Board Policy School Sponsored Trips

Transcription

1 Board Policy School Sponsored Trips Instruction BP 6153 The Governing Board recognizes that school-sponsored trips are important components of a student's development. They fall into two categories: (1) those related to the instructional program (Instructional Trips), (2) other trips for students with a school-affiliated group. Where possible, Schools are encouraged to use buses as the mode of transportation for these trips. Student participation in instructional trips may or may not be voluntary and no costs may be charged to any individual student. District general funds may be used to cover the costs of these trips. In addition, funds to meet the costs of these trips may be raised by donations or fund-raising, through approved activities, by organizations, entities, or individuals. Participation in other trips is voluntary. Examples of "other" trips are included in the administrative regulations. The costs will be paid from sources other than district general funds. Although funds may come from donations and schoolrelated support groups, the Board encourages the members of the participating group to obtain the funds through group endeavors. No otherwise eligible member of a participating group may be excluded if that member participated in the fund-raising activities of the group designed to pay the costs of the field trip. Staff and students are encouraged to plan all trips so that no more than one day of instruction will be missed by students, and the trip is within 100-mile distance of the district. Special trip expense funds may be established when necessary for fund-raising purposes. (cf Solicitation of Funds from and by Students) (cf Extra-curricular and Co-curricular Activities) All trips involving out-of-state or overnight travel shall require the prior approval of the Board. Other trips may be approved by the Superintendent or designee. Principals shall ensure that teachers develop plans which provide for the safety of students and their proper supervision by certificated staff on all schoolsponsored trips. Other school employees and parents/guardians also may

2 participate in this supervision and may be asked to attend preparatory training sessions and/or meetings. Students with special needs may require additional adult support per the student's IEP. The ratio of adults to students on school-sponsored trips shall be at least one adult per five students, grades TK-2 and one adult per 10 students, grades 3-12, with a minimum of two adults is required for continuous monitoring of students. If the trip involves water activities, this ratio shall be revised to ensure closer supervision of elementary grade students, appropriate to their ages. (cf Transportation for School-Related Trips) (cf Insurance) Study Trips In advance of a study trip, teachers shall determine educational objectives which relate directly to the curriculum. Principals shall ensure that teachers develop plans which provide for the best use of students' learning time while on the trip. Teachers also shall provide appropriate instruction before and after the trip. Legal Reference: EDUCATION CODE 8760 Authorization of outdoor science and conservation programs First aid equipment: field trips Excursions and field trips Provision for medical or hospital service for pupils (on field trips) Transportation by chartered airline Transportation of students Liability when pupils not on school property Duties of pupils; authority of teachers BUSINESS AND PROFESSIONS CODE Travel promoters Sellers of travel Educational travel organizations Management Resources: WEB SITES American Red Cross: California Association of Directors of Activities: U.S. Department of Homeland Security: Policy SAN JOSE UNIFIED SCHOOL DISTRICT adopted: September 20, 2001 San Jose, California

3 revised: February 27, 2003 revised: September 4, 2008 revised: May 23, 2013 Administrative Regulation School-Sponsored Trips Instruction AR 6153 All planned trips away from school grounds including athletic trips and outdoor education programs are subject to this regulation. In the event that athletic competitions exceed the 100-mile radius and/or include an overnight stay, this regulation applies. Students must have written parental permission in order to participate in trips requiring transportation. (Education Code 35350) The district shall provide an alternative educational experience for students whose parents/guardians do not wish them to participate in a trip. General Procedures 1. Trips taken within Santa Clara County, the teacher must secure approval of the principal prior to the activity. 2. All trips taken beyond Santa Clara County and within a 100-mile radius of the school, the teacher must secure approval of the Principal and the Superintendent or designee, two weeks prior to departure. An itinerary of the trips is to be maintained in the school office. 3. All trips beyond the 100-mile radius, an overnight trip, regardless of distance, or is out-of-state, Governing Board approval is required. a. Procedures and time requirement must be followed to place the request on the Board agenda one month prior to the date of the trip. b. Athletic competition activities are restricted to grades (Special appeals to this guideline may be made on a case-by-case basis.) Exception: Out-of-state trip requiring fundraising over $5,000 requires approval by the Board four months prior to the activity. Insurance Coverage

