IFH-P1 Educational Trips and Extended Educational Trips

The Board recognizes the educational value of well-planned educational field trips, generally defined to include any expedition organized by the Teacher(s) and participated in by a group of students as a learning experience.  It stresses the importance of organization, follow-up, and student safety as important aspects of this instructional activity. To assist in the planning of a successful program, communication between the coach/teacher rep and Principal is required  (IFH-E2).  Parental/guardian involvement is encouraged, wherever possible.

The following documents offer valuable information for schools:

• MPASS - Manitoba Physical Activity Safety in Schools Website.

• M.A.S.T. – Risk Management at a Glance for Manitoba Schools (2001)

• Manitoba Education and Youth – Safety Guidelines for Physical Activity in Manitoba Schools (2016)

• M.A.S.T. – Swim Safe Programs:  A Reference Guide for Schools (2021)

• M.S.B.A - Planning Ski and Snowboarding Education Programs A Reference Guide for Schools (2021)

• Standards for Student Services (2022) (Pages 9 and 10)

• Youth Safe Manitoba:  School Field Trip Resource (2004) (See Additional Guidelines [external documents].)

All trips shall be subject to the approval of the Senior Administration and the availability of buses and Drivers, if applicable.  

Requests for extended educational field trips must be submitted as per the chart above.

A passenger list, including telephone numbers, must be prepared in duplicate for all trips.  One copy is to remain in the office of the Principal and one copy will be given to the supervising Teacher or Bus Driver.  The Bus Driver will check the approval form prior to proceeding.  The Bus Driver shall decide whether or not to proceed with the trip, should the weather appear unfavourable.

(a) Educational Field Trips

These generally involve a single outing with specific purposes and destination(s), 

or

a number of day trips organized around a particular program such as sports, drama, or music.  Parents/guardians of students participating in such trips/programs must complete the Parent/Guardian Permission Form (IFH-E1) for Educational Field Trips.

(b) Extended Educational Field Trips

These include any and all field trips that involve an overnight stay, out-of-province travel, or out-of-country travel.  Approval in principle for all extended educational trips must be obtained from the Board or Superintendent at least two months prior to the event as per the chart above, and at least six months prior to the event for out-of-country trips.  Out-of-province or out-of-country health insurance coverage is mandatory for all field trips involving out-of-province travel or out-of-country travel.  Proof of insurance coverage is required.  Parents/guardians of students wishing to participate in extended field trips must complete the Consent Form (IFH-E1) for Extended Educational Trips.  (refer to JLA-P0)

Final details for overnight trips or swimming and downhill skiing trips must be forwarded to the Division Office for approval, after all arrangements have been completed.

The Board recognizes that, on occasion, trips related to specific educational or extra-curricular opportunities arise on short notice.

The Use of Swimming Facilities During Extended Educational Field Trips

Students and staff staying in a hotel or other accommodation during an overnight field trip may make use of hotel swimming facilities provided all of the following conditions have been met:

(a) The Teacher supervisor has contacted the hotel in advance and made arrangements for the hotel to supply a qualified lifeguard or the school has made arrangements to provide a lifeguard with current qualifications.  (A high school student who is a qualified lifeguard is allowed to fulfill the role.  The student must function as a lifeguard during that time and not participate in the swimming.)

(b) Swimming is only allowed if the lifeguard is on duty and the Teacher-supervisor is present.

(c) Parents have signed a consent form permitting their son/daughter to use the hotel swimming pool.  (Exhibit IFH-E1)

(d) The Teacher-supervisor has reviewed the arrangements with the Principal in advance and received his/her approval. (IFH-E2)

(e) The Superintendent has been made aware of the arrangements.

The Use of Volunteers on Field Trips

Volunteers provide valuable assistance to schools on field trips, and their services, time, and energy are truly appreciated.  In the case of Educational Field Trips, they can be briefed fairly quickly regarding their roles and responsibilities.

