CALGARY BOARD OF EDUCATION Administrative Regulation 3027 ...

CALGARY BOARD OF EDUCATION 

Administrative Regulation 

3027 - Off-Site Activities 

Table of Contents 

Preamble 

Definitions 1 

Part 1 

General 

Purpose 2 

Access and eligibility 3 

Part 2 

Trip Planning and Approval 

Teacher-in-charge 4 

Trip approval 5 

Approval by the principal 6 

Approval by the System Coordinator 7 

Approval by the Off-Site Activities Committee 8 

Part 3 

Trip Conduct 

Supervision 9 

Elementary students 10 

Centennial year 10.1 

Junior high students 11 

Senior high students 12 

Transportation 13 

Weather and driving conditions 14 

Accidents 15 

Alcohol and drug use prohibited 16 

Part 4 

Parents, Students and Volunteers 

Parent permission 17 

Student's responsibility 18 

Volunteers 19 

Calgary Board of Education 

July 2006 


Page 1 of 17

Part 5 

Activities 

Unacceptable activities 20 

Prohibited activities 21 

Restricted activities 22 

Review date 23 

Preamble This regulation is to be read in conjunction with and is supported by the Off-Site 

Activities Procedures Manual. 

Section 45 of the School Act outlines a school board’s responsibilities to all 

students. Section 45(8) of the School Act says that: 

“A board shall ensure that each student enrolled in a school operated by a board is 

provided with a safe and caring environment that fosters and maintains respectful and 

responsible behaviours.” 

Section 60(2)(h) of the School Act permits a school board to arrange off-site 

activities for students and says: 

“A board may (h) at its own expense or otherwise, arrange, undertake or sponsor for its 

students educational cultural or recreational trips inside or outside its district or division”. 

The Board of Trustees of the Calgary Board of Education requires that the Chief 

Superintendent operate in compliance with all legislation, including the School 

Act and the Board of Trustees and Executive Limitation. 

The Board of Trustees Policy - Executive Limitations, EL-1: General Executive 

Constraint says: 

“The Chief Superintendent must not cause or allow any practice, activity, decision or 

organizational circumstance which is imprudent, illegal, in violation of commonly 

accepted business and professional ethics, or is contrary to the Board of Trustees’ 

Governing Policies, the School Act, or any other law, or will endanger the Calgary Board 

of Education's public image or credibility, or will compromise the Calgary Board of 

Education's ability to accomplish its mission.” 

Definitions 1 In this regulation, 

(a) “A trip” means an off-site activity in the city of Calgary and the 

Calgary region; 

(b) “B1 trip” means an off-site activity outside the city of Calgary and 

the Calgary region but within Alberta and on the list of trips 

designated by the System Coordinator, Off-Site Activities; 

(c) “B2 trip” means an off-site activity outside the city of Calgary and 


July 2006 


Page 2 of 17

the Calgary region but within Alberta and not on the list of trips 

designated by the System Coordinator, Off-Site Activities; 

(d) “C trip” means an off-site activity outside of Alberta, but within 

Canada; 

(e) “D trip” means an off-site activity outside Canada; 

(f) “instructional activity trip” means any planned excursion away 

from the school taken by the students, under the direction or 

supervision of the teacher-in-charge to enrich and extend the 

classroom instructional program, and create links between the 

school and the community, and to give students practical 

application of the ideas and theories that they are studying; 

(g) “off-site activity” means an instructional activity trip, or a student 

activity trip, but does not include a work experience program, 

Registered Apprenticeship Program or other programs under 

Alberta Learning guidelines for off-campus activities; 

(h) “Off-Site Activities Procedures Manual” means the manual 

approved by the Chief Superintendent or designate that outlines 

the necessary procedures and requirements for off-site activities; 

(i) “student activity trip” means any planned excursion away from 

the school taken by the students under the direction or 

supervision of the teacher-in-charge in support of academics, 

athletics, performing or fine arts groups, or other school 

sponsored student activities; 

(j) “supervisor” means a teacher or volunteer who is responsible 

for assisting the teacher-in-charge during off-site activities; 

(k) “teacher-in-charge” means 

(i) the Calgary Board of Education teacher responsible for 

the planning, coordination, implementation, and 

supervision of the off-site activity, or 

(ii) in the case of Chinook College adult education trips, the 

instructor. 


