DBS CODE: 6153 DBS CODE: 6153INSTRUCTION
Field Trips, School-Sponsored Tours, Non-School Sponsored Tours:
General:
The Somers Board of Education recognizes that surrounding communities, in-state and regional geographic areas, offer expanded teaching and learning resources for teachers, advisors, and coaches. The Board also recognizes that international experiences are beneficial to student learning and foster the ideal of global citizenship. The Board, therefore, encourages field trips and/or tours that supplement, enhance or enrich classroom or program-based activities.
Field trips must be approved by the Building Principal, subject to notification of the Superintendent. Tours must be recommended by the Building Principal and the Superintendent and approved by the Board of Education.
The following ratios are suggested as to approximate proportion of adult chaperones (inclusive of the teacher-sponsor) to students in terms of grade level, and depending upon the activity and other circumstances, may be changed on the authority of the superintendent:
Grades K-8: One: Six
Grades 9-12: One: Eight
In no case shall there be fewer than two chaperones regardless of the number of field trip/tour participants.
Definitions:
A school-sponsored field trip/tour is any excursion of students which is organized on school time by school personnel, and is classroom or program-based. All school-sponsored field trips/tours shall be scheduled and reviewed in detail by the Building Principal. If budgetary implications exist, the trip/tour must be submitted before budget submission, but no later than February 1 preceding the new fiscal year.
1. A school-sponsored field trip/program is short term in travel distance and duration and is concluded within a day. A field trip is normally open to all students involved with a specific classroom or program experience. The field trip/program may be affiliated with other town departments.
2. A school-sponsored tour is defined as any overnight trip, which may include non-school days. The tour may be program or classroom-based, but may also be limited to the number of students that can be accommodated or are eligible by some set of administratively approved criteria.
3. A non-school sponsored trip/program is defined as one that is:
a) planned by a school employee(s) who acts as private agent(s);
b) occurs on non-school time;
c) results in a profit for the school employee; or
d) is not considered essential to classroom or program-based activities as determined by the building principal or Superintendent.
Tours or trips that fall within these criteria will not be covered or endorsed by the Somers Board of Education policy. The use of school facilities for planning, distribution of materials, or other communications in school is prohibited.
Approval:
The Board delegates to the Superintendent authority to approve field trips provided each individual trip meets all of the following conditions:
1. has educational value in the opinion of the Superintendent;
2. is directly related to either the curriculum or a school-sponsored and school approved extracurricular activity;
3. is completed within one day; and
4. ensures equity for all students within grades at the primary and elementary level and by class at the middle/senior high school levels.
Exceptions to any of the above conditions must receive specific approval of the Board of Education before the field trip may be taken.
Funding:
Students may be asked to pay all or part of the expense of a field trip/tour.
No child shall be excluded from a field trip because of inability to pay.
The building administrator may seek alternate funding sources or methods of payment for those students who do not have the ability to pay.
Fund-raising activities may be used to fund in whole or in part the cost of field trips/tours.
Other:
Participants on school-sponsored tours must show evidence of accident and health insurance. The building administrator will have on file appropriate documents, including insurance policy numbers ensuring each participant is covered by insurance.
Student and adult participants are responsible for personal travel and living expenses on the tour.
The Superintendent and/or principal will be responsible to see that all Board of Education policies and administrative procedures are followed:
Building Principals will be responsible for reviewing all details of field trips/tours with staff. The Building Principal will forward a recommendation on all suggested tours to the Superintendent for review and approval. The Superintendent shall then forward a recommendation on all suggested tours to the Board of Education for approval.
International Trips/Tours:
Any trip out of the country shall be forwarded to the Board of Education by the Superintendent with a recommendation for Board of Education consideration and approval. Recommendation will take into account any foreign travel warnings or cautions issued by the United States State Department.
A mandatory information meeting with students and their parents/guardians shall be held prior to the initiation of the trip. Parents and students shall be provided with information concerning the purpose and destination of the trip, transportation, eating arrangements, date and time of departure, estimated time of return, and a detailed itinerary
School district staff shall review acceptable standards of conduct with the students in advance of the trip.
All international field trips must utilize a reputable tour company to manage and facilitate the trip. The tour company's contract is to be reviewed by the board's attorney prior to signature.
All international field trips must register with the local United States Embassy via the State Department's Smart Traveler Enrollment Program (STEP).
The sponsoring chaperone(s) must check and recheck the United States State Department Travel Advisories (travel.state.gov) and the Centers for Disease Control and Prevention (cdc.gov). Any travel advisories must be reported to the Superintendent.
The Board of Education and/or Superintendent reserves the right to cancel any international field trip due to travel advisories, disease outbreaks, civil unrest, war, natural disasters, or any other issues that would jeopardize the safety and well-being of students, staff and chaperones. In the event of a cancellation, the Board assumes no responsibility for losses incurred by parents.
