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

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

3. 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

4. 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.

5. 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

6. 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

7. 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.

8. 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)

9. 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)

10. 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

11. 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

12. Risk Analysis

13. 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.

15. 4 Steps to Risk Management
Identify Risks (reasonable risk)
Assess with learning outcomes
Manage
Review
Repeat

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

17. 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.

18. 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).

19. 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.

20. 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)

21. 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 – –
Field trip forms can be found at jjewell.yukonschools.ca

23. 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.

24. 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

25. 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.