July 2006 


Page 3 of 17

PART 1 

GENERAL 

Purpose 2(1) The purpose of off-site activities is to enable students to participate in 

quality off-site educational experiences that: 

Access and 

eligibility 

(a) are at the heart of the educational process, 

(b) are connected to the Board of Trustees Policy, E-2: Educational 

Ends, Guide to Education, the Program of Studies, curriculum 

and learning outcomes, and 

(c) are relevant, flexible, responsive, affordable and accessible. 

(2) Off-site activities must demonstrate the key understandings that: 

(a) learning requires purposeful involvement, 

(b) interpersonal relationships are essential to the learning process, 

(c) knowledge is constructed within a climate of inquiry, 

(d) clear expectations and relevant feedback are needed, and that 

(e) diversity is valued within a responsive environment. 

(3) Off-site activities must take place within a context of 

(a) the safety and security of students, staff, volunteers and the 

Calgary Board of Education, and 

(b) appropriate planning to manage the risks. 

3(1) School principals must ensure that eligibility criteria are established for 

all off-site activities. 

(2) Off-site activities must be affordable for students and the principal must 

ensure that the school publicizes the fact that financial assistance is 

available for students who are unable to pay the costs. 

(3) Off-site activities may be supported in part or whole by parents or 

guardians of eligible students, but no eligible student may be denied 

participation on the basis of the inability to pay. 


July 2006 


Page 4 of 17

Teacher-incharge 

PART 2 

TRIP PLANNING AND APPROVAL 

4(1) The teacher-in-charge is responsible for initiating, planning and 

supervising an off-site activity trip. 

(2) The teacher-in-charge must 

(a) have visited the location of the off-site activity prior to the trip and 

be familiar with the seasonal conditions at the time of the trip 

unless 

(i) otherwise approved by the Off-Site Activities Committee, 

the System Coordinator, Off-Site Activities, or 

(ii) otherwise specified in the Off-Site Activities Procedure 

Manual; 

(b) have the training and knowledge appropriate for leading the trip; 

(c) comply with all Calgary Board of Education policies, regulations 

and procedures, and follow the requirements and guidelines of 

the appropriate sections of the Off-Site Activities Procedures 

Manual. 

(d) select appropriate volunteers for the activity, and provide 

volunteers with direction as to the requirements of the trip and 

their responsibilities, before the departure of the off-site activity in 

accordance with section 19 of this regulation; 

(e) use approved service providers whose staff have additional 

qualifications, training and experience when appropriate or as 

directed; 

(f) ensure that the appropriate trip documentation required by the 

Off-Site Activities Procedures Manual 

(i) is filed with the school principal or principals in the case of 

an activity involving two or more schools, and 

(ii) accompanies the teacher-in-charge and other trip 

supervisors; 

(g) be aware of students with health conditions and ensure that 

(i) appropriate medication accompanies the student, and 

that 


July 2006 


Page 5 of 17

(ii) an emergency response protocol is in place that follows 

the procedures in the Off-Site Activities Procedures 

Manual; 

(h) prior to and during off-site activities, advise students, staff and 

volunteers 

(i) regarding their responsibilities and requirements as 

outlined in section 18 of this regulation, 

(ii) trip hazards, and 

(iii) appropriate safety procedures; 

(i) ensure that a precise attendance count is taken at all points of 

departure on an off-site activity and at regular intervals during the 

off-site activity; 

(j) ensure that vehicles do not return from an off-site activity unless 

transportation has been arranged for all participants; 

(k) complete the off-site activity trip evaluation as required by the 

Off-Site Activities Procedures Manual; 

(l) ensure that the parent permission process outlined in section 17 

of this regulation is completed and that a parent meeting is held 

for all overnight trips; 

(3) The teacher-in-charge, in consultation with the principal, may shorten, 

cancel or terminate an off-site activity at any time if, in the opinion of the 

teacher-in-charge, the off-site activity cannot proceed or be completed in 

a safe or satisfactory manner. 

