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
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.
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
September 21, 2016
August 23, 2021
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