Trip cancellation insurance, if available, shall be offered to the parents and shall be optional
All trips must have a written itinerary with locations, phone numbers, and estimated time of arrival at each location. A copy of this itinerary must be left at the school and central offices. Any changes before or during the trip must be communicated to the building principal and Superintendent immediately.
Chaperones must be aware of special medical problems, allergies, handicaps, special prescriptions, etc. of students who are participants on the trip. Chaperones must also carry a list of any medications that students require and such medications must be carried by the Somers Public Schools staff member or the parent of the student. Pre-arrangements must be made for administering medication.
Adult chaperones who accompany the group must be briefed by the teachers or sponsor as the purpose of the trip, procedures, possible hazards, supervisory responsibilities, etc., and must receive a copy of any written procedures.
Parents are responsible for any cost incurred for students who are sent home early because of a behavioral infraction or are returning home early for any other reason.
All trips must be conducted during school vacations or when school is not in session. In special circumstances, school time may be used for trips abroad. The Superintendent and Board of Education must approve all requests for trips involving school time.
All students must be in good standing in both academics and behavior. Students must not be failing any subject, must not have repeated offenses, and must exhibit appropriate conduct both in and out of school.
The primary chaperone must be a certified teacher or administrator employed by the Somers Board of Education. Non-certified coach chaperones must be approved by school administration.
Travel that financially benefits the sponsoring teacher is expressly forbidden.
A final itinerary and roster of participants must be filed in the appropriate school office 10 days prior to departure
Adopted: October 26, 1981
Revised: October 28, 1996
July 14, 2008
Reviewed: January 22, 2016
Reviewed: March 26, 2018
ADMIN. REG.: 6153INSTRUCTION
Field Trips, School-Sponsored Tours, Non-School Sponsored Tours
Approval: Tours requiring approval by the Board of Education must be submitted for review no later than three (3) months prior to the scheduled trip.
In no situation should field trips/tours take place unless the requisite approval has been obtained beforehand.
Principals should review staff members' field trip/tour requests as they relate to board policy. Principals may consult with the superintendent or his designee as necessary.
Copies of the field trip request forms are to be distributed as follows:
1) the school office file;
2) the Superintendent
3. the business manager/accounting supervisor
4. attached to blue professional form for staff taking field trip
Field Trip/School-Sponsored Tour Procedures
I. Pre-Planning
A. Notification
1. The teacher-sponsor should check with the principal before involving students and/or parents in planning.
2. Where student contributions are requested, the teacher-sponsor shall present a proposal indicating fund sources or fundraising activities planned to provide for students unable to meet costs.
B. Knowledge of Location to be Visited
1. Ideally, the teacher-sponsor should visit or be familiar with the site of the trip before the trip is taken.
2. If the teacher-sponsor is unable to comply with item #1 he/she should consult with other staff members or other education institutions who have visited the field trip location to obtain specific information about its educational value for students of the participating grade level.
C. Statement of Purpose
1. Written objectives of the trip and its relationship to curriculum or school program should be submitted to the principal by the teacher-sponsor (if chiefly for enrichment, it should be presented as an enrichment activity);
2. The principal will review the above before approving the field trip or recommending the tour to the superintendent for approval.
D. Safety Provisions
1. Knowledge of Possible Hazards
a. The teacher-sponsor must be reasonably aware of possible hazards to the safety of trip participants and inform the principal of such hazards.
b. Undue hazards shall be pointed out to parents and to participants prior to the trip so reasonable precautions can be taken to avoid accidents and student injury.
c. Potentially hazardous activities (including skiing, mountain climbing, scuba diving, etc.) may require special insurance arrangements. In case of doubt, the principal should review planned activities with the Superintendent of Schools.
2. Knowledge of Students' Medical Problems
a. Teachers should be aware of special medical problems, allergies, disabilities, special prescriptions, etc. of student trip participants.
b. Teachers should plan emergency measures to be taken if a medical emergency arises.
3. Transportation
a. Transportation arrangements using the contracted transportation provider should be made by contacting the Business Office (with the Bus Request Field Trip Form for 1st Student).
b. The use of personal vehicles is discouraged. However, in the event staff members or volunteers use their personal vehicles to provide transportation, it must be understood that board insurance does not cover their vehicles. Board insurance assumes liability for damages beyond the limits of the policies carried by the owners of private vehicles. Before authorizing such transportation, assurance of adequate insurance coverage should be provided by the owners. While staff members and parents cannot be forced to be insured beyond legal limits, a minimum of $100,000/300,000 is recommended when transporting students in privately-owned vehicles. Staff members and volunteers must be prepared to provide evidence of such insurance as well as that of a valid driver's license.
c. If private automobiles owned and operated by other than board employees are used, the persons operating them shall be notified in writing of their personal responsibility. They shall also be notified of the recommended limits of liability insurance and should be prepared to submit evidence thereof.
