Field Trip Reminders
September 2019
Before Booking a Trip
❏ Are all of the planned activities accessible for all of the students?
❏ Does the activity date conflict with any holy days? (See Limestone Calendar of Observances)
❏ Have the following identities been considered to ensure all students can participate: gender, culture, religion (i.e., need to pray, fasting)?
❏ Will activities still be engaging for students with vision loss, hearing loss?
❏ How will you ensure that a student is close enough to hear all of the instructions/ information?
❏ Will the student need to sign? Will someone be available to interpret?
❏ Are there accessible alternatives to parts of the trip (i.e., campfire activities instead of the hike)?
❏ Is there an increased risk of a student with special needs becoming injured (i.e., eating things, running away, too much physical exertion)?
❏ Will any of the activities cause a student to feel embarrassed or uncomfortable (i.e., expose scars)?
❏ Are you aware of the emergency evacuation procedures for the location you are visiting (i.e., what will happen if there is a fire)?
❏ Will the student stay warm enough/cool enough throughout the day (i.e., a student in a wheelchair can’t run around to warm up)?
❏ Will the student need to transfer in and out of a wheelchair at different points? How many staff will be required? Have transfers been practiced so that the staff and student are both comfortable?
Financial:
❏ Is the activity affordable for each student’s family?
❏ Is a financial plan in place to support families? Transportation:
❏ Is an accessible bus required (i.e., wheelchair lift, safety vests, etc.)?
❏ How close will the bus be able to get to the destination?
❏ Is there an accessible entrance near the drop off point?
❏ What arrangements can be made if a student needs to leave early?
Transportation:
❏ Is an accessible bus required (i.e., wheelchair lift, safety vests, etc.)?
❏ How close will the bus be able to get to the destination?
❏ Is there an accessible entrance near the drop off point?
❏ What arrangements can be made if a student needs to leave early?
All field trips must be approved by Joanne before any commitments are made.
Please consider the following:
- Can all of my students participate fully in this trip? **If there is any concern in regards to a student's participation on a school trip, please discuss this with Shannon/Joanne well ahead of time and before any bookings are made
- What are the costs and will all families be able to afford the trip?
- Will there be enough supervisors? **Do not assume that EAs will be able to attend as they support a variety of students throughout the building each day
- Is there enough time to complete the required paperwork?
- Paperwork goes to Brenda first. Joanne will approve and Shannon will approve in School Day. If there is more than one class going, notify Shannon first before creating the event. She will create a group first, add all the teachers and then you can create your event.
- When creating a field trip in School Day please name the event with the date of the event first (ex. September 19, 2019 Grade 7 Trip to Gould Lake).
Planning the Trip
- Designate a trip leader
- Fill out Field Trip Request Form (even for Sports Tournaments) **At least 2 weeks prior to the trip ***At least 3 weeks prior to the trip if there is inherent risk involved as these need to be sent to Stephanie Sartor for approval.
- For all trips with inherent risk, at least one supervisor must hold a current First Aid certificate.
- Attach a copy of the Parent Letter which must include details in terms of itinerary, cost, etc) - this is helpful for the office to help field phone calls for you
- Ensure proper supervision ratio: Primary - 1:10, Junior - 1:12, Intermediate - 1:15
- Ensure all volunteer supervisors have a current CPIC on file at the office
- Complete a cost analysis and ensure you are collecting enough money to avoid shortfalls. **We are committed to equity of access for all students. Please talk to the office about specific concerns you may have in regards to certain students/families needing financial support
- Indicate to the office which students need access to compensatory funds from the office. Attach a copy of this list to the field trip paperwork in the office.
- Fill out a Non-Board Funds Cheque Requisition form at least one week in advance and attach any invoices/receipts and give to Brenda
- All field trip forms will be stored in the Field Trip binder at the office
- If there is a list of students out for the day, (sports etc) please give a list to the office and affected teachers so that attendance can be done properly and efficiently
Water Activities
With the unfortunate death of a student in Ontario, the Ministry is emphasizing the importance of following OPHEA Safety Guidelines (http://safety.ophea.net/).
In LDSB we also have AP 260. As a consequence of the safety review conducted by the Ministry this past year, there is a much higher emphasis being placed on water safety and following the guidelines.
Swimming
- all students can swim if they have a life preserver
- if a swim test has been conducted, and tracked, in the past calendar year, students who passed can swim without a lifejacket, while students who were not successful can swim with a life jacket
- you need to ensure you have the correct ratio of NLS trained lifeguards on duty.
Paddling
For paddling activities you need to check the guideline for what activities are appropriate for different age groups. However, at Gould Lake ONLY and for day trips only, students may paddle if they have not passed a swim test. Obviously they must wear a life preserver. At any other body of water or with any different provider, all students must pass a swim test to be able to paddle.
**Trips to waterparks will not be approved**
Sporting Events
In addition to all of the expectations above, there are a few additional things to ensure when taking a sports team to an event or tournament:
- Volunteer drivers must have a minimum of $2,000,000 insurance for third party liability. Do not take on the responsibility of organizing volunteer drivers unless you are willing to organize paperwork and ensure liability insurance is in place. It is best to let students be responsible for their own transportation.
- All students must have proof of accident insurance in order to participate on any sports team/club. *An Athletics form will be sent out with your permission form on school day.
- Leave a list of team members at the office and post this information in the Southview Group area so staff can take attendance appropriately.
- If you are coaching and some of your students will be with other teachers for the day, make sure to let the office know where the students will be
The Day of the Trip
- Make sure your supervision duties have been covered
- Take attendance. If you are leaving before the regular school day begins you can slip an attendance list under the office door or call/text the information in after 8:30 am.
- Inform the office of any students staying at school and where they will be for the day **As per Board policy, alternate programming must be provided for students not on the trip and attending school
- Make sure you have any student medications and record this in the binder in the office
- Take a First Aid kit from the office
- Leave a cell phone number at the office in case we need to reach you
- Ensure volunteer supervisors are aware of their role for the day and who they are to supervise
- Review expectations with students
- Take attendance at checkpoints throughout the day
- Notify the office of any emergency
- ENJOY THE TRIP!