Procedure for 2320 Field Trips, Excursions, and Outdoor Education

Field Trips, Excursions and Outdoor Education

Field trips are defined as travel away from school premises, under the supervision of a teacher, with an approved course of study, for the purpose of affording students a direct learning experience not available in the classroom. Trips are subdivided into the categories of Local Field Trips, Activity Day Trips, Overnight and/or Extended Field Trips, Secondary Field Experiences, Non-District Sponsored Educational Tours, Outdoor Education, and International Travel. 

I. Initiating a Request

1. A staff member should complete the  appropriate field trip notice forms.
   1. Local Field Trip and/or Activity Day Trip Form (2320 F1)
   2. Overnight and/or Extended Field Trip Form (2320 F2)

2. Submit forms to the school administrator for initial approval. 
   1. The School Board provides final approval for overnight trips, extended trips, outdoor education and international travel. Requests requiring school board action must be submitted a minimum of 45 days prior to departure date.
   2. Emergency requests requiring board approval may be approved by the Superintendent or designee on a case-by-case basis with follow up action by the school board.
   3. Before planning a non-district sponsored educational tour, contact the school administrator and follow steps to obtain school board approval to recruit students to participate.

3. Complete the District Travel Form and specify means of transportation.
   1. District Transportation Request (all bus and van travel)
   2. Private Vehicles (Note: All children under 4’9”must use an approved child restraint system and be seated in the backseat, whenever possible.)
   3. Air transportation (commercial only)
   4. Rental car (requires superintendent or designee approval)

4. Complete names and addresses of adult chaperones. Chaperones must be of both genders when students of both genders are participating in the field trip. 
   1. For all trips that involve non-commercial water or air transportation, and international travel, appropriate insurance coverage must be arranged through the district administrator in charge of insurance. 
   2. When district students are traveling to an area where services such as medical and law enforcement may not be equivalent to USA standards, the student’s parent/guardian(s) must be notified and must sign a release. This release will hold the district harmless. 
   3. The student’s parent/guardian(s) should also be assured that in the event of an emergency, the district teacher/advisor in charge of the trip is responsible to ensure every reasonable attempt is made to mitigate the circumstance. It will be the school administrator’s responsibility to coordinate and assure acquisition of appropriate insurance coverage, including liability and health or special coverage.
   4. Failure to address special insurance needs with participants, or to assist in securing appropriate coverage, shall result in the cancellation of the travel, excursion or event.

 

II. After trip approval and prior to departure

1. Obtain signed parent/guardian(s) permission/medical authorization forms. These must be on file in the school office.
   1. A written description of the trip must be sent to parent/guardian(s) along with permission form.
   2. Parent/guardian(s) must be notified if using private vehicles.
   3. Student conduct on field trips must be the same as when in school.

2. Immediately upon trip approval, notify the school nurse so that student medical needs can be researched and addressed.

3. Adult Supervision: A minimum of one adult per every ten students is required for all field trips except Activity Trips. It is recommended that schools attempt to provide a 1:5 ratio for primary students whenever possible. If the large group separates into smaller ones, each small group must have at least one cell phone with them to facilitate communication.

4. Volunteer Chaperones: All groups on field trips are to be under the direction and control of a teacher or coach/advisor. Volunteers to assist teachers need to be cleared (including Washington State Patrol background check) by the Human Resources department once every two years.

5. Cancelled Trips – Use of Funds: If a trip is not approved or cancelled, identifiable donors will have their contributions returned upon request. Any remaining monies will be deposited in the ASB fund.

III. Types of Trips

1.  Local Field Trips – Trips that take students away from school premises and are within the Stanwood-Camano School District. If using district transportation, confirmation for a bus will come from the Transportation Department.  Final approval for local field trips rests with the school administrator. 

2. Activity Day Trips – Day trips in which students perform or participate in some activity, such as athletic events, within the state of Washington. Final approval for activity trips rests with the school administrator or activities/athletic director.