4. Volunteers
a. To ensure volunteer coverage under insurance, all volunteers should be classified as "VOLUNTEER WORKERS". The principal shall maintain an official roster of designated volunteers
E. Parental Notifications
1. Before the student is allowed to participate, permission slips shall be obtained from the parent or guardian of each student participant. Permission slips shall be taken on the trip by the teacher-chaperone, and retained for at least a six-month period after completion of the trip by the principal.
2. Information given by the teacher on the permission slip shall include: (a) the purpose of the trip; (b) the place to be visited; (c) the date and approximate times of departure from and arrival back to the school; (d) the type of transportation to be used; (e) the total costs, if any; (f) a release to seek emergency medical attention as needed; and (g) any required apparel or equipment needed.
3. The permission slip should request information about any special medical problems, i.e. allergies, disabilities, special prescriptions, etc. of which a chaperone should need to be aware.
4. Standard permission slip guides will be available at each school office. Modifications may be made to accommodate special circumstances.
5. Parents/guardians do not waive legal rights for children by signing permission slips.
6. Timely itineraries should be sent to parents for trips out of state.
F. Notification to Cafeteria Personnel
1. If a trip will cause students to miss lunch at school, teacher-sponsors shall notify cafeteria personnel several days in advance.
G. Preparation of Students
1. The teacher-sponsor shall acquaint the students with the purpose of the trip and point out what they are to look for.
2. Where possible, the teacher-sponsor shall involve students in the actual planning of the trip.
3. The teacher-sponsor shall inform the students as to what is expected of them in the way of behavior and dress and of what materials they may take with them.
II. Procedures on the Trip
A. Administration and Supervision
1. Teachers, administrators, and other adults acting as chaperones are expected to exercise supervisory responsibilities.
2. Principals will inform staff of new protocol below (#3,4,5,6) when they leave for a field trip.
3. When the roster of the field trip is known, a temporary list must be created in School Messenger. This will be used by the Principal to send the official communications to the parents. This list should be deleted upon completion of the field trip.
4. It is the expectation that the Principal will communicate to the parents of students on a field trip any emergency (e.g. delayed return). While the students may choose to communicate with their parents, the official information should be coming from the Principal via email, text, voice or all of them
5. Teachers who go on Field Trips must have both building administrators cell phones with them.
6. Principals must have cell phone access while students are on a field trip. It is essential that chaperones have access to Administrators for emergency purposes (this includes after hours if the field trip expends beyond the school day).
7. Names of chaperones and cell phones will be placed on record in the principal's office prior to the trip.
7. Prior to leaving on a field trip/tour, a means of communication by cellphone must be established among all chaperones.
8. Supervisory personnel must be continuously alert to reasonably anticipate possible hazards.
9. Visitor guides, if available and suitable, should be used.
10. Adult chaperones (e.g. other staff personnel, parents, etc.) may accompany the group and should be briefed by the teacher-sponsor as to purposes of the trip, possible hazards, procedures, supervisory responsibilities, etc. and should receive a copy of any written procedures.
10. Chaperones will be apprised of their responsibility by the teacher in charge.
11. Students will be informed of their obligation to adhere to the directions of the teacher in charge and chaperones.
12. Students will demonstrate equal respect for the teacher in charge and for adults serving as chaperones. Students not displaying such deportment will be reported to the principal by the teacher in charge subsequent to return from the field trip. The principal will take disciplinary measures as he/she deems appropriate.
13. The teacher-sponsor must notify the principal if students are to be delayed or if the itinerary is substantially changed for extended trips.
14. Should accidents or medical emergencies occur, the teacher must immediately notify the principal. Parents will be contacted if the situation warrants.
15. Should a student be unable to participate in the activities of the field trip/tour due to accident, medical emergency or other illness, one chaperone shall remain with the student until the situation is resolved. In no case shall a student be left unattended.
B. Group and Individual Activities on the Trip
1. Adequate time should be allowed for lunch (or dinner) during the field trip.
2. Time should be allowed for toilet and washroom purposes.
3. Since the students are under the authority and responsibility of the school until they return to the school, each student shall remain with the group until return to the school.
C. Educational Activities
1. Every effort shall be made to ensure optimal learning by students on the trip.
2. If feasible, students shall be given the opportunity to collect other information not necessarily related to the stated purposes of the trip but educationally valuable.
D. Adult Behavior
1. Adults, teachers, and chaperones shall, at all times, conduct themselves in such a way as to demonstrate the best example to students.
2. Adults shall stay with the group at all times.
3. Smoking, use of alcoholic beverages, or any illicit substance is prohibited during the field trip. The prohibition extends to all students, teacher-sponsor, and chaperones.
