Field Trip Safety Policy

Updated October 29, 2026 MK

Flex Academy affirms the educational value of well-planned and well-supervised curricular and extracurricular field trips. The primary purpose of these trips should be to enhance the participants' educational experiences. These experiences enrich the curriculum and provide opportunities for young people to encounter the world around them in ways not provided for in a school setting. Such trips will supplement the school's curricular and extracurricular programs in the school.programs. Flex Academy field trips are placed into one of four levels, as described below.

1. Level One Field Trips

2. Level Two Field Trips

3. Level Three Field Trips

4. Level Four Field Trips

5. Travel Advisories

6. General Guidelines

Level One Field Trips

The General liability waiver completed by parents covers all Level One field trips. 

Level One Field Trips are classified as beinglasting one day or less in durationless, and the activities do not haveinvolve risk factors. Parents can expectexpect:

a

• A notice sent home that has date,detailed destination,communication. departureThis andwill arrivalinclude:

  times,
nature
and
• purpose

  Purpose

  of

• Cost

• Date, time, location

• Transportation requirements

• Safety/risk factors 

• Medical concerns, allergies

• Emergency contact information

• Other details, including volunteering information 

• If required, an additional liability form is required by the activity,vendor, transportatione.g., information,local financialswimming. arrangements

  and
volunteer sign­up (if any). Risk factors for this level are considered minimal.

Examples: farms, parks,parks (including Benlee Park), museums, concerts, supervised pools, etc. 

Level Two Field Trips­Trips­

The General liability waiver completed by parents covers all Level Two field trips. 

Level Two Field Trips are categorized as beingeither out of the city or overnight in duration.overnight. This category of excursion has minimal risk factors. Parents can expect athe following:

• A parent meeting, depending on the risk factors involved

• A notice sent home that has adetailed parentalcommunication. signatureThis forwill consent,include:

  date,
destination,
departure
• and

  Purpose

  arrival
times,
• nature

  Cost

  and
purpose
• of

  Date, time, location

• Transportation requirements

• Safety/risk factors 

• Medical concerns, allergies

• Emergency contact information

• Other details, including volunteering information

• If required, an additional liability form is required by the activity,vendor, transportatione.g., information,local financialswimming. arrangements,

  and
volunteer sign­up (if any). School Administration must sign off for this level of field trip.

Examples: overnight sports tournaments, overnight retreats, music tours, mission festivals, geography trips, drama trips, art trips, etc.

Level Three Field Trips

The General liability waiver completed by parents covers all Level three field trips. 

Additional field trips, e.g., skiing, rock climbing, rafting, will necessitate an additional liability form provided by the vendor host. 

Level Three Field Trips take place within the province of BC, may belast more than one day in duration,day, and are classified as having inherent risk factors. Therefore,Parents parents maycan expect athe following:

• A parent meetingmeeting, depending on the risk factors involved,involved

  can
expect
• a

  A notice sent home that has detailed communication. ItThis wouldwill includeinclude:

  a
parental
signature
• for

  Purpose

  consent,
date,
• destination,

  Cost

  departure
and
• arrival

  Date, times,time, naturelocation

  and
purpose
• of

  Transportation requirements

• Safety/risk factors 

• Medical concerns, allergies, vaccination requirements

• Emergency contact information

• Other details, including volunteering information

• If required, an additional liability form is required by the activity,vendor, transportatione.g., information,Kumsheen financialRafting. arrangements,

  and
volunteer sign­up (if any). The school administration must sign off for this level of field trip.

Examples: Vancouver/Victoria trips, rafting, downhill skiing and snowboarding, ice skating, road cycling, and mountain biking.

Level Four Field Trips

The General liability waiver completed by parents DOES NOT cover Level Four Fieldfield Tripstrips. this

Level 4 field trips each require a unique liability form. 

This level of field trip generally occurs outside of the province of British Columbia and is reviewed on a case by case-by-case basis by the administration and school committee. Parents willcan be informed ofexpect the internationalfollowing:

excursion

in
• writing

  A detailing parent/information suchmeeting as

  accommodations,
transportation,

• A notice sent home has detailed communication. This will include:

• Purpose

• Cost

• Date, time, location, itinerary

• Transportation requirements

• Safety/risk factors 

• Emergency contact information,information

  and
approximate
• itinerary. Meetings between administration, chaperones, and students will also take place prior to the trip. Administration and chaperones will then collect information needed for each student involved including medical

  Medical concerns, allergies, vaccinations,vaccination necessaryrequirements

  medications
as
• well

  Medical as any other medical requirements. Additionally, administration and chaperones will ensure that out-­of­-province/country medicalhealth coverage

• Other details, including volunteering information

• If required, an additional liability form is obtained.required by the vendor, e.g., Mexico. 

Flex Academy administration and adult volunteer chaperones will rely on the advice of Canada’Canada’s travel advice and advisories pages located at https://travel.gc.ca.

Travel Advisories

It is important to note that trips will not be approved to countries where an ““Avoid Non­Non­-Essential Travel”Travel” advisory exists. Prior to departure for trips, the current status of a destination must be checked. Approval for a trip will be withdrawn should an ““Avoid Non­Non­-Essential Travel”Travel” advisory exist. Additionally, should extreme weather exist or be predicted, approval can be withdrawn. 

