6153

Instruction

Field Trips

The Board of Education recognizes that field trips for students when properly planned, executed, evaluated, and used as a device for teaching and learning, are an educationally sound and important ingredient in the instructional program of the District/school.

Alternate language:  The __________ School District Board of Education (Board) recognizes that field trips are an educationally sound part of the approved curriculum of the District. Field trips provide students with first-hand experiences, and are an effective and worthwhile means of learning. The Board supports field trips of significant educational value related to the total school curriculum under the current fiscal constraints and the guidelines established by the Superintendent of Schools.

For purposes of this policy, a field trip is defined as any journey by a group of students away from the school premises, under the supervision of a teacher, which is an integral part of an approved course of study, co-curricular activity or class trip and conducted for the purpose of affording a first-hand educational experience not available in the classroom or school.

The value of field trips is directly related to the orientation and preparation of the students by their teacher(s) prior to the trip and the care with which the teacher(s) uses follow-up activities upon the student's return.

Types of Field Trips

The District recognizes the following types of field trips:

1.  School Sponsored Educational Field Trips

School sponsored educational field trips should be directly related to or be an extension of classroom learning experiences. Pre-teaching, planning, and evaluation should always be part of any given field trip.  This category of trips includes competitive/performance field trips by academic, athletic, (excluding regularly scheduled interscholastic athletic contests) and performing art teams participating in competition or performance.

2.  School Sponsored Recreational Field Trips

School groups may plan trips for recreational purposes.  They are subject to final approval of the Building Principal and Board of Education (if necessary).  Participation may be limited to the members of the sponsoring organization.  Such trips are offered on a voluntary basis and are designed as a social activity. Overnight recreational field trips are prohibited.

3.  School Sponsored Cultural/Enrichment Field Trips

School groups may plan trips for cultural/enrichment purposes.  They are subject to final approval of the Building Principal and Board of Education, if necessary (see Approval of Field Trips).

4.  Trips Unrelated to the District

The Board of Education cannot accept responsibility for non-school sponsored trips/tours. Individuals who plan trips/tours that are not school sponsored must alert parents and students that the planned trip is not associated with the _________ Public Schools. The trip planners must clearly indicate in writing that they are serving as private agents or private individuals. The preparation for non-school sponsored trips shall not take place during school hours. No school materials may be used for letters to parents, directions or other communications.

Alternate language:  Field trips are identified in three categories for the purpose of planning: day trips, overnight trips and foreign trips. Regulations shall include the process for field trip approval, supervision requirements, transportation, and financial arrangements.

Approvals of Field Trips

All school sponsored field trips require administrative approval.

  For all trips within the State of Connecticut, requests must be submitted to the building administrator 30 days in advance of the departure date. Costs must be ascertained.

  All out-of-state field trips require the approval of the Superintendent of Schools 60 days in advance of the departure date.

  All foreign travel field trips must be submitted for Board approval 90 days in advance of the departure date.

  Superintendent approval of all field trips shall be conditional. Approval for any field trip may be revoked at any time by the Superintendent or Building Principal if a change in circumstances, whether man-made or natural, would warrant cancellation in the interest of safety of the students or staff.

  Parents/guardians are responsible for obtaining trip cancellation insurance. The Board of Education is not responsible to refund students for cancelled trips or to pursue reimbursement from travel agents or trip insurance carriers, under any circumstances.

Alternate Language: District attendance policies will be adhered to regarding student participation in field trips. Trips that result in students missing two or more consecutive days of school must be approved by the Board of Education. Day trips shall be approved by the Principal. Overnight trips of fewer than two school days shall be approved by the Superintendent or his/her designee. The Board will approve trips to foreign countries on a case by case basis.

Optional Considerations:

  Any trips involving swimming must receive special approval from the Superintendent.

  Parents/guardians who feel their child should not participate may deny permission and arrangements will be made for the child to remain at school on the day of the trip.

