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9.27.P.1 Field Trips
PROCEDURE PROCEDURE

 

Field trips must be planned within the context of the school program and must be appropriate for the age level and curriculum.  Before any student is taken from the school grounds on a field trip, written permission must be obtained from the parents or legal guardians.  Transportation shall be provided only by District school buses and vans, or chartered or commercial transportation services contracted through the District and can be driven only by authorized personnel.

Student  Trips
Definition:  Student trip made by students and chaperoned by at least two (2) professional employees (at least one [1] certificated employee) and other authorized adults.  For overnight trips, if both female and male students are traveling then one (1) chaperone must be female and the other male.  A student trip must be related to a curricular or extracurricular activity that is provided by the District or arranged under the direction of the certificated employee supervising the trip.

Student field trips may be approved when the activity is directly related to ongoing instruction with defined objectives determined in advance.  The activity should supplement, extend, or enrich the curricular or extracurricular program in a manner that cannot be achieved on campus.

All student trips shall fall within one (1) of the following categories:
 
  • Local:  Travel that is completed in a single day (includes destinations that are within walking distance from a school).
    • Must be approved by the Principal three (3) weeks prior to travel date.
    • The certificated employee supervising the trip shall obtain written permission from the parent/guardian before a student may participate.
       
  • Overnight:  Travel within Arizona that requires overnight accommodations.
    • Must be approved by the Principal, Superintendent (and/or designee) and the Governing Board four (4) weeks prior to travel date.
    • The certificated employee supervising the trip shall obtain written permission from the parent/guardian before a student may participate.
 
  • Out-of-state:
    • Must be approved by the Principal, Superintendent (and/or designee) and the Governing Board four (4) weeks prior to travel date.
    • The certificated employee supervising the trip shall obtain written permission from the parent/guardian before a student may participate.
 
  • Foreign:
    • District or school sanctioned out-of-country travel is prohibited.

Approval Procedures
Requests for local student travel (field trip) must be received and approved by the school principal a minimum of three (3) weeks prior to the travel date.  Requests for overnight, out-of-state, or foreign student travel must be approved by the Principal and submitted to the Assistant Superintendent on an overnight/out-of-state student group trip request form.  The form must be received and approved by the Assistant Superintendent at least four (4) weeks prior to the travel date.

Information provided on the form shall include:
  • Name of group
  • School
  • Number of students
  • Number of teachers/sponsors (two [2] minimum required)
  • Name and identification of teachers/club sponsors and other authorized chaperones
  • Title of the event/competition
  • Location (city/state)
  • Lodging and meal plans
  • Transportation procedures
  • Departure (time, day, date)
  • Return (time, day, date)
  • Total school day(s) to be absent
  • Cost per pupil
  • Funding source(s)
  • Scholarships available (yes/no)
  • Parental permission form
  • Insurance coverage (facilities liability - student's medical)
  • Itinerary
  • Educational objectives in connection with adopted curriculum and Arizona State Standards
  • Volunteer/chaperone orientation meeting date and time

Financing
Overnight, out-of-state, and foreign student trips may be funded by student activity funds, tax credit (extracurricular only), donations, personal funds and/or District budget allocations.  Monies raised from student fund-raising and voluntary donations shall be deposited in the appropriate student activity account, and, upon vote of the appropriate student group, student activities monies may be used to defray the cost of student travel for students and adult chaperones.  Money raised through fund-raising, donation and personal funds should cover the cost of the activity but not exceed the cost of the activity.

Fund-raising activities for the purpose of financing student travel must be approved by the school principal.  Monies collected for a student trip shall not exceed the projected cost of the trip.

Should District funds alone be insufficient to conduct a local trip, students may voluntarily participate in fund-raising efforts and/or parents may make voluntary donations to help defray the cost of travel for all students involved.  No student will be denied the opportunity to participate due to financial hardship.  The maximum amount a student will pay for a trip will be delineated on the Board approved fee schedule.

Pursuant to A.R.S. 15-1241, funds may be accepted from the State Board of Education for the purpose of supporting student trips to national academic competitions.

Generally, student travel will not be approved without evidence that sufficient funds are available or accessible to pay for the trip.  Nothing herein shall constitute an assurance or guarantee that a field trip will be approved.

Food Services
The cafeteria management must receive at least a two (2) week notice of a field trip and if sack lunches are necessary.

Food shall be provided to students within five (5) hours of bus pick up.  If a student is picked up by 7:15 a.m., the student must be fed by 12:15 p.m.