The use of volunteers for Extended Educational Field Trips with overnight stays, out-of-province, or even out-of-country travel places greater expectations on them as supervisors of children.  The Principal will decide whether additional background references, and security checks beyond those required for all persons volunteering with the Prairie Spirit School Division are in order.  In any case, volunteers for Extended Educational Field Trips are required to complete the Volunteer Consent Form (See IFH-E3.)

ADDITIONAL GUIDELINES (external documents)

• YOUTH SAFE MANITOBA:  SCHOOL FIELD TRIP RESOURCE (2004)

This is a valuable resource developed to support and promote student safety in outdoor activity environments and on school outings.  School staff involved in field trips should familiarize themselves with it.

1. Safety First!  Guidelines for School Field Trips.

1. The guidelines were created to formulate safe engagement in field trip endeavours, by identifying practices that are reasonable, and attainable.  They are designed for easy reference and learning.  General information is found at the front of the document, with activity–specific information further back.  It is strongly recommended that staff members who organize and/or take part in field trips read:

Part I – Introduction

Part II – General Considerations for Off-site Activities

Part III – Outdoor Pursuits,

Part IV - Activity-specific considerations pertinent to the field trip also reference the MPASS - Manitoba Physical Activity Safety in Schools Website. 

Part V - Education Tours (including Farm/Industry Visits, Music/Performance related travel, International travel, Exchange visit/Billeting)

2. Self-reliance in the Outdoors

The resource has a variety of sample lesson plans that are “designed to support teachers as they help students develop understandings and skills relevant to good decision-making in and for outdoor travel and living.  The intent is to optimize the potential for students to discover activities they enjoy and to learn how to make them part of their life in the long term.”

3. Parent/Guardian Field Trip Resource

It helps to answer some of the usual questions that parents / guardians have regarding field trips.  There is, as well, information about informed consent.

• STUDENT TRAVEL HEALTH INSURANCE

Student Travel Health through the MSBA plan is mandated for all School or School Division Sanctioned Trips outside of Manitoba.  Reference the enrollment process for applicable information Manitoba School Boards Association Student Travel Health Insurance document .

PROCEDURE

Submissions for all educational field trip requests must include the information listed under General Requirements.  

General Requirements for all Education Field Trips

The following requirements are intended to ensure that adequate planning, organization, student safety issues, and follow-up considerations are addressed.  Submissions for approval must therefore include the following information:

(a) approval of the Principal (IFH-E2); 

• Note:  Additional approvals may be required based on the chart above.  (Note: Board meetings dates should be considered when planning, if Board approval is required).

(b) the number of students and grade levels; 

• Note: The following ratio guidelines for field trips may be helpful.  The Principal will determine if adherence to these guidelines is necessary.
  - K - 6 Ratio - 1 Adult for every 10 students
  - Grade 7 - 12 Ratio - 1 Adult for every 15 students

(c) basis for selection of class or students;

(d) objectives, relevance, and educational value;

(e) a complete description of the trip and/or destination(s);

(f) a description of activities to be undertaken;

• All scheduled activities in the itinerary are obligatory.  

• Any absence from the group must take place only after arrangements have been made with the Head Chaperone.  Any absence from the group for reasons such as visiting friends or relatives must be arranged prior to the trip and be supported by written approval from parents/guardians.  

• Students who are ill and unable to attend a particular portion of the itinerary shall inform the Head Chaperone who shall make appropriate arrangements.

(g)  The number and names of supervisors (staff / volunteers / others). details of supervision, teacher/leader/service provider competencies relevant to activities and environments  

• Overnight co-ed trips  will have a minimum of one male and one female chaperone (highly recommended for all field trips).    One chaperone must be a Teacher of the school organizing the extended educational field trip and is to be named Head Chaperone.   

• For activities involving greater possible hazards or dangers, such as canoe trips or other outings where water is a factor, the Teacher (supervisor)/student ratio must be decreased accordingly.  Other elements such as the age of participants will be considered in determining requirements.

• The following ratio guidelines for field trips may be helpful.    The Principal will determine if adherence to these guidelines is necessary.