  Each field trip should be evaluated by students, teachers and administration.

  Use of privately owned vehicles or leased vans to transport students to and from field trips is strictly prohibited, except in the case of a bona fide emergency. Determination of a bona fide emergency will be made by the field trip leader if the Superintendent or Principal is not present or available or not possible to contact. Staff and parents/guardians who use their own vehicles risk being legally liable for any injury a student sustains while in the vehicle.

  Chaperons on school sponsored trips will be covered for liability purposes by the school district policies.

  The administration reserve the right to deny the participation for any student on any overnight field trip based upon a record of inappropriate behavior and/or poor attendance pattern.

Costs of Field Trips

Students may be assessed for the cost of field trips which includes transportation, lodging, meals, and entry fees.  Fund raising activities (following District policies) may be used to defray the cost of a field trip.  When the cost is considerable, a discreet arrangement can be made with the administrator for the possible assistance in payment for those individuals experiencing a hardship.  Parents/guardians of students on the free and reduced lunch program should contact the administrator.

Additional Considerations

This policy does not apply to regular interscholastic athletic games/competitions, as that schedule is developed by the Athletic Director in conjunction with the administration. Any trips by athletic teams beyond the regular interscholastic schedule must be approved in accordance with this policy.

The Board may require a follow up review of any field trip at a Board meeting, at the discretion of the Chairperson.

The acceptance of any gratuities, discounts and/or gifts for personal use resulting from field trips is prohibited. Any gifts, gratuities, or promotional items provided by travel companies will become the property of the District and will be used for the benefit of the trip or the school.

The Superintendent shall establish regulations/procedures for the review and approval of field trips. These procedures shall address the process for prior screening, evaluating and approving field trips. All reasonable steps are to be taken to ensure the safety of participants. Additionally, the procedures should require prior Building Principal approval of all field trips, and prior approval of the Superintendent. Furthermore, the procedures shall establish assurances that:

  All students have parental/guardian permission for trips

  All trips are properly supervised, all safety precautions are observed

  All trips contribute substantially to the educational program

  All trips are funded by the District (or funding is addressed in the planning)

  All safety precautions are observed

The administration reserve the right to deny the participation for any student on any overnight field trip based upon a record of inappropriate behavior and/or poor attendance pattern.

(cf. 5141.21 - Administration of Medications)

(cf. 6153.1 - Educational Tours)

Policy adopted:

6153

Instruction

Field Trips

Field trips are valuable educational activities which enhance classroom learning. 

Approval

Field trips requiring approval by the Superintendent of Schools or designee and/or notification to the Board of Education should be submitted for review as soon as plans have been made and no later than two (2) weeks prior to the scheduled trip.

Principals should keep current records of such requests, and if they don’t receive approvals from the Superintendent of Schools one (1) week before the trip is scheduled they should call the central office.

In no situation should field trips take place unless the requisite approval has been obtained beforehand.

School Sponsored Trips 

Principals should review staff members' field trip requests as they relate to Board policy and the current budget.  Principals may consult with the Superintendent of Schools, or his designee, as necessary.

Copies of the field trip request forms are to be distributed as follows:

I.  the school office file;

II.  the Business Manager/Accounting Supervisor (or the Superintendent of Schools or designee for approval if the field trip is overnight or involves private vehicles).

Field Trip 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 fund-raising activities planned, to provide for students unable to meet costs.

    B.  Knowledge of Location to Be Visited:

1.  The teacher-sponsor should visit (ideal) 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 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 trip objectives of the trip and its relationship to curriculum 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 statement of purpose before recommending the trip to the Superintendent, or designee, 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, handicaps, special prescriptions, etc. of student trip participants.

b.  Teachers should plan emergency measures to be taken if a medical emergency arises.

