Dear Parents,
LEVEL II VENTURING OUT PACKAGE –GRADE 10 CHALLENGE WEEK
Hike on Juan De Fuca Trail, British Columbia February 2025
Re: Hike on Juan De Fuca, Sunday, May 4th - Friday, May 9th, 2025
A group of Grade 10 students will be traveling to Vancouver Island, BC to complete a multi-day hike on the Juan De Fuca Trail. We will be departing from Toronto Pearson Airport in the morning on Sunday, May 4th and returning to Toronto Pearson on Friday, May 9th in the evening
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 and provides us with the authority to incur expenses on your child's behalf (please read details with respect to your responsibility for expenses and conditions relating to cancellations set out in the form)
This excursion plays an important part in the overall educational plan for your child, is curriculum focused and supports our mission Therefore there will be no alternative programming during that week, as the entire Senior School Faculty are involved Please read through this package to ensure that you, the parent or guardian, feel comfortable with the activities and potential risks associated with this trip.
Once you have satisfied yourself as to the suitability of this trip for your child, please complete the online Venturing Out Form via YorkNet by Tuesday, February 25th, 2024 (including Parent Acknowledgement, Consent, Release Form and Code of Conduct)
As well as completing the online form above, please submit the following by Tuesday, February 25th:
1. Camp Summit Waiver and Medical Form (to your advisor or Mr. Kevin Villasenor)
2 A photocopy of your passport (by hand to your advisor or Mr Kevin Villasenor or by email kvillasenor@yorkschool com)
3 Non-refundable deposit of $1000 (made by cheque or electronic funds transfer to The York School)
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.
Excursion Name
Transportation Details
Date(s) and Times
EXCURSION INFORMATION FORM
Hike on Juan De Fuca - Grade 10 Challenge Week
Air Travel
Depart: Sunday May 4th in the morning Return: Friday May 9th in the evening
Exact flight information will be provided closer to the trip
Parents are encouraged to check flight time just prior to return. Parents are responsible for getting students to and from the airport.
Ground Transportation
Students will be traveling by bus (provided by a certified provider contracted through Camp Summit) when in BC and by foot on trail
Group Involved
Group Leader and any other Staff Involved
Destination Address
Activity Description and Educational Rationale
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,
A group of grade 10 students
Robin Johannsen, Christina Webb
Sunday May 4th:
Red Lion Inn & Suites
3366 Douglas St, Victoria, BC V8Z 3L3 Phone: (250) 475-7575
Monday May 5th - Thursday May 8th:
Campsites along the Juan De Fuca Trail (tentative itinerary below)
Thursday May 8th - Friday May 9th:
Red Lion Inn & Suites (same as above)
The trip carries out the school’s philosophy of having students learning through experience, a philosophy also inherent in both the MYP and Ministry of Education curricula. As part of the Physical and Health Education class, students will develop a personal fitness training plan to prepare for the hiking trip Students will also assess the risks of the trip and note safety strategies to minimize these risks While on the trail, students will evaluate and reflect on their training plan and safety guidelines The primary objective of the trip will be for students to create positive associations with respect to hiking and camping outdoors.
Summit Outdoor Education Centre: www.campsummit.ca, 1-866-550-1118, Airline TBD
Andrea Lossing(in Toronto (c): 416 526 6595 Kathryn Barnes in Toronto (c): 647-204-1252
$2900-$3200
A non refundable deposit cheque (or EFT) of $1000 is required by Tuesday, February 25th. Cheque is payable to The York School.
The remainder of the cost will be levied to the student's account at the end of the excursion
Cost includes: all transportation, accommodation, programme fees, specialized staff and meals
and you will be only charged those expenses that could not be recouped. Cost does not include: Snacks or food at the airport, Sunday lunch, and Thursday dinner (approx $30 per meal) We recommend students bring some money to purchase snacks or food at the airport, souvenirs, gifts ($60-$100)
Return Level II VO Form via YorkNet by
What to Bring
Additional Information:
Tuesday, February 25th
Detailed Packing List to be shared
- Students must travel with a photocopy of their Health card and government issued photo ID or the Health card itself Parents are encouraged to keep a photocopy of any documents at home
- Students stay in tents each night on trail (Monday, Tuesday, Wednesday); and hotel rooms on Sunday & Thursday nights
- Parents are encouraged to read more about Juan De Fuca Provincial Park at http://wwwenvgovbc ca/bcparks/explore/parkpgs/juan de fuca/
- Acquiring additional travel/medical insurance will NOT be arranged by The York School. It is recommended that families acquire out-of-province medical insurance We ask that parents provide the teacher with a copy of such insurance.
