FIELD TRIPS

Background

The District recognizes that meaningful learning extends beyond the classroom and that well-planned field trips provide valuable opportunities for students to engage in experiential learning that supports their academic, social, emotional, and physical development. Whether curricular or extracurricular, field trips enrich the educational experience by fostering active participation, supporting diverse learning styles, and strengthening real-world connections. In alignment with the Ministry of Education and Child Care’s Core and Social Competencies, the First Peoples Principles of Learning (which emphasize holistic, experiential, and relational learning), and the District’s commitment to inclusion and student well-being, all field trips must be thoughtfully selected, planned, and implemented with a clear educational purpose, appropriate supervision, and a strong emphasis on safety and risk management. The level of risk associated with the activities involved will guide planning, approval, and supervision requirements to ensure that all experiences are safe, inclusive, and educationally sound.

Definitions

A “field trip” is any school-sponsored activity which occurs off school grounds for any period of time beyond the usual activities of a curricular class.

“Supervisor” means an employee who exercises District authority according to District policies and procedures for a specific activity within the context of this administrative procedure. The Principal will approve the supervisor(s) for each activity.

“Chaperone” is a parent/guardian or other adult who is volunteering their time on a field trip.

“Principal” refers to Principal of the school or designate (i.e. Vice Principal).

“Curricular or extra-curricular events/programs” means a course of study or activity that is provided, organized, supervised or sponsored by a school authority.

Procedures

1. Expectations
   1. All students and supervisors participating in a field trip are expected to comply with all Administrative Procedures and Codes of Conduct for the full duration of the trip. This includes the prohibition of tobacco products, electronic nicotine delivery systems, alcohol, or non-prescription drugs.
   2. Some field trips may extend beyond a single instructional day, occur outside of regular working hours, or begin and/or end on days other than instructional days.
   3. As a general guideline, schools must not distribute electronic or physical advertising by for-profit businesses to students or families. When external organizations (e.g., Rotary or travel companies) offer activities that are organized and supervised solely by their organization, the Assistant Superintendent will determine whether information about the opportunity may be shared with families. If advertising approval is granted, families must be clearly informed that the activity is not a school-sponsored field trip and that the external organizer is not required to follow Board Policy or District Administrative Procedures. The District assumes no responsibility or liability for such trips. If the Assistant Superintendent approves the advertising, it must clearly state the trip is not sponsored by the District.

2. Planning

   The following guidelines are to be observed when planning ALL field trips:

   1. Student safety, security, supervision, and well-being are the highest priorities. Planning must identify potential risks and include measures to address them, while ensuring all students can participate. Staff should use the SD63 Inclusive Field Trip Planning Tool found on the employee portal to support inclusive planning for all students.
   2. Field trips may involve activities with varying levels of risk; therefore, safety must be a primary consideration in the planning and implementation of all field trips.

   3. All activities must be classified on the risk continuum as either low-risk or high-risk.

      Risk Continuum:

      Low-Risk	High-Risk
      Walking Field Trip	Wilderness of Outdoor Education Trips
      Public Performances	Camping
      Museum Tours	Ski/Snowboarding
      Skating Bicycling	Horseback Riding
      Climbing Activity at Stelly’s*	Climbing Activity NOT at Stelly’s
      Swimming at Panorama or Commonwealth Recreation Centre for students in Grades 6-12*	Swimming lessons for students in Kindergarten and Grade 1, and Swimming Pool activities for students in Grades 2-5
      Trips by the water but not entering the water	Water-based activities (i.e. kayaking, swimming, rowing, sailing, whale watching, surfing, harbour cruise)**

      * Risks have been mitigated through the high standards of safety maintained by organizations that are well known to the district and recognized for their established safety practices.