3.  Transportation:

a.  Ordinarily, the Principal will make travel arrangements when the regular school bus carrier is involved.

b.  When reasonable, school buses, charter, or some other form of public carrier should be considered for transportation since vehicles of this type will have ample insurance coverage.

c.  With prior approval of the Superintendent of Schools, or his designee, staff members or volunteer parents may use their personal automobiles to provide transportation, however, staff members or volunteers must understand that Board insurance doesn’t cover their vehicles. Board insurance assumes liability for damages beyond the limits of the policies carried by the owner 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.

d.  To ensure volunteer coverage under  insurance, it is these volunteers should be classified as "VOLUNTEER WORKERS".  The Principal shall maintain an official roster of designated volunteers.  It is also important that this roster be used regularly for providing transportation services. 

e.  If private automobiles, owned and operated by other than Board of Education 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 shall be required to submit evidence thereof.

    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.  (system-wide form)

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, allergies, handicaps, 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 district/state.

   F.  Notification to Cafeteria Personnel - 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.  Supervision:

1.  Teachers, administrators, and other adults acting as chaperones are expected to exercise supervisory responsibilities;

2.  Supervisory personnel must be continuously alert to reasonably anticipate possible hazards;

3.  Visitor guides, if available and suitable, should be used;

4.  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;

5.  Per Board policy, all "overnight" trips must be approved by the Superintendent of Schools prior to the trip.  In those cases, the names and ages of all chaperones must accompany the request for approval submitted to the Superintendent of Schools;

6.  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 of Schools:

Names of chaperones will be placed on record in the Principal's office prior to the trip.

7.  Chaperones will be apprised of their responsibilities by the teacher in charge.

8.  Students will be informed of their obligation to adhere to the directions of the "teacher in charge" and chaperones.

9.  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.

10.  The teacher-sponsor must notify the Principal if students are to be delayed or if the itinerary is substantially changed for extended trips.

11.  Should accidents or medical emergencies occur, the teacher must immediately notify the Principal.  Parents will be contacted if the situation warrants.

     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 ordinarily be expected to 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.  Ordinarily, 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—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 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 audio-visual 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:

The Board of Education will not accept responsibility for trips not covered by Board policy. Non-school sponsored trips planned for profit by staff members may not occur on school time and, therefore, are not to be planned on school time.  ("Profit" is defined as monetary gain in excess of expenses.)  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.  (In some communities, the YMCA, churches, recreation departments, etc., are used when organization sponsorship is needed.)

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).  At the close of each school year, the administration will compile a list of field trips by grade and school.

Regulation approved:

6153

Form 1

FIELD TRIP REQUEST

School: ___________________________________  Date: ________________________

Requested by: _____________________________________________________________________

Department: _______________________________________________________________________

Destination: _______________________________________________________________________

Date of trip: _______________________________________________________________________

Departure time: _______________________________________________________________________

Approximate time of return: _____________________________________________________________

Number of students involved: ____________________________________________________________

Number of chaperones: _________________________________________________________________

Type of transportation: _________________________________________________________________

Expense to students: ___________________________________________________________________

Expense to school system: _______________________________________________________________

Relationship to curriculum:_____________________________________________

Comments:

________________________________________________________________

TRIP LOG

Approved by:___________________________________________________________                                                             (Signature of Principal)

6153

Form 2

(To be completed and verified by trip chaperone and returned to Accounting Supervisor, Central Office)

Actual departure time: ________________________________________________________________

Actual time of return: _________________________________________________________________

Total time of trip: ____________________________________________________________________

(Hours/Minutes)

Bus number (s): ______________________________________________________________________

Driver name (s): ______________________________________________________________________

Verified by: ______________________________________________________________________

(Signature of Chaperone)

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CENTRAL OFFICE USE ONLY

(For overnight and private vehicle requests only)

Approved ______ Disapproved ______

_______________________________________________

Superintendent or Designee's Signature          Date

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Copy:  Accounting Supervisor  (Superintendent -- if overnight/private vehicle request) after Principal's approval.

Copy:  Accounting Supervisor (after completion of trip log)

Copy:  Principal's Copy