Instruction
Loss of instructional time in classrooms shall be kept to a minimum.  The number of school days missed by students while on an overnight student trip shall not exceed two (2) days.  Exceptions may be approved by the assistant superintendent on a case-by-case basis, dependent on the trip's instructional value and alignment to the curriculum.

Students not participating in a student trip shall be provided with other instruction at school aligned to the same instructional objectives as the student trip.  Nonparticipation by a student shall not adversely affect course requirements, grades, or eligibility to participate in other activities.

Students who exhibit attendance, behavioral, or academic problems may not be allowed to participate.  Final decision will be at the discretion of the Principal.

Participation in travel activities where students bear more than an incidental financial responsibility is voluntary and the activity is not a component of the instructional program.

Parent/Guardian  Permission
District form 9.27.F.1 - Parent Permission Slip will be used for all field trips. 

Teachers should also carry the following with them in addition to the parent permission slips:
  • Copies of the emergency care cards for each attending student, and emergency card for each chaperone in attendance.  (Teachers can keep a copy of cards turned in at the beginning of the year.)
  • List of emergency numbers to contact including:  school numbers, evening contact if necessary, transportation contact.  (Card can be prepared at the beginning of school.)
  • Access to a working cell phone.

The certificated employee supervising the trip shall obtain from each participant a written permission slip signed by the parent/guardian.  The permission slip shall contain a brief explanation of the purpose and value of the field trip, name of the group, name of the activity, destination, dates and duration of stay, number of chaperones, and fees required.  Voice permission will not be permitted.  Electronically transmitted permission forms will be accepted.

The certificated employee must obtain medical consent forms for each participant signed by the parent/guardian.  The form must accompany the certificated supervisor on the field trip.

Certificated employees are responsible for keeping and dispensing any necessary medications.

Certificated employees shall supervise all student trips.  Spouses, support staff employees, parents/guardians, and other responsible adults may also serve as chaperones when approved by the principal.  Non-certificated chaperones are under the direction of the certificated employee supervising the trip.  Children of chaperones (certificated, non-certificated, parents, or volunteers) who are not students participating in the activity may not accompany the parents on any school related trips.

Both male and female chaperones shall accompany students on coeducational overnight trips.  All chaperones are expected to provide close supervision of students and to conduct themselves according to Governing Board policy and in a manner beyond reproach throughout the trip.  No smoking, alcohol consumption, drugs, or other inappropriate behavior is allowed.  Chaperones are expected to dress professionally according to staff dress standards.

Chaperones shall not stay in the same rooms with the students on overnight trips.  There must be a clear plan for continuous supervision of students on overnight trips.

The following adult chaperone to student ratios apply to all local, overnight or out-of-state school related trips:

Elementary
  • K-5:  Two (2) adults for first five (5) students; additional one (1) adult for next five (5) students (class of twenty-five [25] equals six [6] chaperones).
  • 6-8:  Two (2) adults for first ten (10) student; additional one (1) adult for next ten (10) students (class of thirty [30] equals four [4] chaperones).

High School
Local trips:
  • 9-12:  One (1) adult for every twenty (20) students

Overnight or out-of-state trips:
  • 9-12:  Two (2) adults for first fifteen (15) students; additional one (1) adult for next ten (10) students (class of thirty [30] equals four [4] chaperones).

On occasions when student groups must be split between two locations, a certified employee will remain with each group of students for supervision when possible.

Exceptions must be approved by the Superintendent on a case-by-case basis.

Transportation
District buses and/or other District vehicles may be used for in-state travel only.    Commercial charter transportation may be used if approved by the school principal.
  • A bus request form for District transportation must be submitted to the transportation department at least thirty (30) days prior to the date of the student trip.  The bus request form must be signed by the certificated employee responsible for supervising the student trip and approved by the school principal.  The request must include the purchase order number or other source of funding.
  • Request for District transportation for a student trip may be denied if other needs of the District are of a higher priority.
  • When District buses are used, at least two (2) chaperones must ride on each bus with the students.  When buses return, staff members are not to leave until all students have been picked up from the designated pick up area.
  • District employees must possess a valid Arizona driver license to transport students in District-owned buses.

Students will use District provided transportation unless the parent/guardian has indicated on the permission slip that the parent is driving the student.

When a method of transportation other than that provided by the District is used, the District has no responsibility for ensuring that the driver of the vehicle has a proper license and insurance.  At no time is a volunteer to transport a student in his/her vehicle.

Limitations
Trips unrelated to the educational goals and objectives of the curriculum are not permitted.

Any trips organized by District personnel which involve students of the District must have appropriate written approval.