E. Student Behavior
1. Regular school behavior policies are in effect.
III. Follow-up Activities
A. Reports
1. As soon as possible after the trip the teacher-sponsor shall make a written report to the principal.
2. If transportation or other details arranged by the principal were unsatisfactory the teacher-sponsor shall so report to the principal for follow-up and correction for subsequent trips.
3. If an accident or medical emergency has occurred during the trip, the teacher-sponsor shall immediately furnish the principal with complete written details as to apparent cause and effects and as to what actions were taken by the teacher-sponsor.
B. Educational
1. At the first opportunity the teacher-sponsor shall review the stated purposes of the trip and observations made on the trip with the group. A brief written evaluation shall be submitted to the principal.
2. If practicable, a written or audiovisual report should be prepared by students as a language arts class project. The teacher's assessment of the activity will accompany the report.
3. Appropriate expressions of appreciation to those who hosted the group during the field trip are encouraged.
4. The teacher-sponsor shall guide the group through a variety of suitable follow-up activities leading to additional learning as an outcome of the trip or as an introduction to other learning.
IV. Non-School Sponsored Trips/Tours
The board will not accept responsibility for trips/tours not covered by board policy. Non-school sponsored trips planned by staff members may not occur on school time and, therefore, are not to be planned on school time. The facilities of the schools may not be used in planning such trips. Letters to parents, directions, or other communications may not be duplicated on school equipment or distributed at schools. Teachers planning such trips should look to community agencies or organizations outside the schools.
Summary Statement: Each principal may, and is encouraged to, apply his/her judgment in modifying or adding to these regulations to suit the needs of specific field trips. The superintendent shall be informed of such modification(s).
Approved: April 27, 1998
Revised: July 14, 2008
Revised: October 4, 2018
FIELD TRIP REQUEST (Admin 6153)
(All Overnight trips are subject to Superintendent and Board of Education Approval)
School: _______________________________________________________ Date: ____________________________________________
Requested by: ___________________________________________________ Department: ______________________________________
Destination: _____________________________________________________ Date of trip: ______________________________________
Departure time: __________________________________________________ Approx. time of return: ______________________________
Number of students involved: ___________________ Number of chaperones: _________________
Teachers attending: Substitute needed:
___________________ Yes ___ No ___
___________________ Yes ___ No ___
___________________ Yes ___ No ___
If a substitute is needed, please fill out a PD-4 Form
(Professional Day and Expenditure Request Form)
Type of transportation: _______________________________________________________
Expense to students: ___________________________________ Expense to school system: ______________________________________
Specific Content/Unit(s) the field trip supports: ___________________________________________________________________________
Describe how student learning will be assessed: ___________________________________________________________________________
Standards addressed (list by number and code - ex. CCSS:MP1):
___________________________________________________________________________
___________________________________________________________________________
Written Objectives/Relationship to curriculum: ___________________________________________________________________________
___________________________________________________________________________
If approved, both the field trip activity and assessment need to be put into Atlas.
Approved by: ________________________________________ Approved by: _______________________________________________
. Principal's Signature Director of Curriculum
CENTRAL OFFICE USE ONLY
Approved _____ Disapproved _____
_________________________________________________________
Superintendent or Designee's Signature Date
A copy of this request will be forwarded to Lisa Bergamini in the Business Office
FIELD TRIP PERMISSION FORM
Date of Trip:____________________________ Destination:_______________________________
Time of Departure:_____________________ Place of Departure:____________________________
Time of Return:________________________ Place of Return:______________________________
The Group will be traveling by:____________________________________________________________
(Bus/Foot/Car
Lunch ___ will ___ will not be provided.
Supervising Teacher(s):__________________________________________________________________
Date of Trip:_______________________ Destination:_________________________________________
Parent/guardian contact information:
Home:____________________ Work:___________________ Cell:_____________________________
Alternate contact and phone number:________________________________________________________
List any known allergic reactions:___________________________________________________________
Will student be taking any medication on this trip that has been prescribed by a physician:_________________
If yes, what is that medication:_____________________________________________________________
Date of the student's last tetanus shot: _________________________________________________
Insurance Company:______________________ Policy Number:________________________________
Family Doctor:_____________________________ Phone number:______________________________
Name any other medical concerns:_________________________________________________________
I give my permission for the Somers Public Schools staff members to seek medical assistance for my child in the case of any injury or illness incurred while participating in this school-sponsored activity. If I cannot be reached to give my consent to medical personnel, this form will serve to give my permission to carry out necessary treatment. I understand that this trip begins and ends at school. I also understand that I must make provisions for the transportation of my child, from the school to our home, at the end of any educational trip that terminates after the regular school day.
_____________________________________ __________________________________________
Student's Printed Name Parent/Guardian Signature Date
_____________________________________ __________________________________________
Teacher School/Grade