3. Overnight and/or Extended Field Trips – Trips that require students to be away overnight or trips that take students outside the boundaries of Washington state. Final approval requires school board action prior to any financial commitment and paperwork must be submitted at least 45 days before the departure date. Extenuating circumstances should be brought to the attention of the superintendent or designee. All overnight field trips will be optional for students. Outdoor education experiences fall into this category (see below).
   1. Trips must contain educational value consistent with the goals of the district.
   2. Every effort should be made to restrict extended field trips to non-instructional days (exceptions may include secondary field and outdoor education experiences).
   3. Student conduct requirements must be consistent with school board policy.
   4. Trips must generally be at no cost to the district. Fundraising activities must be consistent with school board policy.
   5. In respect to student safety and liability concerns, all overnight trips should include provisions for lodging in commercial establishments, school facilities, college dorms and the like, but should not include lodging in private homes and/or residences.

4. Secondary Field Experiences – These experiences are defined as a course of study, which includes a component that provides on-the-job training experiences in local businesses or industries, or attendance at a school other than the home school for part of the school day. When transportation for these experiences is not available, principals will advise parent/guardian(s) of their responsibility for student transportation.

5. Non-District Sponsored Educational Tours – Individuals who conduct extended educational tours for students during non-school time will be required to clearly state in writing to parent/guardian(s) and students in advance of registration that such tours are neither sponsored nor endorsed by the school district. Such individuals, if an employee of the district, will further expressly state that they are not acting in his/her capacity as an employee or as an agent of the district. In addition, parent/guardian(s) of students in the tour must sign a letter of understanding in which the parent/guardian(s) of the student agree that the tour is not approved, endorsed, or otherwise sanctioned by the district; and participants and their families release the district from any liability associated with such tours. 
   1. Individuals must obtain Board approval to invite students for participation, working with the Teaching and Learning department.
   2. Individuals will not use school time to promote or research activities or tours.
   3. A poster advertising tours may be displayed but only on school bulletin boards consistent with the principal’s instruction and the district approval process for such postings, including a disclaimer stating that “the activity is not district sponsored.”
   4. Non-promotional announcements may, at the building principal’s discretion, be included in school newsletters or announcements.
   5. The school may provide for use of a room, outside the student’s school day, for planning consistent with school board policy and procedures for use of school facilities.

6. Outdoor Education
   1. The outdoor education plans for the coming school year will be presented to the Board for approval at the beginning of the school year.
   2. All staff to be involved will be notified of plans after Board approval.
   3. The proposed curricula for the outdoor education school will be presented to teachers at least one month prior to departure.
   4. Information to parent/guardian(s) regarding fees and waivers or reductions (if offered), special clothing, dates, supervision of proposed activities, and other related information will be sent to parent/ guardian(s) at least one month prior to the trip. The parent/guardian(s) must sign a permission form.
   5. If feasible, parent/guardian(s) may opt to have their child participate in daytime activities only.
   6. Students who do not elect to attend will engage in meaningful learning experiences at school.
   7. Students must purchase accident insurance or have family accident insurance.
   8. If the district can absorb the cost or has access to funds to cover waivers or reductions, students who are unable to pay the fee may be granted a waiver or reduction if they meet the USDA Child Nutrition Program guidelines.

7. International Travel: International travel sponsored by the district is generally not allowed. If an exception is made, approval of international travel is subject to the United States Department of State travel warnings. Travel warnings are issued when the state department decides, based on all relevant information, to recommend that Americans avoid travel to a certain country. District travel to Canada and Mexico will be approved unless either country is identified through a travel warning. No district sponsored international travel will be approved to any other country as long as the worldwide caution is in effect.
   1. The staff member must submit to the principal a written request for approval, including purpose, supervision, itinerary, cost, housing, and student costs six months before the date of the trip and before any fundraising begins or deposits are placed for the trip.
   2. After approval by the principal, all requests for both single and multi-school trips will be approved by the superintendent at least one week prior to the board meeting.
   3. The staff member should attend the board meeting to answer any questions from the board.
   4. After approval by the board, a written description of the international, overnight field trip will be sent to the parent/guardians. All such international trips are optional. Parent/guardian permission is required.
   5. All signed approval forms and trip records will be kept on file at the school.
   6. Staff members and sponsors will obtain competitive pricing to ensure maximum student participation at the lowest possible cost.

 

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Adoption Date: 06.17.03

Stanwood-Camano School District

Revised: 08.05.08; 01.17.17; 3.17.26