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Castro Valley USD |  AR  6153  Instruction

School-Sponsored Trips   

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The following procedures are to be followed in the planning, evaluation, and approval processes for each of the trip categories in Board Policy 6153.

Notes:

1. Timeline requirements may be waived, upon approval, by the superintendent or designee, when unpredictable circumstances dictate such exceptions (e.g., students unexpectedly win a local competition and qualify for regional or national competition the following week.)

2. The planning for course related trips (i.e., required field trips) shall include arrangements to provide financial help for students with a demonstrated financial need. No student will be denied participation based on lack of funding.

3. All school trips requiring bus services shall go through the district transportation department and shall use district busses or district-approved charter services.

a. Declaration of Driver of District Students: This form is required to establish the responsibility of adults who volunteer to use their personal or rented vehicles to drive students on school-sponsored field trips. This form clearly states that the driver's liability insurance policy is the primary insurance in case of an accident. The district's liability policy would be used only after the driver's policy limits have been exceeded.

b. Waiver for Student Drivers (18 Years or Older): This form is required when a student 18 years or older must drive to an event. The parent/guardian must also sign the form. The student may drive only himself/herself.

4. Parent chaperones providing supervision on school trips are not permitted to bring along siblings of trip attendees or any other children.

Category 1 - Day Field Trips/Athletic Trips

1. This trip category includes trips within a 100 mile radius of the district.

2. Approval Process: The planning, evaluation, and approval process is conducted at the site level. Proposals are to be submitted to the principal on a Request Authorization for Field Trip/Excursion form. The educational value, as it relates to the specific course or grade, must be stated on the request.

3. Approval Timeline: Request/Authorization for Field Trip form (page 1) shall be completed and submitted to principal a minimum of 45 days prior to the trip. Page 2 of form and any other required forms, arrangements, approvals and plans shall be finalized a minimum of 30 days prior to the trip.

4. Administrative Responsibilities: The principal is responsible for overseeing the planning, evaluation, and approval process.

5. Funding Determination: Sources of funding must be identified in the proposal. The principal is responsible for approval of all funding sources including, but not limited to, site field trip allocations, ASB funds, student and/or community raised funds. Funding shall not exceed $250 per student. (paid by district, site, or donations)

6. Supervision Requirements: All trips must be supervised by a minimum of two school staff or school staff with parent support, and a minimum of one adult for every 15 students. The staff member in charge has the primary responsibility for all aspects of the trip. Staff and other supervisors are responsible for supervision from the time the group leaves until they return. Duties and responsibilities of the supervisors or chaperones are to be determined and communicated in advance. Verification that the Megan's Law screening process has been applied to any individual who is volunteering or is transporting students on a field trip or excursion. Fingerprint clearance for the purpose of a criminal record check as required for volunteers on an overnight field trip or excursion.

7. Specific Issues and Considerations:

a. Request/Authorization for Field Trip form (Page 1) must be completed and submitted to site principal 45 days prior to the trip. Page two of form and all other relevant request forms must be completed and submitted to site principal 30 days prior to the trip.

b. Detailed itineraries are to be prepared and distributed to parents/guardians and administrators.

c. Staff has the right and responsibility to make all decisions related to the trip, including behavioral expectations, eating arrangements, and other trip details.

d. Permission slips and medical forms for the trip must be obtained for each student participant.

e. Plans should be made for students requiring the administration of medication or other special needs such as life threatening conditions. In some instances, parents/guardians may be asked to accompany the student but are not required to attend.

f. Students must travel to and from the event on school provided or arranged transportation (e.g., school bus, district approved charter, public, private, commercial) unless other arrangements have been made and approved in advance and all permission, liability, and documentation issues have been finalized.

g. The staff member in charge shall have a cell phone and first aid kit available at all times.

h. All regular school and co-curricular/extra-curricular rules and procedures apply to all aspects of the trip.

Category 2 - Extended Co-Curricular/Extra-Curricular Trips

1. This trip category includes any overnight trip off the school campus.

2. Approval Process: The planning, evaluation, and approval process is first conducted at the site level. Proposals are to be submitted to the principal on a Request/Authorization for Field Trip/Excursion form. The educational value, as it relates to the specific course or grade, must be stated on the request. After site approval, the request shall be forwarded to Educational Services for district approval.

3. Approval Timeline: Request/Authorization for Field Trip form (Page 1) shall be completed and submitted to site principal a minimum of two months prior to the trip. Page 2 of form and any other required forms, arrangements, approvals, and plans shall be finalized a minimum of 30 days prior to the trip.

4. Administrative Responsibilities: The principal is responsible for overseeing the planning, evaluation, and approval process at the site, then forwarding the request to Educational Services for review and final approval by the Board of Education.

