6153.1

Policy

 

Students

 

Field Trips

 

Long Distance and Over Night Travel

 

The Board recognizes that valuable experiences can be gained by participating in field trips and that on occasion it may be necessary to travel some distance or stay over night on these trips.  The Board of Education shall, however, approve all school sponsored student travel which will cause the student to travel more than 200 miles from Ashland or which will result in an over night stay.  Board approval should be requested prior to any plans being made, fund raising (if necessary) taking place, or discussions with students being held.

 

In considering overnight or long distance travel the board shall first consider the necessity of the trip.  The board may approve the travel when:

 

a)       The travel is a result of district or state competition for an approved student activity; or

b)       The opportunities to participate are extraordinary and the same opportunities do not exist within a proximity to Ashland that would not require overnight or long distance travel.

 

The board shall make a determination on the necessity of overnight travel. The district shall minimize the amount of travel done by student groups to reduce the amount of fundraising required by organizations, to minimize the loss of school time and to reduce the district's liability for students when they are under the district's care and custody over night. The Board may, however, permit over night or long distance travel and will consider the following issues:

 

a.       The event is more than a one day event and as a result, to save travel costs, save time spent in travel or in order to participate in the entire event it is necessary to stay overnight;

b.       The types of activities that may be taking place before or after the main event for which the group is traveling are valuable enough to warrant lengthening the stay;

c.       The departure time for the event would be prior to 6:00 AM or the arrival home is anticipated to be after 12:00 Midnight;

d.       The arrival home will not unreasonably impact a Sunday, holiday or other family time; and/or

e.       The travel will be taken during a period of time when traveling conditions can deteriorate due to poor weather.

 

The Superintendent or his/her designee may approve an overnight stay if prior permission of the board cannot be reasonably obtained or due to an emergency situation such as vehicle breakdown, poor travel conditions, postponement of activities or other reasons of an emergency nature or beyond the control of the district or its staff.

 

Final details and plans shall be approved by the Superintendent of Schools prior to departure of any groups.  The Superintendent shall implement regulations for long distance and over night trips.

 

 

Approved: July 16, 1990

Revised: April 4, 2005

 


 

6153.1

Regulation

 

 

Students

 

Field Trips

Long Distance and Over Night Travel

The sponsor of a long distance or over night field trip shall seek approval for planning from the Board of Education prior to any plans being made.  At least two weeks prior to departure the following items shall be presented to the Superintendent of Schools.  No sponsor will travel with any student group unless final approval has been granted by the Superintendent.  Items to be submitted will include:

 

A) An itinerary of the trip

B) Summary of costs and funding source(s)

C) Identification of mode of transportation

D) List of students traveling

E) List of sponsors

F) Plan for supervision

G) Eligibility standard for participation

The following conditions must be met prior to departure.

 

A) All necessary arrangements shall have been made and confirmed.

B) All necessary funds shall be raised.

C) Only public transportation will be used. Travel in private vehicles must be approved by the Superintendent.

D) At least one sponsor will attend for every fifteen (15) students.

E) At least one school employee will sponsor and the school employee will be designated as the primary sponsor.

F) A careful plan of supervision will be made and the primary sponsor will review that plan with the other sponsors.

G) A minimal disruption of instructional time will take place.

H) No funds earned by the organization through soliciting or selling shall be used for trips of a non-instructional nature. Soliciting shall refer to funds raised by requesting donations within the community from organizations or individuals. Selling shall refer to the sale of an item or items for the purpose of earning a profit. Selling of items within the organization and/or ticket sales from events of an entertainment nature will be permitted fundraising for field trips of a non-instructional nature.

 

 

Approved:  July 16, 1990