Trip approval 5 No off-site activity may proceed unless it has received the appropriate 

approval. 

Approval by 

the principal 

6(1) The principal 

(a) has the authority to approve A trips and B1 trips; 

(b) must follow the approval process for all trips as outlined in the 

Off-Site Activities Procedures Manual; and 


July 2006 


Page 6 of 17

Approval by 

the System 

Coordinator 

(c) may refer any off-site activity to the System Coordinator, Off-Site 

Activities. 

(2) Before approving an off-site activity, the principal must ensure that 

(a) all elements of this regulation are implemented and that trips are 

approved only if the applicable procedures and guidelines of the 

Off-Site Activities Procedure Manual are followed; 

(b) the teacher-in-charge understands Calgary Board of Education 

regulations and procedures as they pertain to off-site activities; 

(c) the students, teachers, staff, volunteers and parents or guardians 

will receive the appropriate information about the trip and their 

roles and responsibilities; and 

(d) arrangements are in place for covering all the financial matters, 

including a refund procedure, if any refunds are available, a 

contingency fund, and an accounting for all expenditures. 

(3) When an off-site activity includes students from two or more schools, 

(a) the principal of each school involved must approve the 

participation of their students, and 

(b) students from all schools are accountable to the teacher-incharge. 

(4) The principal, in consultation with the teacher-in-charge, may shorten, 

cancel or terminate an off-site activity at any time if, in the opinion of the 

principal, the off-site activity cannot proceed or be completed in a safe or 

satisfactory manner. 

7 The System Coordinator, Off-Site Activities 

(a) may, upon request of the principal, review proposed A and B1 

trips; 

(b) may designate any trip within Alberta, except for trips in remote 

or wilderness settings which are lead by the teacher-in-charge, 

for inclusion on the B1 list of trips; 

(c) must review B2 trips, and may approve B2 trips; 

(d) may provide advice and guidance to teachers and principals 

regarding the safety assessment of any proposed trip; 


July 2006 


Page 7 of 17

Approval by 

the Off-site 

Activities 

Committee 

(e) may, in exceptional circumstances, approve A and B1 off-site 

activity trips in cases where the teacher-in-charge has not visited 

the site; 

(f) may, in consultation with the principal, may shorten, cancel or 

terminate an off-site activity at any time if, in the opinion of the 

System Coordinator, Off-Site Activities, the off-site activity cannot 

proceed or be completed in a safe or satisfactory manner; 

(g) may seek advice and assistance from any person at any stage of 

the review of an off-site activity; and 

(h) may refer any matter to the Off-Site Activities Committee. 

8(1) There is hereby established the Off-Site Activities Committee. 

(2) The Off-Site Activities Committee reports to the Chief Superintendent, 

and is composed of 

(a) a Director appointed by the Chief Superintendent; 

(b) the Manager of Insurance/Risk Management; 

(c) the System Coordinator of Off-Site Activities; 

(d) the Specialist; 

(e) a secondary school principal representative alternating between 

a principal representative of middle school or junior high school 

principals and a principal representative of senior high school 

principals; and 

(f) a chairperson appointed annually in writing by the Chief 

Superintendent who may be one of the committee members 

outlined in sections 8(2)(a) to (e) or another person. 

