310: Off-Site Activities - Day Trips and in Province Overnight
Responsible Administrator: Deputy Superintendent, Education Services
PURPOSE
Student learning can be enhanced through off-site activities. 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 off-site activities 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
Low-Risk Day Trips: Activities conducted off school grounds during the day, without transportation or overnight stay. Students walk to the location. Examples include walks to a community centre or park.
Moderate-to High-Risk Day Trips: These activities involve a higher level of physical exertion, specialized equipment, or transportation. Principal approval is required. Examples include swimming, hiking, skiing, canoeing, and snowboarding.
Overnight Trips: Any school-sanctioned trip that includes an overnight stay within Alberta. These must be approved by the Principal and Superintendent or designate. Proposals must be submitted to the Principal at least 30 days before the planned departure.
Extra-Curricular Season of Play: Competitive activities that occur during the school year and involve events at school, other schools, or public venues (e.g. volleyball, football, basketball). These may involve higher risk and require Principal approval.
SUPERVISION AND PLANNING
1. Teacher-in-Charge:
1.1 Each trip must have a designated teacher-in-charge, who is responsible for all planning, supervision, and emergency procedures.
2. Adult-to-Student Ratios:
2.1 For day trips, ensure appropriate ratios based on risk level and student needs.
2.2 Overnight trips require adequate co-ed supervision for mixed-gender student groups.
3. Safety and Itinerary:
3.1 Teachers must submit a trip plan that includes safety measures, medical needs, and an itinerary.
3.2 No major deviations from the approved itinerary are permitted without notification to parents/guardians.
3.3 To ensure appropriate student behaviour and safety, the Principal must ensure adequate supervision is in place based on the activity type and risk, as outlined in the "Safety Guidelines for Physical Activity in Alberta Schools".
3.4 Employees are always expected to comply with the Division's Administrative Procedure 713: Alcohol and Substances in the Workplace while on off-site activities.
3.5 Volunteers must comply with the requirements of Administrative Procedure 315: Volunteers.
3.6 Overnight trips require volunteer parent/guardian supervisors to provide a current (within the last three years) clean criminal record check. In consultation with the Superintendent or designate, unclean record checks will be reviewed.
4. Trip Planning and Eligibility:
4.1 Trip proposals must be submitted to the Principal at least:
4.1.1 10 school days prior to departure for day trips
4.1.2 30 school days prior to departure for overnight trips
4.2 Proposals must include:
4.2.1 A clear educational purpose aligned with curricular outcomes
4.2.2 A proposed student count and appropriate supervision ratios
4.2.3 An itinerary with estimated times and key locations
4.2.4 A budget plan that considers student accessibility
4.2.5 Identified medical needs and required safety measures
4.2.6 Details about transportation and emergency communication plans
4.3 Teachers should consult with colleagues to minimize the impact on student programming.
4.4 Day trips may be approved for students in all grades.
4.5 In-province overnight trips are typically limited to students in grades 4 - 12, with consideration given to student readiness, activity type, and available supervision.
4.6 No communication with parents/guardians or students should occur until the trip has received administrative approval.
5. Student Behaviour Expectations:
5.1 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.
6. Emergency Procedures:
6.1 Supervisors must have access to reliable communication devices and a clear emergency action plan in place.
6.2 Supervisors must carry or be able to access First-aid kits and emergency contact information for all students.
6.3 In the case of a serious injury, ambulance call-out, or hospital visit during a trip:
6.3.1 The supervising teacher must immediately notify the Principal and the Superintendent or designate.
6.3.2 A Student Injury Report Form must be completed and submitted within 48 hours to the incident or as soon as possible upon return.
6.4 To protect the privacy of individuals, the teacher shall ensure the information is kept secure at all times as per Administrative Procedure 300: Security of Personal and Division Information.
7. Parent/Guardian Consent:
7.1 For all off-site activities involving transportation, an Off-Site Activity Permission Form must be signed by a parent/guardian before the trip.
7.2 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.
7.3 For school activities that include multiple off-site sessions - such as swimming lessons, outdoor education, or league sports - a single parent/guardian consent is sufficient if a complete schedule and list of dates is provided in advance. Any changes to this schedule must be communicated in writing to parents/guardians with enough time to respond or ask questions.
7.4 A signed Off-Site Activities Annual Consent Form - Low Risk Activities is required for students to participate in low-risk walking trips within the school's neighbourhood. This form is typically completed by parents/guardians during student registration and is accessible through the Parent Portal.
8. Prohibited Activities:
8.1 The Division, as a member of the Alberta Risk Managed Insurance Consortium (ARMIC), follows the SPHEReS Guidelines.
8.2 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 312: Off-Site Activities - Out of Province and International Trips
Administrative Procedure 315: Volunteers
Administrative Procedure 713: Alcohol and Substances in the Workplace
Appendix A - Prohibited Activities
Safety Guidelines for Physical Activity in Alberta Schools
Off-Site Activity Permission Form
Off-Site Activities Annual Consent Form - Low Risk Activities
History
2025 April 23 Initial Approval
Administrative Procedures III. General School Administration