  • K - 6 Ratio - 1 Adult for every 10 students

Grade 7 - 12 Ratio - 1 Adult for every 15 students

• • Volunteers must complete the Volunteer Consent Form (File IFH-E3)

(h) departure and return dates and times;

(i) transportation details for the entire trip;

(j) overnight accommodation arrangements (billet, hotel, camp-out, etc.) if applicable;

• Curfews may be set and must be followed by students.

(k) considerations for lost in-class instructional time;

(l) follow-up activities;

(m) cost estimates and source of funds; 

• Fundraising shall be left at the discretion of the individual school.  Fundraising as service to the community is recommended over such direct ventures as door-to-door ticket sales.  (See also DEA)

(n) the need for additional Student Accident Insurance;  Reference Manitoba School Boards Association Student Travel Health Insurance Enrolment Process document.

(o) provision for students with financial difficulty;

(p) provision for students who cannot take part because of social, ethnic, religious, or physical reasons;

(q) safety and emergency preparation, including but not restricted to:

• medical facilities in the area

• first aid qualifications of staff, volunteers, and others

• inspection of first-aid kits

• staff qualifications for high risk activities

• on site safety procedures

• complete awareness of student health information

Students requiring the use of prescription drugs must have a bona fide prescription bearing their name and that of their physician with them. Prescription medicines must be located in their original containers or, in case of medications such as Epipens or inhalers, the prescription label with the student and physician information be clearly visible.  Participants using prescription or other medicinal compounds must advise the Head Chaperone of this requirement prior to departure. For educational trips and extended educational trips that cross an international border, advanced notice of the requirement for prescription drugs or medicinal compounds must be provided to the school in a timely manner that allows for investigation into and approval for any actions that must be taken to ensure the drug or compound is permissible in the receiving country.

• appropriate assistance for student(s) with additional support needs

• communication system in place;

(r) All students must be enrolled in a school in the Prairie Spirit School Division and have an acceptable behaviour record.  The behaviour and conduct expectations outlined in the Prairie Spirit School Division’s Policy #13 - Safe and Respectful Schools as well as the School Handbook.  Review the Student Specific Plan for students with additional support needs in the area of Social Emotional Learning, and plan accordingly for the expectations of the trip.

(s) the need for meeting(s) with parent/guardians;

(t) other pertinent information.

(u) all school division policies and procedures apply to all education field trips.

• See Also:  Swim Safe Programs:  A Reference Guide for Schools, and Safety First!  Guidelines for School Field Trips, Supervision Ratio Calculation Tool (page 60), Planning Ski and Snowboarding Education Programs  A Reference Guide for Schools.

(v) Inappropriate behaviour shall result in dismissal from the educational field trip, and the participant’s automatic return home at his/her own expense.  Should authorities be involved, participants will be subject to the laws of the country they are visiting.

(w)  Form to be Completed:

• Parents/guardians must complete the Parent/Guardian Consent form: 

  • Complete IFH-E1 for Educational Field Trips 

(x)  Out-of-country Trips:  Considerable attention should be given to overseas trips.  All destinations overseas must have Board approval in principle prior to any plans being made.  Meetings must be held with all students and parents to clarify details of the trip and the respective responsibilities of the school, parents, and students..  In-school preparation of the students to adapt to and accept different cultures, geographies, languages, etc., is required.  Attention will be given to such items as health requirements, foreign food, passport requirements, packing lists, currency regulations, and knowledge of student needs (i.e., allergies).  Plans will be made for such emergencies as unforeseen expenditures.  Complete and detailed itineraries will be prepared.  A complete understanding between parents, students, and Teachers must be established on various issues relating to different expectations in a foreign country; expectations related to use of alcohol, smoking, and dress.  Approval must be received from the Board at least six months in advance of the planned tour. 

Revised September 22, 2003

Revised June 13, 2006

Revised February 26, 2013

Revised May 7, 2018

Revised January 5, 2023

Revised June 27, 2023,

Revised February 26, 2024