LEVEL II VENTURING OUT PACKAGE –Senior School MTB Club
Dear Parents,
Sept, 2023
Re: Mountain Bike Club - Hardwood Hills (Fall Epic 8) - Sept 23rd, 2023
As part of the mountain bike club, we are offering students an opportunity to experience cross country racing. The race, put on by Pulse Racing, will take place at Hardwood Hills Ski and Bike on Sept 23, 2023
Enclosed with this letter, you will find an Excursion Information Form that outlines the educational rationale for the trip, our activities, risks associated with the trip, important contact information, and financial information Please read the information carefully as it forms the basis of your consent for your child’s participation.
Once you have satisfied yourself as to the suitability of this trip for your child, please fill out the following forms online via YorkNet by Friday, Sept 15, 2023
Parent Acknowledgement, Consent & Release Form Level II Code of Conduct
Finally, please ensure that your child’s medical information and emergency contact information is up to date for this excursion. To confirm these details, log on to YorkNet.
Yours truly,
Brian Eaton Mountain Bike Club Coach beaton@yorkschool com
Ext
1440
2022 | 2023 1
EXCURSION INFORMATION FORM
Excursion Name
Transportation Details
Date(s) and Times
Senior School Mountain Bike Club - Hardwood Hills (Fall Epic 8)
Students are responsible for arranging their own transportation to and from the event Students should arrive no later than 9:00am to pre-ride the course Hardwood Hills is located 15 minutes north of Barrie The event will conclude at 6:00pm with awards afterwards
Group Involved (Include approximate number)
Group Leader and any other Staff Involved
Destination Address
Approximately 4-6 students plus 2 teachers
Brian Eaton & Christina Webb
Hardwood Hills Ski and Bike
402 Old Barrie Road W Oro Medonte, Ont L0L 2E0
Activity Description and Educational Rationale
Members of the mountain bike club who have been deemed to have the necessary skills have been offered the opportunity to attend an 8 hour relay race. The race is put on by Pulse Racing, an established bike race organization The race is on a closed course with well maintained trails and is designed to be accessible to all levels of riders
Service Provider(s)
Emergency Contact Information
Approximate Cost
Please note that once you have provided consent to have your child participate on the excursion you will be charged for the expenses incurred on your child's behalf for this excursion. Where, after you have provided your consent, notice is given that your child cannot attend the excursion, efforts will be taken to avoid incurring expenses on your child's behalf for the excursion, and you will be only charged those expenses that could not be recouped.
The York School, Pulse Racing (wwwpulseracing ca)
Brian Eaton (416-670-2155 - mobile)
$80 00 race entry for each student
Students will need to provide their own biking equipment that meets the safety requirements including a helmet
Return Level II VO Form via YorkNet by Friday, Sept 15th
2022 | 2023 2
What to Bring
Sun Protection: Where a trip involves your child being outside between 11:00 AM and 4:00 PM, or the UV rating is predicted to be 3 or greater, remind parents to provide children with the following: sunscreen, hat and water bottle. Sunglasses that protect against UV-A and UV-B rays are also recommended.
Students must have:
1. A properly fitted (as per manufacturer's guidelines) and properly worn bicycle helmet certified by a recognized safety standards association (for example, CSA, CSPC, ASTM, Snell, BSI, AS) must be worn
2 Appropriate clothing and footwear (no open shoes)
3. Water bottle
4. Food and water for the day
5 Protective eyewear (for example sunglasses)
6 Cell phone with Mr Eaton’s number (to contact the group if separated)
7 Bike meeting the following requirements:
a Bike size must be appropriate for the rider
b. Bike must have at a minimum - front suspension (full suspension is recommended but not required) and need to be in good working order It is always recommended that bikes are serviced regularly by a qualified bike mechanic
c. It is the student’s responsibility to ensure their bike is in good working order. Parents will be required to sign off prior to their child’s participation that the bike being used is in proper working order
d If the supervisor identifies an issue that cannot be easily resolved and results in the bike not being safe for the type of riding that day, the student may be excluded from riding and may not return to the club until the issue is resolved
Activities to be undertaken by students
Students will participate in an 8 hour mountain bike relay race on a closed course at Hardwood Hills.
Student preparation for excursion:
Students must be comfortable riding a bike on dirt trails Students will have been assessed by Mr Eaton in previous bike club rides to have the necessary skills in order to attend the race including; stopping changing gears turning going up and down hills in control negotiating obstacles
Students need to ensure their bike is in proper working order and that they have appropriate clothing and a proper bike helmet
2022 | 2023 3
Students must bring a water bottle and a means to carry it during the race (ie - bottle cage, or hydration backpack).