4 Student accident insurance is provided to meet the California Education Code requirements for insurance coverage. The California Education Code requires that all students must have insurance to go on field trips. San Jose Unified School District provides this coverage on all one day field trips when there is direct and immediate supervision by school personnel. This means approximately one adult supervising ten students at all times. Safety and First Aid All other field trips must have additional insurance purchased through the Risk Management Department prior to the field trip. The short term (24 hour) coverage provides excess accident and acute illness medical coverage and accidental death and dismemberment coverage for students participating in school sponsored and supervised activities involving overnight travel and/or periods without direct and immediate school supervision. There is a small rate for this coverage. Coverage consists of basic and catastrophic injury benefits. 1. While conducting a trip, the teacher, employee or agent of the school shall have the school's first aid kit in his/her possession or immediately available. (Education Code 32040, 32041) 2. Whenever trips are conducted in areas known to be infested with poisonous snakes: a. The first aid kit taken on the trip shall contain medically accepted snakebite remedies. (Education Code 32043) b. The trip shall be accompanied by a teacher, employee or agent of the school who has completed a first aid course which is certified by the American Red Cross and which emphasizes the treatment of snakebites. (Education Code 32043) 3. Before trips of more than one day, the principal or designee shall hold a meeting for staff, parents/guardians and students to discuss safety and the importance of safety-related rules for the trip. For non certificated adults who will assist in supervising students on the trip, the principal or designee may also hold a meeting to explain how to keep appropriate groups together and what to do if an emergency occurs. 4. Student's medical forms should be reviewed before trip for special needs. Supervision 1. Students on approved trips are under the jurisdiction of the Board and subject to school rules and regulations. 2. Teachers or other certificated personnel shall accompany students on all

5 trips and shall assume responsibility for their proper conduct. 3. Before the trip, teachers shall provide any adult chaperones who may accompany the students with clear information regarding their responsibilities. 4. Health and medical insurance information must accompany trip leader(s) 5. At least one adult per five students, grades TK-2 and one adult per ten students, grades 3-12, with a minimum of two adults is required for continuous monitoring of students. Students with special needs may require additional adult support per the student's IEP. 6. Teachers and chaperones shall not consume alcoholic beverages or use controlled substances while accompanying and supervising students on a trip. 7. When a trip is made to a place of business or industry, the teacher shall arrange for an employee of the host company to serve as conductor. Funding No student shall be prevented from making a trip because of a lack of sufficient funds. No trip shall be authorized if any student would be excluded from participation because of a lack of sufficient funds. (Education Code 35330) All funds raised toward a given trip and not utilized by individual students for that particular trip should revert to the scholarship fund. Examples of other educational trips for which students may be assessed charges: 1. Transporting students to be spectators at school contests or competitions. 2. Trips after school and on weekends by clubs and/or student groups to museums, parks and other locations. 3. Minimum district insurance coverage will be included in the trip cost. Instructional Time 1. Educational trips may take no more than three instructional days. Trips requiring more than three days will be considered by the Board on a case-bycase basis. 2. It is recommended that extended trips be taken during winter, spring and summer breaks, Trip Approval

6 1. The principal shall approve or disapprove the request and notify the teacher. If the trip is disapproved, the principal should state the reasons. 2. Principals may exclude from the trip any student whose presence on the trip would pose a safety or disciplinary risk. 3. Principals shall approve no activities which they consider to be inherently dangerous to students or to pose unacceptable, unmitigated risks. 4. A parent/guardian permission statement must be secured from the parent/ guardian in advance for any educational trip: a. The principal may authorize participation if telephone approval from the parent/guardian has been received for local trips only. b. A written confirmation of telephone approval will be sent to the child's parent/guardian. Blanket Approvals Principals or designees will prepare and forward a completed educational trip form for a "blanket" approval request from the Board whenever it is anticipated that a school athletic team or other student group will place in semi-final or final competition and for completion of special preapproved projects. The dates for these qualifying activities are not known in advance. 1. Athletic tournaments 2. Agriculture and other educational projects 3. Other: Camp Campbell/Walden West, state, national and international competitions Educational Expectations and Structure for Out-of-State Trips 1. Educational trip structure must meet with the following criteria: a. Pre-activities: (1) Student behavior and eligibility (a) It is expected that students have demonstrated personal responsibility and positive behavior during the period preceding the activity. Whenever there is a question regarding the student's ability to behave responsibly during an educational trip, the student's eligibility may be addressed by a Review Committee as necessary.

