Board Policies & Administrative Procedures

View All Procedures

Administrative Procedure 262: EXTRA-CURRICULAR PROGRAMS

Background

The Division endorses recognizes that junior high and high school students are to have the opportunity to be involved in and participate in extra-curricular activities, which encourages participation in intra-divisional league and tournament play. Therefore, the Division endorses these activities but considers that they are a responsibility of the individual schools. However, since the Division is providing liability insurance and is involved in transportation, the following procedures shall be noted and followed.

Procedures (Junior High & High School)

  1. Extra-curricular programs are to be kept within the intended perspective that they are beyond the regular school program and are not to unduly affect student attendance or student achievement.
    1. Every effort should be made to minimize the time out of the classroom for coaches and athletes.
  2. The Superintendent expects administration, coaches and supervisors to conduct each program in such a way that:
    1. The self-esteem and respect of each team member is valued,
    2. Sportsmanship is reflected in the conduct of both participants and spectators as outlined in the Westwind Athletics Spectator Code of Conduct. 
    3. Parental communication is evident.
  3. The Superintendent requires principals to meet with all coaches, including volunteer coaches prior to the beginning of the season and review expectations in the Coaches Code of Conduct and this Administrative Procedure, and ensure copies are given to all coaches.
    1. Coaches will sign a copy of this Administrative Procedure, as well as the Coaches Code of Conduct, indicating their compliance with this Administrative Procedure.
    2. Copies will be kept on file in the Principal’s office.
  4. Principals shall ensure a parent/coaches/athelete meeting is held at the beginning of each athletic season to review expectations, including but limited to
    1. Westwind Athletics Spectator Code of Conduct. 
    2. School Athletic Code of Conduct
    3. Schedule/travel plans for the season
  5. The Superintendent recommends that, where possible, all activities or school teams be supervised or coached by a member of the Westwind staff.
  6. Each school's principal shall ensure proper supervision at all team activities/functions.
    1. There must always be at least two (2) supervisors at all team activities/functions.
    2. Coaches should always avoid private one-on-one situations with team members and follow AP492: Adult Interaction with Students.
    3. If an overnight stay is required, supervision shall be provided for the overnight stay, and if the group is mixed, there shall be both male and female supervisors at a ratio determined by the Principal.
  7. All costs associated with the programs shall be the responsibility of the school or the student(s). Therefore every effort is to be taken to be certain that excessive costs do not prevent an individual student from participating
  8. The Division will provide transportation as outlined in Administrative Procedure 562: CoCurricular and ExtraCurricular Transportation.
  9. Each principal shall submit their extracurricular schedule to the Superintendent for approval.
    1. Approval for travel shall follow the approval processes outlined in AP260: Travel Outside Alberta and AP261:Cocurricular and Extracurricular Activities and Travel within Alberta 
    2. Substitute costs (in days) will be paid by the Division to a reasonable amount in consultation with the Superintendent.
  10. Students are required to travel to and from an event in the pre-approved mode of transportation with the following exceptions:
    1. When a parent of a student is present at the event, the student may be released to the parent upon their request.
    2. If a parent has made prior arrangements with the Principal or coach, a student may be released according to those arrangements.
  11. Westwind Alternate School students may only try out for athletic teams at their designated community school closest to their home address.
    1. If a specific sport is not offered at the designated community school, students may try out at the nearest school where the sport is offered.

  12. Junior High Extra Curricular
    1. Whenever possible, junior high leagues are to be organized within the Division.
    2. Junior high principals are encouraged to organize Division tournaments in the various areas of competition. 
      1. Associated costs for Division final tournaments will be shared between the host school and the Division.
    3. Divisional tournaments at the Junior High level shall be scheduled to minimize the time out of the classroom for coaches and athletes and shall not be extended over multiple days.
    4. Junior high extra-curricular activities are to take place after school or on Saturdays, and late hours are to be avoided.
    5. Grade 9 teams/programs may be allowed to participate in one (1) overnight trip per year within the province, with Superintendent approval. 
      1. Junior High Zone playoffs may require an additional overnight stay.
      2. Overnight stay requests are to be submitted following procedures outlined in AP261.
      3. It is not intended that grade 7 and 8 teams will have overnight trips.  
        1. If grade 7 and 8 students are members of a grade 9 team, they shall follow this Administrative Procedure.
        2. Some high school teams/programs that include junior high students (grades 7, 8 and 9) may require overnight travel.
    6. Track and field meets may be held on the basis of one (1) day per school and one (1) day per Division event.

Appendix

Coaches Code of Conduct

Reference

Section 1,11,31,32,32,52,53,196,197,222 Education Act

Traffic Safety Act

Guide to Education ECS to Grade 12

Physical Education Safety Guidelines

Westwind Athletics Spectator Code of Conduct

 

Approved: June 11, 1996

Amended: February 7, 2012; August 21, 2018; July 31, 2019; November 20, 2019; February 2023



Last Updated: February 2, 2023