      **Travel on BC Ferries is not considered a high-risk activity due to the safety regulations of BC Ferries.

   4. Students in Kindergarten and Grade 1 shall not participate in swimming activities, except in the case of authorized swimming lessons approved by the Principal and Assistant Superintendent.
   5. For all high-risk activities, a first aid kit must be readily available, and personnel trained in first aid must be available to respond to emergencies.
   6. A pre-trip family and student information meeting is mandatory for out-of- province (including international), and multi-day outdoor education and wilderness activity field trips.
   7. A copy of each student’s completed out-of-province/multi-day Medical/Emergency Contact Information Form must be kept at the school office and with the supervisor.
   8. For out-of-province and multi-day trips, a chain of emergency notification must be in place that includes the Principal, Assistant Superintendent, and parents/guardians.
   9. For curricular field trips, planning must include appropriate instructional provisions for students not participating, as well as for the classes of additional teachers who may be accompanying the trip.
3. Out of Province/International Field Trips
   1. Out of province field trips will be considered for students in grades 6-12. International field trips will be considered for students in grades 9-12.
   2. All student groups participating in international travel and arranging the travel through a third-party provider shall have their travel organized through a District-approved tour company. The District’s approved travel companies are EF Educational Tours (Canada) and WorldStrides Canada Inc., (Explorica). The District has reviewed the safety protocols, risk management procedures, and insurance coverage maintained by these organizations.
   3. Preliminary approval must be received from the Assistant Superintendent prior to students’ first deposit payment.
   4. Mandatory medical insurance coverage must be verified for all participants on international field trips. In addition, each student must submit the signed Medical/Emergency Contact Information Form permitting medical treatment by a licensed physician in the destination country. The District and supervisor(s) are not liable for medical costs not covered by the BC medical plan.
   5. Approval of international trips are contingent on the destination being deemed safe for travel by the Government of Canada and its Travel Advice and Advisories. If a trip is approved and a subsequent advisory does not advise traveling to that country, the Assistant Superintendent’s approval will be withdrawn. Any non-refundable deposits will be the responsibility of the parent/guardian and/or student.
4. Outdoor Education and Wilderness Field Trips
   1. Outdoor Education and Wilderness trips involve unique student safety considerations. An Outdoor Education and Wilderness Safety Checklist, found in the district’s Outdoor Education and Wilderness Staff Guide, must be completed for all such trips.
   2. Field trips in wilderness settings, where access to emergency services may be limited, require prior approval from the Assistant Superintendent.
5. Supervision
   1. Principals must ensure that appropriately qualified supervisors and approved chaperones are selected.
      1. All district employees and chaperones must be approved by the Principal.
      2. To ensure appropriate student supervision, employees on an approved medical leave of absence from the District are not eligible to act as supervisors on multi‑day field trips.
      3. All chaperones who may have unsupervised access to children during a field trip must have completed a Criminal Record Check through the Ministry of Justice prior to their final approval. The results must confirm: “No criminal record was found for the purpose of working with children.”
   2. The supervisor of a field trip is responsible for planning appropriate student supervision and care in accordance with this Administrative Procedure. Determining appropriate supervision considers:
      1. The age and maturity of the students;
      2. Any inherent risks associated with the activity; and,
      3. The specific circumstances of the activity.
   3. Guidelines for Supervision
      1. For any overnight trip, a minimum of two (2) adults must accompany the field trip with one of those adults being an employee. For co-educational overnight trips, a male and female adult are to be part of the supervising contingent. In all cases, supervisors must be approved by the Principal.

      2. The following minimum supervision ratios apply:

         Level	Ratio for Day Trips	Ratio for Overnight Trips
         Grades K-5	2 adults per class	1 adult: 4 students
         Grades 6-8	1 adult per class	1 adult: 8 students
         Grades 9-12	1 adult per class	1 adult: 15 students
         Outdoor Education and Wilderness Education	Does not involve water: 1 adult: 30 students Involves water: 1 adult: 15 students	Minimum 3 adults 1 adult: 8 students

   4. Water-Based Activities:
      1. Swimming pool activities must occur at facilities that meet the supervision requirements of the BC Pool Regulation and the Lifesaving Society of Canada. The pool operator is responsible for determining the appropriate number of certified lifeguards on duty.
      2. Certified lifeguards must be present for all activities where students will be in the water.
      3. Students in Grades K–5 must wear personal flotation devices (PFDs) when swimming in lakes or open waters.

      4. The following supervision ratios apply for water-based activities in lakes and open waters (i.e. ocean):
          

         Level	Ratio of Adults to Students
         Grades K-5	1 adult: 4 students
         Grades 6-8	1 adult: 6 students
         Grades 9-12	1 adult: 8 students