Students will be briefed on concussion prevention strategies and procedures and rules of the trail, as well as the importance of reporting any head injury or symptoms related to a suspected concussion
Risk Assessment
Specific Risks Identified: Risks associated with traveling by bike: Cuts, scrapes, burns, broken bones, bruising, sprains, concussions, becoming separated from the group, collisions with other riders, hitting trees
Precautions to be taken to reduce risks:
Trails used will be selected and inspected by the race organizer prior to racing The course has been closed by the organizers to other trail users and will be inspected prior to the race. Students will have an opportunity to pre-ride the course on race day
Pre-trip preparation will include briefing on routes, boundaries, safety rules and emergency procedures, including contingency plans in case of separation All trip equipment and gear will be checked by staff before departure Students will be oriented to new sites Boundaries and out-of-bound areas will also be described. Teachers will carry a cell phone, medical and contact information for their groups and first aid kits. Each teacher is trained in first aid. Students will be paired in a buddy system At minimum, 1:10 staff to student ratio will be maintained
Rules of the Trail for Off-Road Cycling will be reviewed
Everyone will exercise precautions to avoid sun burns and heat related issues by applying sunscreen, wearing a hat and/or sunglasses, and monitoring time spent in direct sunlight. Students will have water with them in either a water bottle that fits in a water bottle cage on their bike or a hydration backpack
Contingency plan for bad weather/trip interruption: This trip is weather dependent and may be called off due to serious rain, high winds, or cold. If there is a need to adapt plans while on the excursion, parents would be contacted for updates and further action plans Programme goals would be adjusted according to the situation
Location of nearest Emergency Medical Service:
Royal Victoria Regional Health Centre
201 Georgian Dr Barrie, ON L4M 6M2
Arrangements to be made to transport person/group to EMS (including route to be taken):
The Barrie hospital is approximately 20 minutes from the site There will be health personnel on site for minor injuries Two teachers will be onsite at all times
2022 | 2023 4
SPECIFIC EXCURSION RULES
In addition to the expectations set out in the Code of Conduct, the following rules will apply during this trip:
Dress: Students must wear appropriate clothing for the activity, location and weather. You are representing The York School and casual wear rules will be in effect: clothing must be neat, clean and should not display objectionable words, phrases, pictures or symbols Students must dress respectably. Students must wear running shoes or proper bike shoes as they will be on their bikes for up to 3 or 4 hours..
Personal Electronic Equipment: Students are encouraged to have a cell phone with them to be in contact with the supervisor in case of getting lost.
Independent Time Protocol will be followed: Prior to racing students will have an opportunity to pre-ride the course When doing so, students must communicate with their teacher where they are going and to check back in when they return. Students should check in with their teacher upon completion of the race and before departing with parents. While on course, students must follow all directions from race organizers Students will have Mr Eaton’s cell phone number
ACKNOWLEDGEMENT, CONSENT, AND RELEASE
The following sets out statements to which, you, the parent(s), must agree by signing electronically below in order for your child to be permitted to participate in the intended trip Should you have questions regarding any of the statements below, you may contact the senior school Principal, David Hamilton at dhamilton@yorkschool com (416-926-1325 Ext 5272)
I/We understand, as the parent or guardian of the student named above, that students on York School trips are expected to participate fully in all activities undertaken during and in preparation for the trip, and that they must conduct themselves in a manner befitting of their role as ambassadors for the school community I/We further understand that all students will be bound by The York School Code of Conduct and any additional rules and regulations listed in this information package and/or discussed and implemented while on the trip, and that any infraction of these rules may, at the discretion of the trip leader, result in the immediate return of the student to Toronto. Responsibility and payment for these arrangements will be borne by the parent/guardian. Any infraction of these rules may, at the discretion of the Division Head, result in appropriate disciplinary action including suspension from subsequent trips
I/We have reviewed the contents of this information package and Code of Conduct expectations, rules and consequences with our child. I/We, the undersigned, consent to the participation of our child (as noted above) in the Durham High School Mountain Bike Race on May 17, 2023
Details concerning this event, including activities, travel, supervision, location and safety precautions have been communicated to us and are understood. In particular, we are aware
2022 | 2023 5
that students will be engaged in the following activities: Mountain bike race organized by Superfly racing in Durham Forest.
Our emergency contact information is up to date I/We agree to update the information with the trip leader if changes occur prior to the trip start date
I/We have reviewed the Trip Plan and are aware that this excursion may expose my/our child to the following risks: Cuts, scrapes, burns, broken bones, bruising, sprains, concussions, becoming separated from the group, traffic accidents while biking on roads, exposure to COVID-19
I/We, the undersigned, grant the trip supervisors appointed by The York School permission to act on my/our behalf and to consent, to any medical, dental or surgical treatment, including pain relief and admission to hospital which may be required for my/our child, in the opinion of a qualified medical practitioner if, after reasonable attempts have been made to contact me/us at the phone numbers provided to the school, I/we cannot be reached. I/We do hereby release The York School, its directors, employees and its agents, from every manner of suit, claim or legal action which may arise as a result of an injury to, or the death of, my/our child sustained by reason of my/our child’s participation in this excursion As parent(s) of the child above, I/we 1 acknowledge that I/we understand the statements made regarding the intended excursion with respect to expected behavior, consequences for misbehavior, and the details of the trip, including activities and risks, 2. consent to my/our child’s full participation in the trip, and to the school taking the measures set out above in response to any medical emergency that may arise, and 3 release the school from legal action arising from injury or death according to the terms set out above
CODE OF CONDUCT
I understand, as the parent or guardian of the student named above, that students on York School trips are expected to participate fully in all activities undertaken during and in preparation for the trip, and that they must conduct themselves in a manner befitting their role as ambassadors for the school community We further understand that all students will be bound by The York School Code of Conduct and any additional rules and regulations listed in this information package and/or discussed and implemented while on the trip, and that any infraction of these rules may, at the discretion of the trip leader, result in the immediate return of the student to Toronto at the parent/guardian’s expense and that any infraction of these rules may, at the discretion of the Division Head, result in disciplinary action We have reviewed the contents of this information package and Code of Conduct expectations, rules and consequences with our child
Please Note:
This copy of the Venturing Out Package is for reference only. Log on to your YorkNet account at https://yorkschool myschoolapp com/app#login to complete your child’s VO Package and give consent for their participation in this excursion.
2022 | 2023 6
