Off-Site Experiential Learning Trip s A review for planning your off-site trips

Off-Site trip planning can feel very daunting! Some help to hopefully make trip planning a little easier

Two Categories of Field Trips Simple Complex (includes out of territory) A simple fieldtrip is: A low risk activity A controlled environment Completed in one day or less Occurs within 1 hour from a medical facility Examples: Community centers, theaters, museums, Canada Games Center, sports tournaments A Complex fieldtrip requires only ONE criteria below: Higher risk activity (specific risks need to be mitigated) Overnight Trip occurs on water Temperatures could fall below -30 (including wind chill) Occurs over one hour from a medical facility (even if it is a controlled environment Trip take place outside the territory Examples: Camping, canoeing, cycling, skiing, farm visits, out of territory travel

What is a HIGH RISK ACTIVITY? A high risk activity is when there is at least one risk that can be identified and needs to be managed with specific mitigation strategies.

Deadlines Simple Trip – Should be in handed into your office one week before trip takes place. Complex Trip – Should be submitted to Yukon Education at least 2 weeks before trip takes place. Complex Out of Territory – Should be submitted to Yukon Education at least 4 weeks before trip takes place

And Reasons Why Simple Trip – Principal’s Signature Complex Trip – Reviewed by OSRC, Principal and Superintendent's signatures Complex Out of Territory/Country – Reviewed by OSRC, Principal, Superintendent Assistant Deputy Minister and Deputy Minister’s signatures

Incomplete Packages We often receive incomplete packages, packages with the checklist done, but forms not included or with no checks on the checklist at all. We often cannot review a package until we receive everything that is suppose to be in the package. This greatly slows down the process of getting a trip approved and could result in trips being cancelled.

What documentation you should include Simple Simple trip consent First aid certification List of participants IF NEEDED: Volunteer Form Use of Private Vehicle Form (include photocopy of drivers license and vehicle registration)

Complex Complex Trip Consent (with itinerary) List of participants Medical Form (blank) Equipment and gear list Detailed risk analysis Contingency plan First aid certification IF NEEDED: Volunteer Form Use of Private Vehicle Form (include photocopy of drivers license and vehicle registration) Overnight Accommodations Appendix for activity Billeting Firearm standards (including proof of PAL)

Complex Out of Territory / Country Out of Territory Pre-Approval Form (Form #26) – This should be done before any fundraising or trip planning is complete Complex Trip Consent with a detailed trip itinerary Additional letter to parents (optional) List of participants (including volunteers/chaperones) Overnight accommodations Medical form (blank) Proof of travel/medical insurance Detailed risk analysis Contingency plan First aid certifications YTA/YTG leave form WCB out of territory/country extended coverage IF NEEDED: Appendix for activity Volunteer form Billeting Form

Activity Standards Camping Standards Risks that should be mitigated - NEW Indoor Climbing and Bouldering Standards - NEW Outdoor Cooking Standards Hiking and Backpacking Standards Canoeing Standards - UPDATED Kayaking Standards Cycling Standards Lift Area Skiing and Snowboarding Standards Snowmobile Standards Firearm Standards –UPDATED Bison Hunting Standards – NEW Emergency Plan and Search Standards

Risk Analysis

What is Risk? Risk is the potential that a known or unknown hazard may actually happen. Calculating risk is a product of multiplying the likelihood of a hazard occurring by the consequence of it actually happening. This equation illustrates how risk is measured: Likelihood x Consequence = Size of Risk Likelihood and consequence are rated on a 1-4 scale. One being the lowest and four the highest.

4 Steps to Risk Management Identify Risks (reasonable risk) Assess with learning outcomes Manage Review Repeat

How to Manage Risk Avoid it Mitigate it – Safety equipment, set limits Manage it – Train staff, use industry standards (activity standards)

Liability We need to follow our policies – to often trips come in that contradict our policies leaving us open to legal action if something does go wrong. First Aid and other certificates are often not with packages and often do not align with policies. Do not stray from your itinerary, this is often where accidents happen and law suits are lost (examples). We will eventually have an accident, when we do we need to make sure all our ducks are in order.

First Aid For Complex Trips, drawing from available staff and adult volunteers, at least one leader per group must have a valid First Aid Certificate (minimum 16 hour course) For Complex Trips that take place more than 60 minutes surface travel from a hospital or medical station, at least one leader must have a valid Wilderness Advanced First Aid (WAFA), or Canadian Ski Patrol System Training (minimum 40 hour course in all cases).

Travel To and From Communities. Community to community travel is now a simple field trip as long as it is a day trip. Any overnight trips are still complex. For any highway travel 16 hour standard first aid is mandatory. Any activities including overnight stays taking place on route where you will be 60 minutes away from medical facilities you will need the 40 hour first aid.

Out-of-Territory Travel As soon as you plan a trip that leaves the territory an initial out of territory (form 26) must first be filled out and approved before the actual application is handed in. This includes trips to White and Haines Pass. Out of Territory insurance needs to be considered. Otherwise the school may end up with an expensive bill. (Skagway example)

Any Questions? We are supported as long as there were reasonable risks (that were managed) and were disclosed to parents. We are here to help jesse.jewell@gov.yk.ca – 332-0487 george.bahm@gov.yk.ca – 332-7005 Field trip forms can be found at jjewell.yukonschools.ca

Name The Following Category for the Following Fieldtrip A Whitehorse school is going on a day trip to the Wildlife Preserve A class is going off-site to learn how to butcher a moose and cook some of it over an open fire A school is going berry picking in the fall 35 minutes from town. They are securing the area by bringing bear spray and bear bangers A class is going paintballing at a paintball facility A school is going to a late night theatrical performance A school is going on a daytrip to Skagway Alaska Pick one of the complex trips and think of some risks and ways to mitigate these risks.

What forms are needed for a? 3 day hiking trip Trip to Europe Day of canoeing on Chadburn Lake Visit to the CGC Camping trip to Kusawa Lake

SIMPLE Appendix/Form #2 Simple Trip Consent Appendix/Form #7 Volunteer Registration Appendix/Form #8 Use of Private Vehicle Participating Student List attached First Aid and/or other certifications required? See Off-Site Policy and attach copies COMPLEX Appendix/Form #3 Complex Trip Consent Appendix/Form #4 Risk analysis Appendix/Form #5 Medical - signed and completed by a Parent/Guardian Appendix/Form #6 Contingency Plan Appendix/Form #7 Volunteer Registration Form Appendix/Form #8 Use of Private Vehicles for Transporting Students Appendix/Form #9 Billeting Roles and Responsibilities Appendix/Form #10 Firearms Safety Standards Equipment List Participating Student List Camping? Canoeing? Kayaking? Hiking? Cycling? Cooking? Skiing & Snowboarding? OUT OR TERRITORY Appendix/Form #3 Complex Trip Consent Appendix/Form #4 Risk analysis Appendix/Form #5 Medical - signed and completed by a Parent/Guardian Appendix/Form #6 Contingency Plan Appendix/Form #7 Volunteer Appendix/Form #8 Use of Private Vehicles Appendix/Form #9 Billeting Roles and Responsibilities Appendix/Form #10 Firearms Safety Standards Appendix/Form #26 Initial Out-of-Territory Trip Authorization Equipment List Participating Student List Camping? Canoeing? Kayaking? Hiking? Cycling? Cooking? Skiing & Snowboarding? Students should have travel/medical insurance Application for extended coverage outside of Yukon for staff members. WCB Form.