Travel Procedures

As per NLESD policy, every effort is made to minimize costs for athletes. Team travel procedures listed are the default of team travel. Managers make tentative arrangements to approximate a cost to present to athletes, and costs may be lower determined by additional arrangements of the team.
*If parents/coaches/teacher sponsors would like to volunteer to help and donate (at their discretion) in the form of their time, use of their vehicle, etc to help lower
team costs, adjustments will be made to the default team travel.
*request for this will be sent to team manager so they can help with their planning.

***Please communicate with athletes to contact the athletic director and school administration regarding any financial assistance required. In consultation with the administration, we will address this on a case by case basis to ensure participation for student athletes.

Costs for Team Travel include:

• Team Registration

• SSNL player fee (if applicable)

• Transportation

• Accommodations

• Teacher sponsor and coach costs
  *Coaches/teacher sponsor costs use provincial meal allowances and per km travel costs unless at their discretion choose to forego them (provincial rates -Provincial Travel per KM Rate, Provincial Meal Allowance). They must keep all receipts and complete the following form for travel reimbursement.

• Any associated fees or charges*

• All  money is collected through Rycor and must be paid prior to travel.

• Team Travel requires permission forms to be completed on rycor and will  have associated fees attached.

Managers steps for Team Travel:

1. Request travel by emailing Chrismaceachren@nlschools.ca

2. Plan travel and budget using travel planning procedures.

3. Communicate with team, coaches and teacher sponsor through teamsnap to confirm participation using estimated costs, and information.

4. Finalize travel information and individual costs (don't forget the rycor fee)

5. Request Permission Form and Fee Payment.
     *Permission forms are required for all team travel and will be completed with the trip fee attached to the permission form on Rycor.
     *Permission forms for travel will be shared to coaches emails so you can see when forms are completed. This is only available for permission forms.

   • • Complete the rycor request form for the permission form AND fees to be uploaded and collected 10 days  in advance of cheque/purchase request.

6. Complete Purchase request and cheque request request for (1) Registration and (2) Hotel PRIOR TO DEPARTURE (allow 5 days for processing by the office).

   • • • ***Hotels and Team Registration must be paid by cheque***

7. Provide itinerary and travel information   and share with athletic director and parent preferred choice of communication prior to departure.

8. Complete Purchase request/expense reimbursement for any other costs (rentals, gas, meals, etc) immediately after return.

   • • • *IF REQUIRED complete the provincial rate  travel reimbursement form for teacher sponsors/coaches.
         
         

Additional Steps from checklist below:

9. Students have been advised that they are responsible for work missed. 

10. Teachers have been notified that students will be missing their classes. 

11. Special medical arrangements, including administration of medication, have been made for those who require them.

12. All necessary documentation is kept on file at the school. This is completed using the itinerary and travel information  document shared to chrismaceachren@nlschools.ca

13. The itinerary of the trip and contact numbers for the group while traveling.

14. A completed student travel/emergency medical consent form for all students.

Application for ALL travel approval must be sent to the Athletic Director, through contacting chrismaceachren@nlschool.ca

-Please consider the time of request -  to complete all the requirements listed below.

-*Out of province travel must be approved by (1) Athletic Director and Administration , (2) School council at monthly school council meeting, (3) Director of Schools through the Principal.

NLESD Policies:

Chaperone Policy: https://www.nlesd.ca/includes/files/policies/doc/1456154597890.pdf

Chaperone Regulations: https://www.nlesd.ca/includes/files/policies/doc/1497894063124.pdf

Travel Policy: https://www.nlesd.ca/includes/files/policies/doc/1618488328738.pdf

Travel Regulations: https://www.nlesd.ca/includes/files/policies/doc/1677000609700.pdf

The athletic department's expectation is that all of our student athletes travel to and from athletic competitions and events that require overnight travel as a team.  Arrangements for travel must try to minimize the costs for athletes and minimize missed instructional time.

The following procedures are the default of team travel. Managers make tentative arrangements to approximate a cost to present to athletes, and costs may be lower determined by additional arrangements of the team.
*If parents/coaches/teacher sponsors would like to volunteer to help and donate (at their discretion) in the form of their time, use of their vehicle, etc to help  lower team costs, adjustments will be made to the default team travel.
*request for this will be sent to team manager so they can help with their planning.