7 (b) District behavior policies shall be fully enforced and implemented: * 1st offense - warning * 2nd offense - call home by student and trip leader * 3rd offense - student goes home at parent's expense (c) Immediate Go Home Behavior * Drugs, alcohol, weapon possession * Person/property damage * Unauthorized diversion from trip itinerary (unsupervised areas off hotel grounds) (d) A behavior contract must be signed by parent/guardian acknowledging guidelines. (2) Teacher approval on field trip form must be obtained. Credit for make-up assignments to be given upon completion of work (2 weeks upon return). (3) Teacher leader establishes educational guidelines, format and itinerary of trip and submits his information in writing to site administrator, attached to request for Board approval. (4) Site administrator approves the activity and forwards request to the Superintendent or designee, within Board-approval timelines. (5) Introductory letter to parents or guardians and/or meeting is held, preceded by a public announcement to all students. (a) The information provided to parents/guardians is to contain the following: Itinerary, dates, cost and scholarship availability and eligibility, payment dates, fund-raising activities, standards for trip, including medical, behavioral, educational expectations, and sponsoring company policies. (b) Any applicable deadlines. (6) Trip leader holds an educational orientation meeting prior to departure. (7) Additional insurance must be purchased if a student does not have insurance. (8) When participating in an activity that holds risks and dangers, (i.e. kayaking,

8 biking) a Waiver Release and Indemnity form will be signed by parent releasing San Jose Unified of all liability while participating in this activity. 2. Educational Expectations: The following minimum accountability is required for all trips taken during instructional time and is also highly recommended for trips taken during vacation time: a. Students may keep a daily student trip journal to reflect educational experiences. b. It is mandatory that each student participate in all activities listed on the approved itinerary. 3. Evaluation a Trip leader will maintain evidence of successful completion of itinerary to include daily student journals and other documentation available upon request. b. Trip leader may provide an optional photo display. Fees and Fund-Raising 1. If there is a request for a trip that involves an extended distance, such as Washington, D. C. and/or an absence of several days from instruction by students, the Board must give approval before any plans to implement the request are initiated. A request for such a trip should be submitted to the Superintendent or designee four months before the trip is to take place. a. No fund-raising shall begin until approval has been obtained from the Board. b. Written parent/guardian permission slips are required for all trips requiring Board approval. c. Health information form must be completed prior to trip. d. Out-of-state and overnight trips will require minimal medical insurance, as facilitated by the district. e. Waiver is required. 2. A first aid kit needs to accompany each trip leader for all trips. 3. A first aid kit needs to accompany each trip leader for any trip requiring Board approval. Qualifications for Out-of-State Trip (Leader(s))

9 1. Must be a district certificated employee. 2. Site-based, experienced teachers will be given priority. 3. Knowledge of district field trip policies and guidelines as determined by site administrator. Inservice 1. Inservice will be provided for certificated staff without prior out-of-state experience and who are interested in becoming out-of-state trip leaders. 2. Inservice will be provided for teachers and on-site and off-campus coaches regarding Board policy and administrative guidelines for educational trips. Transportation 1. Procedures for use of private cars to transport students on trips: a. Written notification of the assumption of liability by the driver must be on file at the school office prior to the trip. b. Volunteer drivers and school staff must show proper vehicle insurance ($100,000/$300,000) before driving on a field trip. Insurance papers must be kept on file in the school office for all field trips drivers. c. For trips over 100 miles or out of state, proper vehicle insurance of $100,000-$300,000 must be shown. Certificate of Insurance must be attached to the Volunteer Driver Form d. The number of passengers per vehicle shall not exceed the number of seat belts provided and these must be used. e. Once per year, drivers licensed by the State of California who transport students must provide a copy of their driving record as issued by the Department of Motor Vehicles. f. A release of liability form will be signed by the parent/guardian transporting students and licensed by the State of California who meets minimum requirements described in a-d above. g. A release of liability form will be signed by the parent/guardian of students riding with drivers transporting students who meet minimum requirements described in a-d above. h. Students are not permitted to drive other students to school sponsored

10 events. Students must have written parental permission in order to participate in trips requiring transportation. (Education Code 35350) The district shall provide an alternative educational experience for students whose parents/guardians do not wish them to participate in a trip. The Superintendent or designee is authorized to approve some educational trips on a case-by-case basis with supporting documentation, whenever the Board approval time lines cannot be met. Regulation SAN JOSE UNIFIED SCHOOL DISTRICT approved: September 20, 2001 San Jose, California revised: February 27, 2003; revised: September 4, 2008 revised: May 23, 2013