6. Cost of Field Trips
   1. Field trip expenses must be kept to a minimum, and planning must demonstrate reasonable and equitable costs to families.
   2. Field trips will not be subsidized with additional School District funding.
   3. As per Administrative Procedure 506 - Financial Hardship, no student shall be denied participation in a curricular field trip due to financial hardship.
   4. Before a field trip occurs, the Principal and supervisor(s) must agree on reimbursement of any expenses incurred.
   5. Principals may use coverage to either supervise a field trip or allow a teacher to participate. In either case, the cost of one or more TTOCs associated with the trip may be included in the overall field trip expenses.
   6. All revenues and expenditures related to the field trip must be documented in a budget statement.
7. Fundraising
   1. Efforts to minimize costs to families must be evident in all field trip planning. Any fundraising activities and related expectations must be approved by the Principal, communicated clearly to students and parents/guardians, and agreed upon at the outset of planning.
   2. Fundraising activities must not interfere with classroom curricular learning activities.
   3. The school/supervisor(s) shall make every effort to give families/students sufficient time to fundraise.
   4. Individuals responsible for fundraising must follow Administrative Procedure 520 -Fundraising in Schools.
8. Informed Consent
   1. Signed, informed consent from a parent/guardian is required for all student participation in field trips. Parents/guardians must receive a full, written description of the field trip, including:
      1. Curricular or extra-curricular purpose of the trip;
      2. Transportation and accommodation arrangements;
      3. Names of all adults acting as supervisors and chaperones;
      4. Overall supervision and specific times when students may not be directly supervised;
      5. Safety rules and regulations;
      6. Nature of trip and potential risks or consequences of injury;
      7. First aid provisions;
      8. Detailed outline of all costs included, and excluded, as well as trip cancellation policies and deposit requirements, as provided by the District-approved tour companies, EF Educational Tours (Canada) and WorldStrides Canada Inc., (Explorica); and,
      9. Recognition that English is a second language in some homes. When required, a written informed consent form is to include the Saanich School District translation notice: “Important information. Please have this translated.”.
   2. An Informed Consent form must state that the parent/guardian has been informed of the inherent risk and potential consequences of injury associated with the activity and accepts responsibility for those risks should they choose to allow their student to participate.
   3. The Principal may approve a single permission form as written informed consent of parents/guardians for repetitive or scheduled activities, such as interscholastic games, walking field trips, or activities linked to a specific course.
   4. Supervisor(s) and school office must have a student roster, including home and emergency contact numbers, as well as any medical forms for participating students.
   5. In exceptional circumstances, the Principal may accept informed consent from the parent/guardian via email or other written communication for low-risk, one-day field trips.
   6. Secondary students participating in high-risk activities may, at the discretion of the supervisor and/or Principal, be required to complete a “Student Awareness of Risk and Responsibility Form”.
9. Approval Process
   1. All field trip applications must include a preliminary:
      1. approval within timelines outlined below;
      2. Parent/Guardian Informed Consent Form;
      3. expected student roster; and,
      4. record of all revenues and expenses.
   2. All Field Trip Application Forms must be submitted to the Principal. By signing the field trip form, the supervisor confirms that they have:
      1. Completed all required forms;
      2. Considered key factors, including curricular relevance, safety, cost, distance, and accessibility for all students; and,
      3. Ensured compliance with this Administrative Procedure.
   3. The Principal will review every field trip application to ensure compliance with this Administrative Procedure.
   4. Field trips requiring the Assistant Superintendent approval must first receive preliminary approval from the Principal before the application is submitted to the Assistant Superintendent.
   5. Each field trip proposal will be considered for approval in accordance with the following categories:
      1. Approval by the Principal:
         - One day, low risk field trip, including Low Risk Competition / Sport Season of Play
      2. Approval by the Assistant Superintendent:
         - One day, high risk field trip, including High risk Competition / Sport season of play field trip (i.e. rowing/sailing)
         - Muti day field trip - low or high risk
         - Out-of-province/International field trip
10. Timelines

    1. Field trip forms must be received in accordance with the following timelines:

       Form	Preliminary Approval and Date	Final Approval and Date	Final Authorization Communication
       One day low risk		By Principal, 2 weeks in advance	Approval email sent to supervisor(s)
       Low risk season of sport		By Principal, 2 weeks in advance	Approval email sent to supervisor(s)
       One day high risk	By Assistant Superintendent, 30 days in advance	By Assistant Superintendent, 2 weeks in advance	Approval email sent to supervisor(s) and Principal
       Multi-day (low and high risk)	By Assistant Superintendent, 30 days in advance	By Assistant Superintendent, 2 weeks in advance	Approval email sent to supervisor(s) and Principal
       Out-of-Province	By Assistant Superintendent, 30 days in advance	By Assistant Superintendent, 6 weeks in advance	Approval email sent to supervisor(s) and Principal

       *When working with the District-approved travel companies for out-of-province travel, extended lead times may be required to secure transportation and accommodations.

    2. Exceptions to the approval timelines may be made for unique or earned opportunities. For example, a team qualifying for a tournament based on prior results may require adjusted field trip approval timelines.
11. Transportation
    1. Student safety and well-being are the primary considerations for all field trips. Supervisor(s) are responsible for obtaining written consent from a parent/guardian of each student being transported, prior to the trip.
    2. All requirements, approvals, documentation, and eligibility criteria for volunteer drivers are governed exclusively by Administrative Procedure 564: Volunteer Drivers.
    3. District and Chartered Buses/Rental Vehicles:
       1. Any vehicle transporting five (5) or more passengers including the driver is considered a passenger van and must comply with Administrative Procedure 562: Field Trip/Extracurricular Travel and Administrative Procedure 564: Volunteer Drivers.
       2. Commercial and charter buses and/or rental vehicles must be booked through the Saanich School District’s Transportation Manager, who will ensure that the company and vehicles comply with all applicable District, provincial and federal regulations.
12. Insurance
    1. The District does not cover expenses for student injuries occurring on school grounds or during school activities. Families are encouraged to purchase private accident insurance voluntarily.
    2. Mandatory medical insurance coverage must be verified for all participants on international field trips. In addition, each student must submit the signed Medical/Emergency Contact Information Form permitting medical treatment by a licensed physician in the destination country. The District and supervisor(s) are not liable for medical costs not covered by the BC medical plan.
    3. All international field trips must have trip cancellation insurance in place before final approval. The insurance must permit the School District to cancel the trip without penalty.
    4. The District is not responsible for any losses resulting from the cancellation or alteration of any field trip itinerary.
    5. Insurance coverage for voluneer drivers and private vehicles is governed by Administrative Procedure 564 (Volunteer Drivers).

All field trip forms and sample letters are maintained on the Saanich School District’s employee portal.