5. Funding Determination: Sources of funding must be identified in the proposal. The principal is responsible for approval of all funding sources including, but not limited to, site field trip allocations, ASB funds, student and/or community raised funds. Funding is in excess of $250 per student. (paid by district, site, or donations)

6. Supervision Requirements: All trips must be supervised by a minimum of two school staff or school staff with parental support, and a minimum of one adult for every 10 students if an overnight trip, and a minimum of one adult for every 15 students if a day trip. The staff member in charge has the primary responsibility for all aspects of the trip. Staff and other supervisors are responsible for supervision from the time the group leaves until they return. Duties and responsibilities of the supervisors or chaperones are to be determined and communicated in advance. Same sex supervisors (e.g., an all-female student group requires a female supervisor/chaperone) must be assigned to the trip. Verification that the Megan's Law screening process has been applied to any individual who is volunteering or is transporting students on a field trip or excursion. Fingerprint clearance for the purpose of a criminal record check as required for volunteers on an overnight field trip or excursion.

7. Specific Issues and Considerations:

a. Request/Authorization for Field Trip form (Page 1) must be completed and submitted to site principal two months prior to the trip. Page 2 of form and all other relevant request forms must be completed and submitted to site principal 30 days prior to the trip.

b. Detailed itineraries are to be prepared and distributed to parents/guardians and administrators.

c. Staff has the right and responsibility to make all decisions related to the trip, including behavioral expectations, eating arrangements, and other trip details.

d. Permission slips and medical forms for the trip must be obtained for each student participant.

e. Plans should be made for students requiring the administration of medication or other special needs such as life threatening conditions. In some instances, parents may be asked to accompany the student but are not required to attend.

f. School provided or arranged transportation (e.g., school bus, district approved charter, public, private, commercial) is to be used unless permission is granted in advance by the principal for the use of private transportation. If private transportation is used, the proper parental permission must be obtained in writing.

g. The staff member in charge shall have a cell phone and first aid kit available at all times.

h. All regular school and co-curricular/extra-curricular rules and procedures apply to all aspects of the trip.

i. If the trip is within driving distance of the school, parents/guardians may opt to have students be involved in the daytime activities only (no overnight stay). Parents will be responsible for transportation between the home and the trip destination/site.

j. Extended field trips that are part of an academic course and take place during school time must have, in the trip plan, arrangements for meaningful learning experiences at the school site for students who do not take part, for pre-approved reasons, in the overnight trip.

Category 3 - Out of State Trips

1. This category includes any trip located outside California.

2. Approval Process: The planning, evaluation, and approval process is first conducted at the site level. Proposals are to be submitted to the principal on a Request/Authorization for Field Trip/Excursion form. The educational value, as it relates to the specific course or grade, must be stated on the request. Preliminary approval is the responsibility of the principal.

The recommendation for approval is then forwarded to Educational Services who will review, and if approved, forward to the Board for final approval.

3. Approval Timeline: The Request/Authorization for Field Trip form (Page 1) shall be completed and submitted to site principal for preliminary approval a minimum of three months (out of state) or four months (out of country). Page two of form and any other required forms, arrangements, approvals and plans shall be finalized a minimum of 30 days prior to trip.

4. Administrative Responsibilities: The principal is responsible for overseeing the planning, evaluation, budgeting, and preliminary approval process at the site, then forwarding the request to Educational Services and the Board of Education for final approval.

5. Funding Determination: Sources of funding must be identified in the proposal. The principal is responsible for approval of all funding sources including, but not limited to, site field trip allocations, ASB funds, student and/or community raised funds.

6. Supervision Requirements: All trips must be supervised. The number of coaches/advisors/chaperones shall be determined according to the complexity and type of activity, with a minimum of two school staff or school staff with parental support, and a minimum of one adult for every 10 students. The staff member in charge has the primary responsibility for all aspects of the trip. Staff and other supervisors are responsible for supervision from the time the group leaves until they return. Duties and responsibilities of the supervisors or chaperones are to be determined and communicated in advance. As the activity risks increase so does the number of supervisors. Supervisors are to be informed of the duties and expectations prior to departure on the trip. Same sex supervisors (e.g., an all-female student group requires a female supervisor/chaperone) must be assigned to the trip. Verification that the Megan's Law screening process has been applied to any individual who is volunteering or is transporting students on a field trip or excursion. Fingerprint clearance for the purpose of a criminal record check as required for volunteers on an overnight field trip or excursion.

7. Out-of-State/Foreign Travel Agreement: This form is to be used for any field trip or excursion out of California or to a foreign country.

