(Printed on - SCHOOL - Letterhead)
Memorandum of Understanding
CAIS Student Event: [insert EVENT]
This Memorandum of Understanding
BETWEEN ______
- SCHOOL -
(“the organizing school)
and
______
-LEGAL SCHOOL NAME-
(“the participating school”)
is to address the involvement of the participating school’s students, identify the risks associated with their participation and the participating school’s responsibilities in this regard.
The undersigned representative of the participating school warrants and acknowledges that:
1. The [insert EVENT] will be hosted by [insert SCHOOL] at their facilities in ______and at other contracted facilities and areas from______.
2. The parents or guardians of student delegates have been advised of the event in writing, through an Acknowledgement of Risk and Consent form, or equivalent, and understand the list of potential activities associated with participation in the [insert EVENT].
3. The list of potential activities that the students may participate in has been included in the Acknowledgement of Risk and Consent form, or [insert PARTICIPATING SCHOOL]’s equivalent. The potential activities [insert PARTICIPATING SCHOOL] representatives may participate in are the following:
[Insert EVENT]
Activity Chart
NOTE:
/This Activity Chart is a template to be completed in detail by each host school.
/Activity
/Description of Activity
/Transportation
Car, bus / During the [insert EVENT], students may travel by school bus, coach or Metro Transit, and, when being transported to and from the event locations by their billeting families, by private car. All school bus and coaches are chartered through a third party commercial company.
Related Activities
Billeting, Food, Accommodation / Accommodation for students to [insert EVENT] will be provided in private residences of the families of [insert SCHOOL]. Meals will be provided through billeting families, catering companies and restaurants. Please see below for more information on billeting.
Free Time / During [insert EVENT], students may be given free time where they may do activities of their own choosing that may not be fully supervised by an adult. Accompanying chaperones will be expected to have instructed delegates on expectations for behaviour during these 1 - 2 hour time periods.
Cooperative Games / Students may have the opportunity to take part in several Cooperative Games that may involve acting, jumping, running, and cheering. Some may include sport implements like rackets, ropes and balls. Appropriate instructors from [insert SCHOOL], participating schools and/or guests, will provide instruction and take appropriate measures (first aid kit, two-way communication, etc.) appropriate to the terrain and location.
Walking/Hiking / Delegates may have the opportunity to take part in a walking/hiking excursion. This will include walking to various destinations that are well marked and well traveled. Appropriate in-area supervisors from [insert SCHOOL] and/or visiting faculty advisors, will be available with appropriate measures (first aid kit, two-way communication, etc.).
Urban Tourism/Volunteerism / At various points of [insert EVENT], students may have the opportunity to take part in small-group excursions to various locales around __[insert CITY]______and the surrounding Municipality to see local natural sites, local walking trails, and various organizations in the area. Students may visit various agencies familiar to [insert SCHOOL] for the purposes of volunteering their services for 2 - 3 hours. Agency visits will have supervision, provided by visiting faculty advisors. Students may also have time in the town of __[insert CITY]______to take in local sights and shops. In-area supervisors [insert school] and/or visiting faculty advisors, will be available with appropriate measures (first aid kits, two-way communication, etc.).
Visit to ______/ Students may have the opportunity to visit ______for approximately _____ hour(s). This may include ______and visiting ______. In-area supervisors [insert SCHOOL] and ALL visiting faculty advisors will be available with appropriate measures. Students and faculty will all be briefed prior to the departure about necessary safety precautions when visiting______.
Sports Events / Throughout [insert EVENT], students may have the opportunity to participate in Sports Activities, ranging from soccer to cooperative games. During this organized activity time, there will be appropriate measures (first aid kits, two-way communication, etc.) on site, as well as supervisors from [insert SCHOOL] and/or visiting faculty advisors.
4. [Insert PARTICIPATING SCHOOL] and parents and guardians of the students are not relying on any oral or written representation or statements made by the organizing school and their servants, agents, employees or authorized volunteers to induce him / her to permit student delegates to undertake the trip other than included in this memorandum of understanding.
5. All parents or guardians of the students have been informed of the risks inherent in their participation and that consent for their child’s participation has been obtained. The signature of the parent or guardian on [insert PARTICIPATING SCHOOL]’s Acknowledgement of Risk form or equivalent will indicate this full and informed consent to attend the CAIS Student Event and the excursions and activities associated with it.
6. All chaperones, students, and their parents or guardians, collectively referred to as participants, have been advised that as participants, they may suffer serious injury due to failure to follow direction, their own negligence, misadventure or “act of God”.
7. [Insert SCHOOL] does not guarantee the safety of participants. [Insert SCHOOL] has undertaken precautions to provide proper organization, supervision, and equipment for most activities but it is recognized that circumstances may arise which are not foreseeable or which are beyond their control. In signing this Memorandum of Understanding, [insert PARTICIPATING SCHOOL] acknowledges that the parents or guardians have been informed of this.
8. [Insert PARTICIPATING SCHOOL] is responsible for completing a billeting agreement for each student that will be billeted by families of [insert SCHOOL]. The faculty advisor must provide [insert SCHOOL] with copies of these signed agreements upon arrival. [Insert PARTICIPATING SCHOOL] agrees to communicate to the students and their parents that during billeting:
· students are not supervised by qualified teachers;
· there is a reliance on the billeting family to provide supervision;
· the students may be unsupervised and in an unknown environment in the home, and Billeting homes are not inspected or reviewed to determine their appropriateness;
· there is a reliance on the billeting family to provide transportation, and this may be in private vehicles and/or public transportation.
9. [Insert PARTICIPATING SCHOOL] is responsible for the supervision of their delegates. Where appropriate, this supervision may be a designated faculty member from another participating school.
10. [Insert PARTICIPATING SCHOOL] is responsible for their students costs including any medical service or advice that is not covered by the [insert PARTICIPATING SCHOOL]’s travel medical insurance, and which their school representative or the staff of the organizing school may deem necessary for a delegate’s health and safety.
11. [Insert PARTICIPATING SCHOOL] agrees to obtain and maintain, for the duration of this student conference, liability insurance in an amount not less than $5 000 000.00 insuring against bodily injury, personal injury.
12. Before the start date of [insert EVENT], ______, [insert PARTICIPATING SCHOOL] must collect detailed medical information on each attending student and bring this information with them to the Event. [Insert PARTICIPATING SCHOOL] must provide [insert SCHOOL] with any urgent medical care information required for a student (e.g. severe allergies or asthma).
13. [Insert SCHOOL] assumes no responsibility for any extra sightseeing or additional activities that [insert PARTICIPATING SCHOOL] may choose to participate in before or after the conference.
(Printed on - SCHOOL - Letterhead)
Memorandum of Understanding
CAIS Student Event: [insert EVENT]
Student participation from visiting schools in any CAIS Student Event is contingent on these requirements being met and on this Memorandum of Understanding being signed and dated by the [insert PARTICIPATING SCHOOL]’s representative (faculty advisor and Head of School) and returned to [insert SCHOOL]. Please return this Memorandum of Understanding no later than ______.
______
(PARTICIPATING LEGAL SCHOOL NAME HERE) Date
Names of participating students (please print):
______
______
______
______
Name of Faculty Advisor Accompanying Students Date
______
Signature of Faculty Advisor Accompanying Students Date
______
Name of Participating Head of School Date
______
Signature of Participating Head of School Date
CAIS Memorandum of Understanding - To be completed by schools hosting a CAIS Student Event
Approved: December, 2011