(3) The Off-Site Activities Committee is responsible for 

(a) reviewing all proposed C and D trips, the supporting information 

and trip evaluations to ensure that appropriate planning to 

manage the risks and minimize the potential for incidents has 

occurred; 

(b) making recommendations to the chairperson of the Off-Site 

Activities Committee regarding the disposition, approval or 


July 2006 


Page 8 of 17

disapproval of all proposed C and D trips including 

recommendations to shorten, cancel or terminate an off-site 

activity at any time if, in their opinion, the off-site activity cannot 

proceed or be completed in a safe or satisfactory manner; 

(c) making recommendations to the teacher-in-charge and the 

principal regarding the proposed C or D trip and compliance with 

regulations and procedures; 

(d) responding to requests from the Chief Superintendent, to inquire 

into, collect information relating to, or conduct research into any 

matter relating to C and D trips. 

(4) The Off-Site Activities Committee may 

(a) in exceptional circumstances, recommend approval of C or D 

trips where the teacher-in-charge has not visited the site; 

(b) limit the number of C and D trips for a school or for the Calgary 

Board of Education; 

(c) advise the Chief Superintendent on any matter regarding off-site 

activity trips; and 

(d) make recommendations regarding off-site activity training 

programs. 

(5) The Off-Site Activities Committee may seek advice and assistance from 

any person at any stage of the review of an off-site activity. 

(6) The chairperson of the Off-Site Activities Committee has the authority to 

(a) approve C and D trips upon the recommendation of the Off-Site 

Activities Committee; 

(b) cancel a C or D trip at any time, including a trip already in 

progress, upon the recommendation of the Off-Site Activities 

Committee; 

(c) ensure that the Chief Superintendent and the appropriate Area 

Directors are advised in writing of any C and D trips approved for 

travel outside Canada; 

(d) advise the principal and the Area Director, in writing, of the 

rationale for non-approval of any proposed C and D trips or any 

other matter relating to proposed off-site activities; and 

(e) advise the Chief Superintendent of any reports or 


July 2006 


Page 9 of 17

ecommendations from the Off-Site Activities Committee. 

PART 3 

TRIP CONDUCT 

Supervision 9(1) Unless otherwise stated in the Off-Site Activities Procedures Manual, the 

minimum acceptable standard of supervision for all off-site activities: 

Elementary 

students 

Centennial 

year 

Middle year 

students 

(a) for students in kindergarten, is one adult to 5 students; 

(b) for students in grades 1 to 3, one adult to 8 students; 

(c) for students in grades 4 to 6, is one adult to 10 students; 

(d) for students in grades 7 to 9, is one adult to 13 students; and 

(e) for students in grades 10 to 12, is one adult to 15 students. 

(2) The teacher-in-charge and supervisors are required to 

(a) exercise supervision on a full-time basis, and 

(b) take whatever precautions are necessary to ensure the proper 

conduct, appropriate behavior and safety of students. 

10(1) Off-site activities for elementary students in kindergarten to grade 3 are 

limited to A, B1, B2 and C trips within 200 kilometers of the limits of the 

city of Calgary. 

(2) Off-site activities for elementary students in grades 4, 5 and 6 are limited 

to A, B1, B2 and C trips in within 500 kilometers of the limits of the city of 

Calgary. 

10.1 Notwithstanding section 10(1), during Alberta’s 2005 Centennial year, for 

elementary students in kindergarten to grade 3, trips to Edmonton, at the 

invitation of provincial cabinet ministers, may be considered for 

exceptional curricular enrichment activities. 

11 Off-site activities for middle year students in grades 7, 8 and 9 are 

limited to A, B1, B2 and C trips that do not exceed seven (7) consecutive 


July 2006 


Page 10 of 17

Senior high 

students 

school days. 

12(1) Off-site activities for senior high school students are limited to A, B1, B2 

and C trips that do not exceed seven (7) consecutive school days. 

(2) Senior high school D trips may be considered for exceptional curricular 

enrichment activities. 

Transportation 13(1) When transportation is initiated or organized by the school, a student 

with a valid operator’s class 5 license may drive to and from any off-site 

activity within the city of Calgary only if written permission from the 

parent or guardian acknowledging that the student will be driving to the 

off-site activity is filed with the trip documentation at the school. 

