C.1.8 Off-Site Educational Activities / Field Trips
Approved/revised: October 27, 2016
NVIT will make provision for the safe and orderly participation of students where educational activities or field trips are scheduled to occur off campus under the direction of an instructor or designated NVIT representative.
Off-site activities are defined as NVIT experiential learning activities which occur off campus within the scope of an approved instructional program. Field trips are defined as educational activities that support the learning outcomes of an NVIT course of study, under the supervision of an NVIT instructor or designated representative.
All off-site educational activities or field trips must be approved by the Dean or his/her designate. It is the responsibility of the Dean(s) to ensure that all required documentation is completed and authorized. Documentation includes a written proposal outlining the proposed date, time and duration of the off-site activity, a detailed budget with account code, transportation plan, and copies of valid insurance and driver’s license(s) where necessary. Use of public transportation services is required when possible.
Prior to authorization, the department, in conjunction with the instructor/faculty member, must conduct a risk assessment using the Field Level Hazard Assessment form for any off campus activity or field trip, which includes:
a. Risk assessment of facilities, transportation and equipment;
b. Site inspection and assessment of potential hazards;
c. Written safety plan, in the case of a remote location;
d. Orientation for students prior to the off campus activity outlining potential hazards and risks;
e. Experience/ability level of students and the necessity for special instruction as part of, or prior to, the activity;
f. Communications (Cell, Satellite, VHS) and regular communications protocol;
g. Evacuation plan;
h. Access plan for emergency personnel and facilities;
i. Risk prevention/reduction strategy;
j. First Aid – NOTE: Level 3 may be required depending on remoteness of activity and access to medical facilities*;
k. All transportation must be in accordance with NVIT Policy.
*In cases where a program or field trip does not have ready access to medical or emergency services, it is a requirement that a Level 3 First Aid Attendant be on site and an information package (2 pages maximum) be prepared that includes:
· a map and detailed description of directions to the program location;
· number of students and staff;
· dates of the program operation;
· emergency contact number at the off-site location;
· copies of the Student Field Trip Safety Information Records (attached)
All copies of the above will be kept by the program coordinator or department head and the Dean advised of the location of the records. Where appropriate, this information will be shared with the local RCMP detachment. In cases where there are significant Risk Management or Safety concerns, the Dean must be advised and may withhold approval until all concerns are adequately addressed.
2. Field Trip Requirements:
a. The activity must be approved by the Dean of the department, a program requirement and an approved line budget item.
b. Under direct supervision of instructor, students visit and observe activity “on site”.
c. Students travel and participate in groups.
d. Instructor arranges for pre-set learning experience “on site”.
e. Instructor must complete the Field Level Hazard Assessment form (see Appendix A).
f. Assessment occurs during and/or after the field trip.
g. The instructor must be present and play an active role in the process.
Students and staff on field trips are governed by all policies, rules and regulations of the Institute, including but not limited to Student Conduct policies and expected practices, as well as, those which may be applied by the agency providing the external facilities.
4. Arrangements for travel
Travel arrangements will be outlined in an approved Travel Plan prior to departure. Whenever possible, public transportation will be used. In cases where public transportation is not available, private vehicles may be required to reach the field trip destination. If private vehicles must be used, they must be adequately insured and in good repair.
5. Student Vehicles/Private Vehicles
Students, instructors or designated NVIT representatives driving private vehicles for field trips or off-site educational activities are considered volunteer drivers. When private vehicles are used, drivers must provide a copy of the following documents to NVIT prior to departure:
a. valid auto insurance papers which confirm third party liability coverage of at least $2M ($5M is highly recommended)
b. valid class 5 driver’s licence
c. current driver’s abstract
a. For insurance purposes, it is recommended that students and staff convene and depart for field trips from the NVIT campus, or a pre-determined departure site. There is a significant difference in coverage if the participant is “travelling from the work site (campus) to the field trip site” as opposed to “travelling to and from work”. In the event a claim is made, it would be to the claimant’s advantage to have departed from the NVIT campus to the field trip destination.
b. Students must provide proof of basic medical coverage prior to commencement of the field trip. The Institute maintains general comprehensive liability insurance, but there is no accident coverage.
7. Informed Consent
a. Informed Consent forms are to be used for all experiential learning activities and field trips (see Appendix B).
b. An NVIT Field Trip Questionnaire must be completed by each student prior to participating in any experiential learning activity (see Appendix C).