1. All team travel that requires overnight stay must have a teacher sponsor arranged by the team.

• • • Please note if travel is during the school day - sub day must be arranged for the teacher (and approved by athletics and admin)

    • Teacher sponsor travel costs must the included in team costs (transportation, accommodations, meals)

    • *If own car is used - provincial km rate applies Provincial Travel per KM Rate

    • *Provincial meal rate applies. Provincial Meal Allowance

    • Teacher sponsors may choose to forego these options at their own discretion to lower costs.
      
      

2. Chaperones - drivers, hotels, etc.

   • All additional chaperones (who are not coaches/managers) of student athletes must have the required forms completed (drivers, hotel chaperones, etc) and they must follow all NLESD and School policies.

     • • Drivers Form For Coaches, Managers, Teacher Sponsors of any program 2023-24 (for coaching staff, managers and teacher sponsors only)

       • Chaperone and Drivers Form for parent/guardian chaperones (not on any coaching staff)

3. Transportation arranged for athletes, coaches, and teacher sponsor.

• • Rental Vehicles will be considered as the default to accommodate transportation for all team members.

    • • • Must have all requirements of the driver form (winter tires from Nov 1st-April 30th).

          • *Note: not all rental companies guarantee winter tires, therefore other transportation must be considered.

        • Vehicles that can transport 7-8 passengers (to minimize the cost and number of vehicles required)

        • Drivers are coaches/managers/teacher sponsor/chaperones

        • Teacher sponsor may drive their own car and require to be reimbursed using the provincial km rate.

4. Accommodations are arranged for 4 athletes per double room.

• • Teacher sponsor and coaches have their own room (subject to change if coaches and teacher sponsors approve shared or alternate accommodations at their discretion).
    
    

Other Information:

• In the case of an emergency or special circumstance, a student may not be able to travel with the team.  If this is the case, an email request must be sent to the athletic director, coach, and manager outlining the information regarding the extenuating circumstances. This will be reviewed by admin for approval.

CHECKLIST:

The Board Policy on Student Travel, Policy PROG-320 must be followed. 

Student Travel Checklist for Excursions/Tours/Sporting Events that Require an Overnight Stay:

Please see the attached checklist regarding student travel. Although this list is extracted from the policy, it is not exhaustive. In all instances, the student travel policy and regulations should be read carefully and followed diligently.

• • If traveling outside the province, prior approval from the Senior Education Officer for the family of schools has been received.

• • Arrangements for appropriate/adequate supervision of students as outlined in Policy have been made. This supervision includes a teacher employed by the School District.

Teacher Sponsors - 

• • • • • 2.13 Out-of-province travel requires an increased level of vigilance and supervision. A minimum of 1 teacher for every 12 high school students. Any other adult chaperones would travel in addition to the required number of teachers. 

        • 2.14 As per the requirements of sections 2.12, and 2.13 a) Any in-province trip involving an overnight stay will have the appropriate complement of chaperones, and will represent the gender diversity of the student group. For example, a girls’ volleyball team travelling with a male teacher as coach would require a female adult chaperone as well. (Minimum 1 teacher) b) Any out-of-province trip will have the appropriate number of teacher chaperones, and will represent the gender diversity of the student group. For example, a girls’ volleyball team travelling with a male teacher as coach would require a female teacher chaperone as well. (Minimum 2 teachers).

  • Arrangements for appropriate accommodations for students have been made and parents have been informed in writing of the details of the trip/event, including where students are staying and anticipated times and mode of travel. Prior written parental consent for each child’s participation in this trip/event has been obtained. Vikings Athletics: This is completed through the rycor request form for permission from parents.

  • Students have been informed of expectations relative to conduct, site conditions, and safety measures, if applicable.

  • Students have been advised that they are responsible for work missed. 

  • Teachers have been notified that students will be missing their classes. 

  • Special medical arrangements, including administration of medication, have been made for those who require them.

  • All necessary documentation is kept on file at the school. Vikings Athletics: This is completed using the itinerary and travel information  document and sent to chrismaceachren@nlschools.ca

  • The itinerary of the trip and contact numbers for the group while traveling.

  • A completed student travel/emergency medical consent form for all students. This is completed through the permission slip on rycor.

  • Evidence of extra medical insurance for students traveling outside of the Province.