Weather and 

driving 

conditions 

(2) When transportation is initiated or organized by the school, a student 

with a valid operator’s class 5 license may drive other students as 

passengers, within the city of Calgary only if 

(a) the student who is driving has completed the Volunteer Driver 

Authorization form and process; and 

(b) written permission from the student driver’s parent or guardian 

acknowledging that they understand that their student will be 

transporting other students is filed with the trip documentation at 

the school; and 

(c) written permission from the parent or guardian of all student 

passengers acknowledging that they consent and understand 

that their student will be transported by another student driver is 

filed with the trip documentation at the school. 

14(1) Before students leave Calgary for an off-site activity trip, principals must 

ensure that weather and road conditions are conducive to travel for the 

entire route. 

(2) On return trips, the teacher-in-charge must 

(a) verify weather and road conditions before students return, and 

(b) consult with the principal if necessary. 


July 2006 


Page 11 of 17

Accidents 15 If an accident occurs during an off-site activity, the teacher-in-charge 

must 

Alcohol and 

drug use 

Parent 

permission 

(a) follow the accident response guidelines in the Off-Site Activities 

Procedure Manual, and 

(b) complete a Student/Teacher Accident Report 

(i) within 48 hours of the incident, or 

(ii) as soon as possible upon return to the school, and submit it to 

the principal, who must forward it to Insurance/Risk 

Management. 

16(1) The use of alcohol or illegal drugs by all Calgary Board of Education 

participants is strictly prohibited during off-site activities and applies to all 

off-site activities regardless of the circumstances, the age of the Calgary 

Board of Education participants or local laws, customs and culture. 

(2) In this section, Calgary Board of Education participant means a student, 

a volunteer, a teacher or another Calgary Board of Education staff 

member who travels on the off-site activity. 

PART 4 

PARENTS/GUARDIANS, STUDENTS AND VOLUNTEERS 

17(1) The teacher-in-charge must 

(a) provide the parent, guardian, volunteer, or independent student 

with written information regarding the off-site activity and the 

hazards and hazard mitigation, using the forms outlined in the 

Off-Site Activities Procedure Manual; and 

(b) obtain the consent of the parent, guardian, volunteer, or 

independent student as outlined in the Off-Site Activities 

Procedure Manual before the student may participate in an offsite 

activity. 

(2) A parent meeting must be held for all overnight off-site activities, and 

may be held for other off-site activities. 

(3) When a parent meeting has been called for an off-site activity, 


July 2006 


Page 12 of 17

Student’s 

responsibility 

(a) the teacher-in-charge must keep a record of attendance at the 

parent meeting; 

(b) the student’s parent or guardian must attend the parent meeting 

to discuss the off-site activity trip and the student’s responsibility 

related to the rules, expectations and conduct expected of 

students; 

(c) if the student’s parent or guardian does not attend the parent 

meeting, the teacher-in-charge must personally speak to the 

parent or guardian about the trip and the student’s 

responsibilities; 

(d) volunteers are expected to attend and if the volunteer is unable 

to attend, the teacher-in-charge must personally speak to the 

volunteer about the trip and the volunteer’s responsibilities. 

18(1) Each student participating in an off-site activity must 

(a) comply with the school's expectation for students and the student 

code of conduct; 

(b) account to the teacher-in-charge for their conduct; 

(c) cooperate fully with everyone authorized by the Board to provide 

education programs and other services; 

(d) fulfill all the preparatory requirements at an appropriate level of 

performance; 

(e) dress appropriately according to the type of off-site activity; 

(f) participate in a responsible and cooperative manner during the 

trip; 

(g) respect the rights of others; 

(h) carry out all follow-up procedures in an appropriate manner. 

(2) A student may not participate in an off-site activity unless the student is 

enrolled in a sponsoring or participating school, and is at the outset, part 

of the class or group taking part in the off-site activity. 


July 2006 


Page 13 of 17

Volunteers 19(1) Volunteers on an off-site activity 

Unacceptable 

activities 

(a) receive direction from and are accountable to the teacher-incharge; 

and 

(b) are required to comply with the requirements of Regulation 5003 

- Volunteers. 

