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Off-campus Activities Procedure

Approver:
Academic Coordinating Committee
Policy Owner:
Vice-President, Academic
Policy Lead(s):
Vice-President, Academic
Defining policy:
Off-Campus Activity Policy
Effective date:
2017-05-01
Date of last approval:
2023-08-18
Status:
Approved

Procedure Statement

Conestoga is committed to offering off-campus activities that provide safe and relevant learning/experiences.

Procedure Scope

This procedure applies to off-campus activities for students provided by Conestoga, excluding Work Integrated Learning (WIL, experiential learning and co-op), athletics, and out of country.

Definitions

糖心vlog精品 maintains a glossary of terms specific to the institution. The ones in use for this document are defined below.


Off-campus Activity
An approved activity for an individual or group that occurs off-campus, with or without direct Conestoga supervision.
Social Activity
An activity that students participate in as part of their college community experience.

Procedure

Before announcing/promoting activities to students, the appropriate level of due diligence and planning must be completed. An integral part of this process is the completion and approval of the Off-Campus Activity Form.

Planning and approval for off-campus activities in Ontario:

  1. The employee who is organizing the activity (a.k.a. the organizer) completes the Off-Campus Activity Form for each occurrence of an activity. The form should be submitted in advance to allow sufficient time to be reviewed/approved based on the nature of the activity (e.g., several weeks).
    1. For academic activities, the form is submitted to and reviewed by the program chair (Appendix A)
    2. For off-campus student experience activities, the form is reviewed by the department manager (Appendix B)
  2. A review of the form is first done by the program chair or manager and then Corporate Services to ensure:
    1. the activity is relevant to the stakeholders and the mandate of the area
    2. appropriate safety and accessibility accommodation considerations are in place
    3. appropriate college off-campus waiver forms will be used
  3. As needed, the chair/manager/designate may consult with Corporate Services for additional information/advice on atypical activities or activities that require higher levels of review/approval
  4. A decision is made to approve or decline the proposed activity within five (5) business days of receipt of the form. The event organizer is notified.

Off-campus activity planning and approval that involve overnight accommodations:

  1. Follows the same steps identified for off-campus activities in Ontario, with the addition of:
    1. Review/approval from the school/department Dean/Director/Vice President.

Organizer Actions

  1. The employee who is organizing the activity (a.k.a. the organizer) is notified of the decision. If the off-campus activity is approved, communication and planning for the activity proceeds.
  2. The organizer ensures the off-campus activity is:
    1. accessible for all students
    2. communicated to students
    3. accommodations are available (as applicable)
  3. The organizer uses the appropriate student waivers (see Waiver Guidelines Document). The organizer provides the waivers to students and collects and retains signed copies prior to departure.
  4. The organizer retains signed copies of the waiver(s) until the completion of the academic year or as required if an incident is reported.
  5. The organizer arranges the activity. As required, the organizer considers and provides the necessary safety information and/or group transportation details to students inclusive of directions/information for individual travel.
  6. The organizer prepares a complete list of participating students with pertinent contact details.
  7. The organizer takes attendance prior to departing for the activity location and, again, prior to returning from the activity location.
  8. After the activity occurs, the organizer completes expense-related documentation and submits to the chair/manager/designate.

Reporting in the event of an incident during an off-campus activity

  1. The event organizer or college employee at the event calls college security
  2. Depending on the nature of the incident:
    1. the organizer will be directed to follow college practice and process, such as the completion of an Incident Report Form.
    2. As appropriate, Security will contact other college stakeholders, such as Student Rights and Responsibilities or college administration
  3. The organizer contacts their chair/manager about the incident

Relevant Legislation and Related Documents

Related documents

Incident Report Form
Off-Campus Activity Approval Form
Off-Campus Social Activity Form
Off-Campus Waiver Guidelines
Student Rights and Responsibilities Policy
Student Rights and Responsibilities Procedure

Revision Log

DateDetails
2016-11-23Policy & Procedure Committee
2016-12-07Academic Forum
2016-12-14Academic Coordinating Committee
2020-01-29Academic Forum
2020-02-07Academic Coordination Committee
2023-06-28Academic Forum
2023-08-18Academic Coordinating Committee
Off-campus Activities Procedure