Hiking: Involves the participant to hike generally long distances (up to 10 km per day) typically on a designated path (with many elevation gains and descents) while carrying all of their gear required to camp out overnight or for consecutive nights Water is gathered from water sources along the route (rivers, streams) and treated with water purification tablets The Hiking group will travel together with staff at the front of the group as well as at the back of the group Level of hiking can vary and it is a physically demanding experience The terrain on the Juan De Fuca Trail is rugged, rocky, very muddy, and sloping. Students will be traveling on trails, over rocks, up and down ladders on steep rocks. Evenings are spent pitching camp at designated backcountry campsites and cooking over open fire or with stoves and sleeping on the ground in tents
Activities to be undertaken by students: The group will travel by air to Vancouver Island and meet with their guides from Camp Summit They will travel from the airport to hotel by bus Together, they will spend a day at their local hotel preparing food, gear, and equipment for their trip The following morning, the group will embark on the Juan De Fuca Trail for a 4-day, 3-night hiking trip Students will carry their gear, travel on-trail, and stay at a new campsite each night Students will set up camp and help prepare meals for the group while on trail (use of campfire, stove, utensils, gathering wood). Students will exit the trail on Thursday, be picked up by bus from the trailhead, return to their hotel to get cleaned up, have dinner in Victoria, stay overnight in the hotel, and reflect on their experience before flying back to Toronto on Friday morning
Student preparation for excursion: Students participate in monthly meetings in January to May with group leaders periodically to establish the itinerary, go over safety, boundaries and expectations during and after the program It is expected that students are preparing physically for the trip by carrying out their workout plan from their PE assignment. Students are also expected to ensure they have the proper gear, and that it fits well and is broken-in before the trip.
Follow-up: Upon return from the trip, students will use their experience to create a revised training plan, taking into account observations made during the hike targeted toward the organization of a hypothetical hiking trip with their peers This revised training plan and reflection (combined with the portion of the assignment completed pre-trip) will account for 15% of the student’s overall PHE grade
Risk Assessment
Specific Risks Identified:
1. Weather: Cold rain, storms, high winds, hypothermia, lightning, snow, sunburn, dehydration
2. Site: Fire and campsite activities potential for burns and breaks
3 Highway safety (eg bus): traffic concerns, road closures, traffic accidents, extreme weather conditions, struck by car when walking
4 Travel by air (eg flights): air accident, extreme weather conditions
5 Walking in urban areas: traffic concerns, getting separated from the group
6 Allergies: food, insect or plant
7. Hiking on Moderate to Difficult Terrain: Blisters, fatigue, dehydration, falls, bodily injury. Falls from steep slopes or ladders could result in possible head injuries, broken bones, eye injuries, strains, sprains, lacerations and bruising
8 Animal encounters: On rare occasions, animal attacks (Bear, Cougar) can occur which could result in lacerations, and in some cases severe trauma or death
9 Drinking contaminated or highly mineralized water
10. Food preparation and handling: cuts, burns, illness
11. Traveling close to water: exposure to cold water - hypothermia, drowning
12 Becoming separated from the group on trail
Precautions to be taken to reduce or eliminate risks: Driving will be done during daylight hours on major roadways where possible Experienced local drivers will be responsible for driving with access to maps and directions All equipment will be checked before use, and both groups will hike with knowledgeable staff on predetermined paths in a Provincial Park. Boundaries and hazards will be outlined to students upon arrival at each new location. The group will take necessary breaks, sunscreen and water will be available We will carry a First Aid kit with us as well as student information Two professional Camp Summit guides will lead each group along with two York School teachers Camp Summit Guides and/or York School Teachers will always be at the front and back of each hiking group Students will always travel with a buddy when hiking Lost protocols will be outlined with students Routes will be pre-determined and shared with The York School with appropriate evacuation and emergency procedures outlined. Professional guides are qualified in Wilderness Advanced First Aid and will have a satellite communication device for emergencies and check-ins at specific intervals Hand sanitization protocol will be in place and food preparation will be supervised on trail Water will be purified using Aqua Tabs Groups will be registered with Juan De Fuca Provincial Park by park permits by Camp Summit Risks will be assessed on an ongoing basis Everyone will be educated about precautions taken towards bear and animal sightings
Everyone will exercise precautions to avoid sunburn and heat-related issues by applying sunscreen, wearing a hat and/or sunglasses, and monitoring time spent in direct sunlight
Students will be monitored while in urban areas and during independent time, Independent Time Protocol will be followed During independent time, students will be provided with a map of the area and geographic limits will be identified for students Students will use the buddy system and have regular check-ins with teachers. Students will be oriented to hazards and boundaries at each new site. Risk will be assessed on an ongoing basis. Dietary needs will be shared with teachers and Camp Summit in advance Teachers will support students when requested when visiting restaurants
Contingency plan for bad weather/trip interruption
Depending on the nature of the interruption, the route and itinerary will be altered If the group cannot depart on Monday morning due to weather or trail conditions, Camp Summit has a contingency plan including alternative campsites and local day hikes In case of a student becoming separated from the group we would engage in a search around the area. If the search continues beyond one hour the authorities would be called to assist.
