shall remit the per kilometre rate as set by the Board.

  4. The Principal shall be authorized to approve all trips within the Division or within 100 km of the Division boundaries as well as all trips to regularly scheduled league games or tournaments hosted by league teams or the Division.

  5. The Superintendent shall be authorized to approve all other trips within the Province of Alberta subject to a request at least forty-eight (48) hours before the trip.

  6. All other trips must be approved by the Board and the request must be submitted at least six (6) weeks prior to the trip.

  7. If overnight stay is a necessity, guidelines of Administrative Procedure 262 shall be carefully followed.

  8. Each trip shall be documented, with a copy on the bus as well as one at the school on Form 562-1, including date and time of trip, destination, bus/vehicle operator, purpose and a list of passengers and supervisor(s). Form is to be submitted to Transportation. 

  9. A teacher requiring transportation for a co-curricular trip shall present to the Principal:
    1. A request outlining the purpose of the trip, 
    2. The plans for incorporating the trip into the curriculum, 
    3. The date and destination of the trip; and 
    4. The number of passengers going, including any extra supervisors. 
    5. This request shall be submitted at least two (2) weeks before the planned activity.

  10. Coaches or teachers desiring busing for extra-curricular activities shall submit to the Principal a schedule of play outlining the dates upon which busing is required as early in the school year as possible.

  11. Students desiring a spectator bus shall make the request to the Principal at least one (1) week before the activity and shall be at least one (1) day before, present to the Principal a list of passengers and enough collected fees to cover the cost of the bus.
    1. The Principal shall make arrangements for the trip using first the bus assigned to the school. 
    2. If other buses are required, the Transportation Supervisor shall be contacted as soon as possible with a request. 
    3. The Principal may at his/her discretion and cost, contact a contract school bus operator or book commercial carriers, or in extreme circumstances, use private vehicles (Administrative Procedure 565).
    4. The Principal will arrange for qualified and approved personnel to operate the bus and will be responsible to negotiate for their services.
    5. Adequate supervision will be provided.

Forms

Co-Curricular & Extra Curricular Trip Authorization Form (Form 562-1)

Appendix

Administrative Procedure 562 Appendix A: Co-Curricular and Extra-Curricular Operator Responsibilities

Administrative Procedure 562 Appendix B: Mechanical Responsibility for Extra-Curricular Buses

Reference

Section 11,33,36,37,52,53,59,59.1,68,197,222,225 Education Act

Traffic Safety Act 

Commercial Vehicle Safety Regulation 121/2009 

Student Transportation Regulation 250/98 (Amended A.R. 125/2005) 

Use of Highway and Rules of the Road Regulation 304/2002 

Vehicle Equipment Regulation 122/2009

 

Approved: January 22, 2004

Amended: June 16, 2009; August 28, 2018