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Administrative Procedure 260: TRAVEL OUTSIDE OF ALBERTA

Background

The Division recognizes that educational travel may benefit and enhance student(s) education. However, the Division recognizes them as optional programs due to the additional individual cost of such activities. Travel outside of Alberta will generally be considered under this Administrative Procedure.

Experiences beyond the classroom can play an important part in students' education; therefore, the Division authorizes educational travel outside of the province of Alberta that complements the school curriculum and extracurricular activities. Purposeful, carefully planned trips are valuable educational opportunities that promote student learning and personal development. The division is committed to ensuring a safe learning environment for students, volunteers, and staff while participating in travel. Students' health, safety and welfare are of the utmost importance in all activities that occur away from the school premises. 

The Superintendent or designate is responsible for the general administration of this administrative procedure. The Secretary-Treasurer is the Division's contact for questions of clarification, particularly as it relates to insurance.

Definitions

CO-CURRICULAR ACTIVITIES refer to activities with 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 ACTIVITIES are sponsored by the school, providing 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 would take place outside regular school hours.

PARTICIPANT means a student, a volunteer/supervisor/chaperone, a teacher or another Westwind School Division staff member who travels on the off-site activity and includes any contracted service providers. 

Procedures

  1. All travel requires an adult-in-charge approved by the principal, and this person has authority over and responsibility for the trip. 
    1. The principal will ensure the adult-in-charge and all volunteers fulfill the requirements outlined in AP 491: Volunteer Coaches and Supervisors.
    2. Trips outside of North America require the adult-in-charge to be a division teacher.
  2. All trips outside the province of Alberta require Board approval prior to any commitment being made to students, parents, airlines, travel agencies, tournament organizers, etc.
  3. The adult-in-charge must submit completed Form 260-1: Application Form for Travel Outside of Alberta to the school Principal
    1. The Principal submits the form to the Superintendent for Board approval:
      1. at least eight (8) weeks prior to the trip for travel outside the province of Alberta but within Canada
      2. At least eight (8) weeks prior to the start of the season of play for athletics
      3. at least six (6) months prior to the trip for travel outside Canada.
  4. Once Form 260-1  is received by the Superintendent, it may be reviewed in collaboration with the Secretary-Treasurer, who may contact the Division's insurers and request their observations and direction. 
    1. After a written response (if required) is received from the Division's insurers, the trip request will be reviewed by the Superintendent or designate and submitted to the Board if required.
  5. Once approval in principle has been received in the form of a letter from the Superintendent, principals and the adult-in-charge can meet with students and make plans for the trip.
    1. Principals will ensure: 
      1. Form 260-2: International Travel Informed Consent Form and a parent information letter, including all the information outlined in Appendix B: Correspondence with Parents, shall be distributed to participants and parents.
      2. A mandatory participant and parent pre-trip meeting is organized to discuss all arrangements and potential risks associated with the planned trip.
  6. GENERAL REQUIREMENTS
    1. Organizers will make every effort is to be made to eliminate the need to miss school, and maximum use is made of weekends and regular school holidays.
    2. Where teachers are involved as a supervisor, the following shall be noted:
      1. The Board will not subtract the cost of a sub for emergency, last-minute schedule changes resulting in the loss of the school day.
      2. The Board will not deduct the cost of a sub for all pre-planned days absent from school.
      3. If accompanying the group as a paying group member, the staff member shall be deducted one day's pay of their salary for each day they are absent unless otherwise outlined in their contract, collective agreement or other administrative procedure.
  7. Only Board-approved trips shall be eligible for coverage under the Board liability insurance plan, and the Division will assume no other responsibilities for expenses, planning, or transportation.
  8. Based upon the level of risk and potential liability associated with student travel outside Alberta, the Board reserves the right to withdraw Board approval for such travel at any time. Further, the Board will not be responsible for compensating parents, students or staff for any costs associated with the withdrawal of approval.
