Disclosure Letters
NOTE: The “essential” components of the disclosure letter are:
- The date and location of the trip
- The types (and duration) of outdoor activities to be carried out;
- The estimated cost of the trip
- An indication to parents that some risk is involved.
It is good public relations to indicate what means parents/guardians can use to contact the teacher organizing the trip. An open evening meeting is very effective.
It is recommended that the Division have a procedure which ensures or requires students to carry insurance for such trips. If such a procedure is in effect, it is to be referred to in this information letter and on the Parent Permission Form
Consent Form For Field Trips/Excursions (In & Out Of Province)
Form 260-6 is a consent form that is easily adaptable to any kind of field trip. Of particular importance is the “Description of Supervision”. It is intended that principals would accurately describe the details of supervisory arrangements so that parents are fully informed of what they may and may not expect when considering whether or not to allow their child to attend. Principals may wish to address the issue of transportation of the student in case of injury. The Division has a blanket policy that will reimburse parents’ cost of special transportation subject to the terms and conditions of the student accident insurance coverage during the time policy is in place.
Parent Consent
It is required that field trip planners hold a parent information meeting for all trips requiring Board approval. At these meetings planners are to:
- Share details of trips including risk analysis.
- Outline expectations for students, chaperons and staff.
- Explain consent and waiver forms.
- Witness signing of consent forms and student travel waivers.
Note: Approval for student travel must be given in person by parent, guardian, or independent student.
Prepared for USIC by: Aon Reed Stenhouse
Adopted: |
September 21, 2016 |
Amended: |
August 23, 2021 |
Reference: |
Section 1, 11, 31, 33, 52, 53, 196, 197, 222 Education Act Guide to Education ECS to Grade 12 Safety Guidelines for Physical Activity in Alberta Schools Safety Guidelines for Secondary Inter-School Athletics in Alberta Physical Education Safety Guidelines |
| Cross Reference | AP 260 Field Trips and Excursions AP 260 Appendix A Risk Classification AP 260 Appendix C Field Trip / Excursion, Waiver Forms Information Form 260-1 Field Trip Application Form Form 260-2 Educational Summary Form 260-3 Health Certification And Parents’/Guardians’ Waiver Form 260-4 Planning For A Field Trip – Checklist A Form 260-5 Principal’S Final Checklist For Out-Of-Town Travel Form 260-6 Sample Consent Form For Field Trips/Excursions (In & Out Of Province) Form 260-7 Sample Field Trip Letter To Parents/Guardians |