Location of nearest Emergency Medical Service:
Victoria General Hospital
1 Hospital Way, Victoria, BC V8Z 6R5 (250) 727-4212
Note – the group is considered to be in a remote environment and 911 response time may be longer than usual as is the distance to the nearest Hospital.
Arrangements to be made to transport person/group to EMS (including route to be taken):
In the event of a student with an injury, an adult would stay with the injured students and apply any necessary first aid A second adult would ensure the rest of the group is safe and stable For major injury requiring more than First Aid kit – the group will rendezvous at a pre-arranged evacuation site and person will be transported to nearest medical facility by an ambulance or for more significant injuries, an airlift is also possible One staff member will remain with the group and the other will accompany the injured person(s) to emergency care, possibly with another student Teachers will keep in contact with The York School and parents will be kept updated on the incident
In the event the injury is in the forest and the patient is immobile, the group would seek additional support and bring the patient to the nearest access point where a rendezvous with support staff will take place. Route taken will be based on the current location at the time of incident as well as time of day.
Possible Route from China Beach:
China Beach Day Use Trail
Port Renfrew, BC V0S
Continue to W Coast Rd/Juan De Fuca Hwy/BC-14 E 2 min (400 m)
Follow Juan De Fuca Hwy/BC-14 E and Sooke Rd to Watkiss Way in View Royal 1 h 8 min (64 1 km)
Continue on Watkiss Way. Drive to Hospital Way 3 min (1.2 km)
Victoria General Hospital 1 Hospital Way, Victoria, BC V8Z 6R5
Tentative Itinerary:
- Times are likely to change; Students will be split into two groups and travel opposite ways on the trail; more specific details will be sent prior to departure
Sunday - Arrival to Victoria (arrival time TBD)
Lunch at Airport in Victoria
Pick up from airport in Camp Summit contracted bus
Settle In & Unpack at Red Lion Inn
Community Meeting and Full Value Contract
Afternoon Camping Prep
4:30-6:00pm Early dinner at Victoria restaurant (TBD)
6:00 - 8:30pm Group resource & final packing time at hotel
8:30pm Board games/Relaxing time in the lobby/Bed early (Students have had a long travel day)
Monday - Juan de Fuca Day 1
7:00am Wake-Up and Breakfast in hotel – 9:00am Camp Summit contracted bus from Red Lion to Bear Beach via China Beach Trailhead
Tuesday- Juan de Fuca Day 2 Bear Beach to China Beach
Wednesday - Juan de Fuca Day 3 China Beach to Sombrio Beach
Thursday - Juan de Fuca Day 4
Sombrio Beach Campsite to Sombrio Beach Trailhead Parking Lot
Wilson Transportation bus pick up from Sombrio Beach Trailhead Parking Lot (Group A) and China Beach Trailhead Parking Lot (Group B) back to Red Lion Inn & Suites
Mid-Afternoon Arrival at Hotel Showers, Dinner in Victoria
Friday - Depart to Toronto Wake-Up, Pack out and clear hotel
Breakfast either camp food in kitchenette hotel room or Tim Horton’s on the way to the airport Depart Red Lion Inn
Arrive at Airport
Depart for return flight to Toronto Parent Pickup at Pearson Airport
Developing a Clothing “System”
When considering your clothing for any outdoor experience remember to dress in layers to stay warm Your hiking apparel must work as a system that wicks away perspiration, insulates you from the cold and protects you from the wind Our preferred expedition clothing system is made up of several layers This allows you to easily adjust your clothing to changes in the weather and changes in your heat output.
Most people can come up with practical layers without spending a fortune, if anything at all Value Village and other second-hand stores are a great place to pick up some layers Be sure to check the materials and opt for wool or polyester in lieu of cotton
To help organize your clothing and decide what to bring, think of your clothing in terms of having a set of Wet/Day clothes and a set of Dry/Evening clothes.