    1. If Board approval is withdrawn, the trip becomes a private function and no longer has any ties to the Division. 
    2. The Board assumes no responsibility for any financial loss or personal expenses incurred as a result of the cancellation or alteration of any field trip or excursion program. Schools are encouraged to maintain an “emergency fund” that can be made available to the adult-in-charge if an emergency occurs during the trip.
  9. Students are responsible to the adult-in-charge for their conduct and behaviour from the initiation to the completion of the trip. 
    1. In consultation with the principal and using AP345 – Student Code of Conduct the adult-in-charge shall prepare a written set of expectations for student conduct and behaviour and the consequences for their violation. This information will be distributed and reviewed with the parents at the parent meeting.
  10. The Division prefers that education travel be conducted through a recognized professional tour company. 
  11. Proposed travel is to take into consideration the resources available in the school and the community.
  12. In consultation with the principal, the adult-in-charge may shorten, cancel or terminate a trip or activity at any time if, in the opinion of the adult-in-charge, the trip or activity cannot proceed or be completed in a safe or satisfactory manner. 
    1. The principal will notify the superintendent of any significant changes.
  13. No participant shall be impaired by alcohol, medication, medical cannabis, cannabis, illegal or illicit drugs, or any other substance whatsoever at any time during off-site activities. 
    1. This applies to all off-site activities regardless of the circumstances, the age of the participants or local laws, customs and culture.
  14. As part of the planning process, the Principal will ensure that: 
    1. the experience is of curricular value to students 
    2. participation is not a requisite for successful completion of the related course 
    3. adequate supervision is provided
    4. all activities fall within the appropriate categories to qualify for division insurance
  15. International travel is most suited to students in grades 9-12.
  16. Parents and individuals may wish to obtain their own additional insurance (including, but not limited to, health care, trip cancellation, property or personal effects insurance, accidental death, disability or dismemberment of medical expense insurance) on behalf of their child.
  17. Groups may be requested to report back to the Board after the trip.
  18. SUPERVISION
    1. Trips shall have adequate supervision, giving due consideration to the age of the students, the nature of the field study and the places being visited.
    2. Trips shall have a balanced complement of male and female adult supervisors/chaperones in relation to the student participants as approved by the principal and the superintendent.
    3. Parent supervisors/chaperones are part of the overall supervision provided and are to take direction from the adult-in-charge.
      1. Parent supervisors/chaperones are present to ensure the safety of all the students on the trip and must be suitably qualified for the nature and demands of the trip.
    4. Any student requiring medication shall be identified, and provision made to ensure the adult-in-charge and supervisor/chaperones (as appropriate) are aware of the medical condition and are provided with written procedures to be followed to deal with the medical condition.
    5. All supervisors and chaperones must be aware of all pertinent Administrative Procedures relating to students' care and safety. The Principal or designate will review expectations for chaperone conduct prior to the trip. These include, but are not limited to:
      1. AP492: Adult Interaction with Students
      2. AP170 – Harassment/Bullying Hazing Prevention
      3. AP345 – Student Code of Conduct
      4. Policy 19 – Welcoming, Safe, Caring, and Respectful School
    6. The adult-in-charge is responsible for ensuring that they or another adult supervisor/chaperone have relevant training appropriate to the planned activities. 
    7. The teacher in charge is responsible for carrying with them at all times:
      1. List of student participants 
      2. Telephone contact numbers 
      3. Health Insurance Information, Health Care Numbers 
      4. Information regarding medication and medic-alert needs of participants
      5. Cell phone (when available or appropriate)
      6. The Division's current Insurance Information Card
         

Appendix

Appendix A: ARMIC Approved and Prohibited Activities

Appendix B: Correspondance with Parents

Appendix C: ARMIC Division Travel Insurance Coverage

 

Forms

Form 260-1: Application for Travel Outside Alberta

Form 260-2 International Travel Informed Consent Form

 

Reference

Section 1,11,31,32,32,52,53,196,197,222 Education Act

Guide to Education ECS to Grade 12

SPHEReS | School Physical Activity Health & Education Resource for Safety

 

Approved: January 22, 2004

Amended: November 24, 2003; August 21, 2018; February 2023