(2) Volunteers who have been approved for an off-site activity must 

(a) complete the appropriate trip forms; 

(b) know the details of the off-site activity and their specific duties 

and authority prior to departure; and 

(c) comply with the requirement of Regulation 5003 - Volunteers. 

(3) Volunteers on an off-site activity must 

(a) support and follow the school code of conduct; 

(b) report any inappropriate conduct to the teacher-in-charge; 

(c) adhere to the schedule or itinerary; 

(d) dress appropriately according to the type of off-site activity; 

(e) fulfill their duties for the duration of the off-site activity, including 

evenings and weekends; 

(f) attend parent meetings and/or pre-trip meetings as required; and 

(g) be appropriately identified during the trip. 

PART 5 

ACTIVITIES 

20 The following off-site activities are not permitted: 

(a) off-site activities that require travel time that would be too long for 

the age of the students involved; 

(b) off-site activities that require inordinate expense or excessive 

absence from school; 


July 2006 


Page 14 of 17

Prohibited 

activities 

(c) off-site activities where safety measures have been deliberately 

removed; or 

(d) off-site activities that are prohibited activities. 

21 Active participation in the following activities is not permitted as a 

Calgary Board of Education off-site activity: 

(a) aerial gymnastics, 

(b) American gladiator style events, 

(c) auto racing, 

(d) bicycle motocross (BMX), 

(e) boxing or kick boxing, 

(f) bungee jumping, 

(g) caving (spelunking), 

(h) demolition derbies, 

(i) drag racing, 

(j) activities involving dunk tanks, 

(k) extreme sports, 

(l) fencing, 

(m) hang gliding, paragliding, parachuting, sky-diving, 

(n) horse jumping, 

(o) hot air balloon rides (tethered and untethered), 

(p) ice climbing, 

(q) mechanical bull riding or other mechanical rodeo events, 

(r) motorcycling of any nature, 

(s) operation and racing of motorized watercraft, 


July 2006 


Page 15 of 17

Restricted 

activities 

(t) mountain scrambling and technical mountaineering, 

(u) paintball, laser tag games or war games, 

(v) activities using firearms, including winter biathlon, 

(w) rodeos, 

(x) tobogganing, tubing, crazy carpeting, bobsledding and sledding, 

(y) trampolining, 

and 

(aa) any other activities identified in the Off-Site Activities Procedures 

Manual. 

22 Other activities such as off-site activities in remote or wilderness areas, 

water activities, swimming, and skiing, are permitted, as long as they 

meet the conditions and requirements in the Off-Site Activities 

Procedures Manual. 

Review date 23 In order to assess the effectiveness of this regulation, it must be 

reviewed by July 1, 2008. 

Approved: April 10, 2003 

Effective date: July 1, 2004 

1 st Amendment: August 1, 2003 

2 nd Amendment: May 18, 2004 

3 rd Amendment: May 19, 2005 

4 th Amendment: July 1, 2006 


July 2006 


Page 16 of 17

References 

Legal References: • School Act, R.S.A. 2000, c. S-3, sections 12, 18, 20, 45(8) 

Board of Trustees 

References: 

Administrative 

Regulation 

References: 

• E-2: Educational Ends 

• EL-1: General Executive Constraint 

• EL-2: Treatment of People 

• 5003 - Volunteers 

• 6001 - School Discipline 

• 6001.8 - Alcohol and Drugs 

• 6002 - Health Services to Students 

• 6003 - Severe Allergies 

Other References: • Calgary Board of Education Off-Site Activities Procedures Manual 

• Setting the Stage for Safety: Safety Guidelines for the Performing 

Arts 

• Secondary Sciences and Laboratory Safety Guidelines 

• Safety Guidelines for Physical Activity in Alberta Schools 

• Safety Guidelines for Secondary Inter-School Athletics in Alberta 


July 2006 


Page 17 of 17

CALGARY BOARD OF EDUCATION Administrative Regulation 3027 ...

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?