Vanier College encourages student trips that offer educational opportunities aligned with the Academic Success Plan, and course objectives. At the same time, the College must ensure that all trips are undertaken with the highest standards of safety. Consequently, we are asking you to respect the following guidelines which have been established to support you and your students.

    1. Complete the Proposal and confirm approval with your Coordinator and Dean. Your Dean will send you a copy of the signed form for your files.
    2. Check the trip location.
      • Call location to confirm opening hours, activities, group rates and requirements, and travel directions.
      • Reserve activity and transportation, if necessary. If you require a bus, go through Purchasing (Fiorella De Luca Calce, ext. 7518) to obtain an estimate so that the Dean can approve the expense and provide a budget code.
    3. Consent and Waiver
      • Give the Consent and Waiver Form to the students well in advance to make sure the form and medical information can be handed in on time. Students who are under 18 cannot go on a trip without a Consent and Waiver Form signed by a parent or guardian.
      • You should take the Consent and Waiver Form with the contact info on the trip.
      • You may decide on your own rules for student behaviour for your trip.
    4. The Rules for Student Behaviour lists suggestions. Please adapt the list as needed for your particular trip.
    5. Medical Concerns
      • Please get a small day trip first aid kit from John Atkins, the College nurse. It is preferable to have the First Aid kit carried by a staff member or student who has up-to-date certification in first aid.
      • Please discuss any concerns about medical information on the waiver forms with John Atkins.
    6. Student Itinerary
      The Trip Leader should fill out the Student Itinerary and distribute it to the students to carry during the trip. This form contains:

      • the phone number and address of the trip location.
      • meeting spots and times.
      • the leader’s and staff names and cellphone numbers.

      NOTE: You may adapt this form to serve your particular needs.

    7. Finances for the procedures to follow here.
    8. Student List
      All trip leaders should have a student list of all participants and cell phone numbers, if available. Use this list to confirm who has checked in. A copy of the list should also be left with the Faculty Dean.If individual staff members are with a smaller group of students on a bus or in an event, that staff member should note the number and names of who he or she is responsible for and make sure all students are accounted for before leaving a meeting spot.
    9. During the trip, students should have carry:
      • medicare cards and other identification.
      • emergency money.
      • their charged cellphones (if available).
      • the trip itinerary (with the phone number and address of the trip stop(s) and the leader(s)’ cellphone numbers.)
      • any medication necessary to treat known chronic or serious medical conditions.

Please take note:

Q: Can children or friends of teachers or staff participate in a trip?
A: Unfortunately not. Only Vanier students may go on Vanier trips.

Q: Can outsiders to Vanier be included if they are working on a service or other kind of contract on the trip?
A: Yes, they can as long as they are Vanier employees on the trip.

Q: For an evening event, for example, an outing to the theatre, is the protocol required?
A: These protocol are required if the event is a requirement of the course but not if it is only a suggested event.

Q: What does a teacher do with the Consent and Waiver forms after a trip?
A: Because the forms contain confidential information, please shred them.

Q: Can all trips for a semester be included on one trip proposal form and one consent form?
A: Yes. Simply add an attachment if the present forms can’t accommodate all the information.

Q: Does the trip protocol extend to students at the field station?
A: No, because the field station is considered part of Vanier.

Q: Does a teacher have to accompany the students of his/her class on a bus that has been rented to take these students to a trip location?
A: Yes, this is the teacher’s responsibility.

Please read the Policy on Student Trips.

revised February, 2012

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