When such circumstances arise, Flex Academy will only reimburse funds that can be recovered. All such trips must be approved by a designated member of the Flex Academy administrative team, the HCOS Administrationteam and at a minimum require a parental permission form which includes a declaration of potential risk.

Examples: SEALSMexico TravelGrade and11 Comparative Civilizations 12.trip.

General Field Trip Guidelines

School administration and personnel will make every effort to ensure that financial requirements do not exclude students from participation onin a field trip. Depending on the level of the field trip, students may be required to be an active and contributive member during fundraising events.

School standards of behaviorbehaviour and conduct will apply to all field trips. Parents of children who have been identified as safety risks or behavioralbehavioural concerns will be notified that there must be a parent or family member present for the activity.

When a bus is not available and parent drivers are relied on for transportation, drivers must provide a valid driver’driver’s license, current insurance with a minimum liability of $2,3,000,000 with supported documentation on file. Parents will need to give permission for this mode of transportation. Please refer to the parent drivers section in the school handbook.

Adult to student ratio is dependent on age and activity.

Please ensure that your emergency and medical contact information are up to date, as the teachers are required to bring medical information on each trip.

Level 1 - Local, Low-Risk Field Trip

(Includes visits to farms, parks, museums, concerts, supervised pools, etc.)

After making all the arrangements, please check to make sure you cover all the following items:

Pre-trip

• Inform school administration and office staff

• Book the bus if needed

• Document and go over safety and/or class management expectations
  

• Have a ride home planned for students who breech conduct expectations
  

• Arrange for enough supervisors/helpers

Inform parents

• date and destination of trip

• departure and return times

• teacher in charge and contact information

• nature and purpose of activity

• transportation information

• parent volunteer sign-up (if desired)

• financial arrangements (if any)
  

 During trip

• Bring emergency forms and pertinent medical information

• Bring an emergency first aid kit 

• Document and go over safety and/or class management expectations

Post-trip

• Follow-up accident reports

• Return emergency and first aid materials 

Level 2: Out-of-Town or Overnight Field Trip Checklist

Examples include overnight sports tournaments, overnight retreats, music tours, mission festivals, geography trips, drama trips, etc.

After making all the arrangements, please check to make sure you cover all the following items:

Pre-trip

• Inform principal and office

• Book the bus if needed

• Document and go over safety and/or class management expectations
  

• Have a ride home planned for students who breech conduct expectations
  

• Arrange for enough supervisors/helpers

Inform parents

• date and destination of trip

• departure and return times

• teacher in charge and contact information

• nature and purpose of activity

• transportation information

• detailed itinerary

• parent volunteer sign-up (if desired)

• financial arrangements (if any)

• volunteer sign-up (if any)

• risks (if any)

• date of parent meeting for medium to high-risk trips

• parental signature for acknowledgement

 During trip

• Bring emergency forms and pertinent medical information

• Bring an emergency first aid kit 

• Document and go over safety and/or class management expectations

Post-trip

• Follow-up accident reports

• Return emergency and first aid materials

Level 3: Inherent Risk Field Trip Checklist

Examples includes downhill skiing/snowboarding, ice skating, road cycling, mountain biking, etc. 

After making all the arrangements, please check to make sure you cover all the following items:

Pre-trip

• Inform principal and office

• Book the bus if needed

• Document and go over safety and/or class management expectations
  

• Have a ride home planned for students who breech conduct expectations
  

• Arrange for enough supervisors/helpers

Inform parents

• date and destination of trip

• departure and return times

• teacher in charge and contact information

• nature and purpose of activity

• transportation information

• detailed itinerary

• parent volunteer sign-up (if desired)

• financial arrangements (if any)

• volunteer sign-up (if any)

• risks (if any)

• date of parent meeting for medium to high risk trips

• parental signature for acknowledgement

During trip

• Bring emergency forms and pertinent medical information

• Bring emergency first aid kit

• Document and go over safety and/or class management expectations

Post-trip

• Follow-up accident reports

• Return emergency and first aid materials

Level 4: Out-of-Province/ Country Field Trip Checklist

Examples include Comparative Civilizations 12 and Impact Ministries

After making all the arrangements, please check to make sure you cover all the following items:

Pre-trip

• Complete Pre-Trip Safety Checklist

• Complete Emergency Response Plan

• Document and go over safety and behaviour expectations

• Provide Trip Itinerary, Routes, and Map

• The application form must provide

• Exit Plan for students who breach conduct expectations

• Provide Contact Information (e.g., cell phone)

• Arrange for enough supervisors/helpers

• Inform parents (written and formal meeting)

Application Package

• student’s personal and medical information

• parent and emergency contact information

• Itinerary and planned activities:

• date and destination of the trip

• purpose and educational goals

• departure and return times

• method of transportation

• supervisory arrangements

• financial costs and fees

• potential known risks

• detailed itinerary

• notarized form of consent and acknowledgment of risk

• student covenant

During trip

• Bring emergency forms and pertinent medical information

• Bring emergency first-aid kits

• Document and go over safety and behaviour expectations

• Provide cell phone for student excursions

Post-trip

• Follow-up incident reports

• Return emergency and first aid materials

Health Emergency Procedure

• Regarding an Anaphylaxis emergency, please review this procedure
• Emergency Communication Procedure can be found here