8. Specific Issues and Considerations:

a. Request Authorization for Field Trip/Excursion (pgs. 1-2) must be completed and approved.

b. Itineraries are to be prepared and distributed to parents and administrators.

c. Staff has the right and responsibility to make all decisions related to the trip, including behavioral expectations, eating arrangements, and other trip details.

d. Permission slips and medical forms for the trip must be obtained for each student participant.

e. Plans should be made for students requiring the administration of medication or other special needs such as life threatening conditions. In some instances, parents may be asked to accompany the student but are not required to attend.

f. School provided or arranged transportation (e.g., school bus, district approved charter, public, private, commercial) is to be used unless permission is granted in advance by the principal for the use of private transportation. If private transportation is used, the proper releases, parental permission, and liability insurance must be obtained.

g. The staff member in charge shall have a cell phone and first aid kit available at all times.

h. All regular school and co-curricular/extra-curricular rules and procedures apply to all aspects of the trip.

i. If the trip is within driving distance of the school (i.e., Reno, Nevada), parents may opt to have students be involved in the daytime activities only (no overnight stay). Parents will be responsible for transportation between the home and the trip destination/site.

j. Extended field trips that are part of an academic course and take place during school time must have, in the trip plan, arrangements for meaningful learning experiences at the school site for students who do not take part, for pre-approved reasons, in the overnight trip.

k. Lists of special equipment, clothes, or supplies needed by the participants are to be distributed to parents, in advance, with required approval pages and itinerary.

Non-School Sponsored (Private) Trips

These are independent trips and are not approved or sponsored by Castro Valley Unified School District. Any staff member involved is acting as an individual, not as an employee of the school district. Such trips are not funded by the school district, are not related to course grades or credit, and are not subject to normal school rules and requirements. An example is a non-school sponsored summer study trip to a foreign country that is organized by a travel company.

The principal must be informed about any non-school sponsored trip. Organizers must ensure that:

1. Parents and students are to be clearly informed, in writing, that the trip is not school sponsored, that the school district is not responsible for any costs of the trip, that the school district is not legally liable for any claim or injury arising out of, related to or incurred during the trip, and that school rules and requirements do not apply.

2. The school or district's name may not be used in promotion of the trip.

3. Staff members may not take paid or instructional time to organize or conduct such trips. No fundraising may take place at school unless the facilities are rented.

4. No district communication sources, supplies, or equipment may be used by staff members in planning, promoting or conducting such trips unless advertisements are paid for and/or equipment has been rented.

5. School facilities may be used for planning or promotion of such trips only in accordance with district facility use policies pertaining to use by outside organizations.

6. Non-school trips may not take place during school hours.

Special Forms

1. Voluntary Field Trip Permission Form and Medical Authorization (Multiple Trips): This is a "blanket" permission form and may be used when multiple trips will be made for the same purpose (i.e., athletic events, competitions). A list of scheduled trips, including dates and locations, must accompany the form for the parent/guardian signature.

2. Special Services/Mid Alameda County SELPA - K-12 Voluntary Field Trip Permission Form and Medical Authorization: This form is to be used for students with special needs who may need to be transported to different locations in the community, i.e., to receive community-based instruction and/or orientation and mobility services in accordance with a child's Individual Education Plan (IEP).

3. Voluntary After-School Sports for K-8 Students - Permission Form and Medical Authorization: This form is to be completed by participants in the K-8 Inter-School Athletics program. A separate form should be completed for each sport and kept at the school site for emergency purposes.

4. K-8 Inter-School Athletics - Student Roster: This form is used in conjunction with the K-8 Inter-School Athletics program. It should be kept at the site for emergency purposes.

Please see district material at the district office for "School Trip Matrix"

List of Forms for Field Trips

Exhibit 1: Request/Authorization for Field Trip

Exhibit 2: Voluntary Field Trip Permission Form and Medical Authorization (Student)

Exhibit 3: Request for Use of School Bus/Field Trip

Exhibit 4: Voluntary Field Trip Form and Medical Authorization for Adult Chaperone

Exhibit 5: Class Field Trip Lunch Order Form

Exhibit 6: Voluntary Field Trip Permission Form and Medical Authorization (K-12 Special Services Department)

Exhibit 7: Out-of-State/Foreign Travel Agreement

Exhibit 8: Personal Vehicle Use Form

Exhibit 9: Waiver for Student Drivers (18 years or older)

Exhibit 10: Voluntary After-School Sports for K-8 Students Permission Form and Medical Authorization

Exhibit 11: K-8 Inter-School Athletics - Student Roster

Exhibit 12: Voluntary Activities Permission Form

Exhibit 13: Authorization to Text Message

Regulation CASTRO VALLEY UNIFIED SCHOOL DISTRICT

approved: December 11, 2014 Castro Valley, California