312: Off-Site Activities - Out of Province and International Trips
Responsible Administrator: Deputy Superintendent, Education Services
PURPOSE
Student learning can be enhanced through student travel. Off-site activities enable students to participate in quality educational experiences that are at the heart of the educational process and connected to the Guide to Education, Programs of Study, curriculum and learning outcomes.
Sturgeon Public Schools will not compromise the safety and security of staff and students. Therefore, all decisions related to out of province and international trips will be based on a safety and security-first criteria.
PROCESS
The Superintendent or designate will be responsible for the process involving approval of off-site activities.
The Superintendent may cancel or interrupt any approved off-site activity at any time up to the point of return from that activity where the Superintendent considers the safety and well-being of students and supervisors to be at unusual risk, real or potential, due to emergent circumstances.
DEFINITIONS
Overnight - High Risk: Learning experiences outside Alberta involving overnight stays and high-risk activities (e.g. canoeing, skiing).
Principal and Superintendent or designate approval is required.
National Trips - High Risk: Pre-authorization by the Superintendent or designate is required prior to planning or parent/student communication. Submit a written proposal a minimum of 6 months in advance. National trips may be considered for grades 7 - 12.
Principal and Superintendent or designate approval is required.
International Trips - High Risk: Pre-authorization by the Superintendent or designate is required prior to planning or parent/student communication. Submit a written proposal a minimum of 6 months in advance. International trips are limited to grades 10 - 12.
Principal and Superintendent approval is required.
Consideration for national and international trips is based on student readiness, alignment to curriculum outcomes, and appropriate supervision.
APPROVAL PROCESS
1. Pre-authorization:
1.1 Pre-authorization must be obtained from the Superintendent or designate before any planning or communication.
2. Proposal Submission:
2.1 A written proposal must be submitted to the Superintendent or designate six months prior to any planned national or international trip.
2.2 The proposal must include detailed learning objectives, risk assessments, budget, and comprehensive itinerary.
3. Approval:
3.1 The Superintendent may modify or cancel any approved national or international trip due to any planned national or international trip due to emergent safety or security concerns.
3.2 No communication with parents/guardians or students shall occur until the trip has received administrative approval.
3.3 Trips must not exceed five school days.
SUPERVISION AND PLANNING
4. Teacher-in-Charge:
4.1 Each trip mush have a designated teacher-in-charge, responsible for all planning, supervision, and emergency procedures.
5. Adult-to-Student Ratios:
5.1 For out-of-province and international trips, the minimum recommended ratio is 1 adult per 8 students, with co-ed supervision required when both genders are participating.
5.2 A minimum of two adult supervisors is required for all trips. Co-ed supervision must reflect the gender makeup of students participating.
6. Safety and Insurance:
6.1 Trip organizers must ensure adequate insurance coverage, including travel accident insurance for international trips.
6.2 Schools must check for Canadian Consulate travel advisories both during planning and just prior to departure.
7. Risk Management:
7.1 Teachers must ensure that all safety protocols and risk assessments are in place, including first aid, emergency communication plans, and staff preparedness for any unexpected events. They are also required to carry emergency contact information.
7.2 To protect the privacy of individuals, the teacher shall ensure that information is kept secure at all times as per Administrative Procedure 300: Security of Personal and Division Information.
7.3 Site assessments and a review of regional safety conditions must be completed and documented before travel.
8. Supervisory Staff:
8.1 Supervisors must be Division employees, and their expenses may be covered through collected trip fees.
8.2 Volunteers must comply with the requirements of Administrative Procedure 315: Volunteers.
8.3 Overnight trips require volunteer parent/guardian supervisors to provide a current (within the last three years) clean criminal record check and a vulnerable sector check. In consultation with the Superintendent or designate, unclean record checks will be reviewed.
8.4 To ensure appropriate student behaviour and safety, the Principal is responsible for adhering adequate supervision for different activities as outlined in the "Safety Guidelines for Physical Activity in Alberta Schools".
8.5 The teacher-in-charge is responsible for ensuring that student behaviour is managed consistently with the Division's expectations, including adherence to the school code of conduct during all off-site activities
8.6 Employees are always expected to comply with the Division's Administrative Procedure 713: Alcohol and Substances in the Workplace while on off-site activities.
8.7 All supervisors must be familiar with the itinerary, expectations, and emergency response procedures.
8.8 Non-supervisory adults are not permitted to accompany national or international trips.
9. Student Behaviour Expectations:
9.1 Students participating in off-site activities are expected to follow the school's code of conduct and demonstrate respectful, responsible behaviour at all times. Teachers and supervisors must ensure students understand the expectations in advance, and any breaches of conduct will be addressed in accordance with school and Division policies.
PARENT/GUARDIAN CONSENT
10. Parent/Guardian consent is mandatory, with details about the trip's itinerary and risk factors provided in writing.
11. For international trips, follow the Government of Canada's Consent Letter guidelines for minors.
12. For activities classified as high-risk (e.g. skiing, canoeing), the specific risks must be clearly outlined in the Off-Site Activity Permission Form for parent/guardian review. These risks must also be detailed in the application submitted for Principal approval.
12.1 Each trip mush have a designated teacher-in-charge, responsible for all planning, supervision, and emergency procedures.
EMERGENCY PROCEDURES
13. Supervisors must have access to reliable communication devices and a clear emergency action plan in place.
14. Supervisors must carry or be able to access First-aid kits and emergency contact information for all students.
15. In case of a serious injury, ambulance call-out, or hospital visit during a trip:
15.1 The supervising teacher must immediately notify the Principal and the Superintendent or designate.
15.2 A Student Injury Report must be completed and submitted within 48 hours of the incident or as soon as possible upon return.
16. To protect the privacy of individuals, the teacher shall ensure the information is kept secure at all time as per Administrative Procedure 300: Security of Personal and Division Information.
PROHIBITED ACTIVITIES
17. The Division, as a member of the Alberta Risk Managed Insurance Consortium (ARMIC), follows the SPHEReS Guidelines.
18. Prohibited activities are those not permitted by Sturgeon Public Schools due to unacceptable levels of risk. These activities are outlined in Appendix A - Prohibited Activities. Schools must not participate in any prohibited activity unless it is delivered by a certified third-party vendor that carries appropriate insurance and qualifications.
References:
Board Policy 810: Off-Site Activities
Administrative Procedure 300: Security of Personal and Division Information
Administrative Procedure 310: Off-Site Activities - Day Trips and In Province
Administrative Procedure 315: Volunteers
Administrative Procedure 713: Alcohol and Substances in the Workplace
Appendix A - Prohibited Activities
Canadian Consulate Travel Advisory Website
Consent Letters for International Travel (Government of Canada)
Safety Guidelines for Physical Activity in Alberta Schools
Off-Site Activity Permission Form
History
2025 April 23 Initial Approval
Administrative Procedures III. General School Administration