Base Layer
This layer is next to your skin. It is important to wear something that will keep any moisture away from your skin’s surface A synthetic material, wool or silk long underwear work best Stay away from cotton as it doesn’t dry quickly, nor does it wick moisture and will therefore leave you cold and wet after sweating
Insulating (Mid) Layer
This is your insulation layer Any material that provides warmth will work in this layer Synthetic materials such as polar fleece are ideal Cotton and denim are not recommended but wool is Blue jeans are not acceptable
Shell/Outer Layer
This layer is your protective outer shell The key elements to block out are wind and the wetness of the rain (hopefully not).
A detailed trip packing list will be provided by Ms. Johannsen in the coming weeks.
SPECIFIC EXCURSION RULES
The chance of injury or mishap during this excursion will be reduced when the student follows instructions at all times, wears appropriate clothing and exhibits effective self-care
The Outdoor Education experience is based on the 3 guiding principles:
1. Respect for Self
2 Respect for Others
3 Respect for your Environment
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 Please adhere to the packing list
Curfew: Students are required to be in their tents or rooms by 10pm or when directed by staff
Personal Electronic Equipment: There will be a no cell phone policy on the trail. Students are not permitted to bring personal electronic equipment, including cell phones (cell phones can be left in storage at the hotel in Victoria with other belongings) Cameras will be permitted on the trail
Rooms: Room and tent arrangements will be assigned by supervising teachers Students are required to keep their personal belongings neat and tidy Students may not enter another student’s room or tent without permission.
Independent/Free Time: Students must stay within prescribed boundaries during free time, always travel with a buddy and communicate with a teacher their whereabouts Each person will be partnered for safety In trips of odd numbers, there will be one group of three students Students will be responsible for the whereabouts of their buddy and for informing teacher leaders if the buddy is late or ill etc Independent time protocols will be followed and will only take place in areas deemed safe in advance. When given the opportunity to venture away from the group, they must remain within specific geographic limits and will check in periodically with a teacher at a specific place and time
Participation: Student participation in activities is mandatory and they must be on time
General: Students must wear proper footwear and clothing at all times It is imperative students listen and comply with the expectations set out by the supervising teachers. In order to maximize the potential of the excursion everyone needs to be working together to ensure the group is safe and cared for.
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 Divisional Principal or Experiential Educator, Andrea Lossing, at alossing@yorkschool com (416-926-1325 Ext 1221) I/We understand, as the parent or guardian of the student named above, that students on The 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 York School trip to Juan De Fuca Trail in BC on Sunday, May 5th - Friday, May 10th 2024
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 that students will be engaged in the following activities:
ThegroupwilltravelbyairtoVancouverIslandandmeetwiththeirguidesfromCampSummit.They willtravelfromtheairporttohotelbybus.Together,theywillspendadayattheirlocalhotelpreparing food,gear,andequipmentfortheirtrip Thefollowingmorning,thegroupwillembarkontheJuanDe FucaTrailfora4-day,3-nighthikingtrip Studentswillcarrytheirgear,travelon-trail,andstayata newcampsiteeachnight Studentswillsetupcampandhelppreparemealsforthegroupwhileon trail(useofcampfire,stove,utensils,gatheringwood) StudentswillexitthetrailonThursday,be pickedupbybusfromthetrailhead,returntotheirhoteltogetcleanedup,havedinnerinVictoria, stayovernightinthehotel,andreflectontheirexperiencebeforeflyingbacktoTorontoonFriday morning
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:
Weather:Coldrain,storms,highwinds,hypothermia,lightning,snow,sunburn,dehydration
Site:Fireandcampsiteactivitiespotentialforburnsandbreaks
Highwaysafety(eg.bus):trafficconcerns,roadclosures,trafficaccidents,extremeweather conditions,struckbycarwhenwalking
Travelbyair(eg flights):airaccident,extremeweatherconditions
Walkinginurbanareas:trafficconcerns,gettingseparatedfromthegroup
Allergies:food,insectorplant
HikingonModeratetoDifficultTerrain:Blisters,fatigue,dehydration,falls,bodilyinjury.Fallsfrom steepslopesorladderscouldresultinpossibleheadinjuries,brokenbones,eyeinjuries,strains, sprains,lacerationsandbruising
Animalencounters:Onrareoccasions,animalattacks(Bear,Cougar)canoccurwhichcouldresultin lacerations,andinsomecasesseveretraumaordeath
Drinkingcontaminatedorhighlymineralizedwater
Foodpreparationandhandling:cuts,burns,illness
Travelingclosetowater:exposuretocoldwater-hypothermia,drowning Becomingseparatedfromthegroupontrail
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