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Santa Clara USD |  AR  6153  Instruction

School-Sponsored Trips   

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District Sanctioned Excursions Outside the State

The principal or designee shall prepare a proposal for presentation to the Governing Board. The proposal shall first be submitted to the line officer in a timely fashion to allow for adequate administrative review and scheduling as a planning item and as an action item at the earliest possible Board meeting. The principal or designee shall submit the request to the Board the purpose and itinerary of the excursion shall be clearly stated and shall include a listing of all student and adult participants.

No expenses of students, parents/guardians or volunteers shall be paid by school district funds, except for the salaries of supervisors or other district personnel should the excursion occur on regular attendance days.

Apportionment Attendance

If the school-sponsored trip or excursion is during regular attendance days, attendance shall be considered for attendance for apportionment from the State School Fund in the fiscal year. Credited attendance shall not exceed 10 school days except in the case of students participating in a trip or excursion in connection with courses of instruction, or school related educational activities, and which are not social, cultural, athletic or school band activities.

All School-Sponsored Trips-Contract Requirements

The Superintendent or designee shall approve contracts and enter into agreements for school-sponsored trips. Employees of the district may not enter into contracts or agreements authorizing school-sponsored trips.

District staff shall inform all vendors representing educational travel organizations that they may not arrange a travel program before the district has first entered into a written contract with the organization.

The Superintendent or designee shall ensure that each written contract with an educational travel organization includes all of the following: (Business and Professions Code 17554)

1. The travel organization's name, trade or business name, business address, business telephone number, and a 24-hour emergency contact number.

2. An itemized statement which shall include but not be limited to:

a. Services to be provided as part of the program

b. Agreed cost for the services

c. A statement as to whether or not the educational travel organization maintains insurance that supplies coverage in the event of injury to any student traveler, including the type and amount of coverage, the policy number and issuer, and the name and telephone number of the person or organization which is able to verify coverage

d. Any additional costs to students

e. The qualifications, if any, for experience and training that are required to be met by the educational travel organization's staff who shall accompany students on the educational travel program

3. A written description of the educational program being contracted for, including copy of all materials to be provided to students

4. The number of times the educational travel program or a substantially similar educational travel program proposed by the contract has been conducted by the organization and the number of students who completed the program

5. The length of time the organization has either been arranging or conducting educational travel programs and, at the option of the organization, other travel services with substantially similar components

6. The name of each owner and principal of the organization

7. A statement as to whether any owner or principal of the organization has had entered against him/her any judgment, including a stipulated judgment or order, has made a plea of nolo contendere, or been convicted of any criminal violation in connection with the sale of any travel services for a period of 10 years predating the contract


Students and employees on school-sponsored trips are under the jurisdiction of the district and shall be subject to district and school rules and regulations.

The Superintendent or designee shall ensure that adequate supervision is provided on all school-sponsored trips and that there is an appropriate ratio of adults to students present on the trip. If the trip involves water activities, this ratio shall be revised as necessary.

Parent/Guardian Permission

Before a student can participate in a school-sponsored trip, the teacher shall obtain parent/guardian permission for the trip. Whenever a trip involves water activities, the parent/guardian shall provide specific permission for his/her child to participate in the water activities. The district shall provide an alternative educational experience for students whose parents/guardians do not wish them to participate in a trip.

All persons making the field trip or excursion shall be deemed to have waived all claims against the district or the State of California for injury, accident, illness, or death occurring during or by reason of the field trip or excursion. All adults taking out-of-state field trips or excursions and all parents/guardians of students taking out-of-state field trips or excursions shall sign a statement waiving such claims. (Education Code 35330)

Safety Issues

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 32041) Whenever trips are conducted in areas known to be infested with poisonous snakes, the first aid kit taken on the trip shall contain medically accepted snakebite remedies. In addition, 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 shall participate in the trip. (Education Code 32043) Whenever field trips include students with diabetes or allergies, a teacher, employee, or agent of the school who has completed appropriate training in the administration of appropriate first aid protocol shall participate in the trip.

2. The district shall provide or make available medical and/or hospital insurance for students injured while participating in any excursion or field trip. (Education Code 35331)

3. If the Superintendent or designee receives threat level warnings from the Homeland Security Advisory System pertaining to the destination of a school-sponsored trip, he/she shall implement precautions necessary to protect the safety of students and staff.

4. Lifeguards are required for all swimming activities. If the activity is at a private pool, the owner of the pool shall provide a certificate of insurance, designating the district as an additional insured, for not less than $500,000 in liability coverage. Staff shall determine supervisory responsibilities for all chaperones.

5. Before trips of more than one day, the principal or designee may hold a meeting for staff, chaperones, parents/guardians, and students to discuss safety and the importance of safety-related rules for the trip.

6. Transportation for all trips shall comply with Board policy on Transportation for School- related Trips (AR 3541.1).


approved: February 9, 2012 Santa Clara, California

reviewed: April 24, 2014

revised: April 9, 2015