Morgan County Schools
Bylaws & Policies
 

2340 - FIELD (CO-CURRICULAR) AND OTHER (EXTRA-CURRICULAR) COUNTY-SPONSORED TRIPS

The Board of Education recognizes that field trips, when used for teaching and learning integral to the curriculum, are an educationally sound and important ingredient in the instructional program of the schools. Properly planned and executed field trips should:

 A.supplement and enrich classroom lessons and procedures by providing learning experiences in an environment outside the schools;

 B.help students relate school experiences to the reality of the world outside of school;

 C.bring the resources of the community – natural, artistic, industrial, commercial, governmental, educational – within the student’s learning experience;

 D.afford students the opportunity to study real-world events and experiences and real-world processes in their actual environment;

 E.increase the academic expectations for all students and help them to succeed in achieving those higher expectations;

 F.develop within the student an awareness of the work environment and how the skills the student is acquiring will be applied in that work environment.

For purposes of this policy, a field trip or co-curricular trip shall be defined as any planned journey by one or more students away from school premises, which is an integral part of a course of study and is under the direct supervision and control of a professional staff member or any advisor as designated by the Superintendent. Co-curricular activities may take place during the instructional day.

Other County-sponsored extra-curricular trips shall be defined as any planned, student-travel activity which is approved as part of the County’s total educational program and is under the direct supervision and control of a professional staff member or any advisor as designated by the Superintendent. Extra-curricular activities shall be scheduled outside of the instructional day or during the school day using time that is not part of the required instructional day such as using accrued instructional time. It may be used for athletics, non-instructional assemblies, social programs, entertainment and other similar activities.

The Board providing transportation for students participating in curricular and extra-curricular activities shall require participating school officials to submit a planned schedule to the County Superintendent or their designee for approval. Procedures shall be as follows:

 A.The Director of Transportation shall receive a copy of the approved schedule far enough in advance to arrange safe and adequate transportation.

 B.Schedules for approved trips shall not interfere with the regular transportation schedule.

 C.Only school bus operators employed by the County Board of Education shall operate type A1, A2, B, C, and D buses on such trips.

 D.All school buses used for such trips shall be covered by insurance as provided in W. Va. Code 18-5-13.

 E.Students transported in a school bus on such trips shall, in addition to the school bus operator, be supervised by a least one (1) professional employee of the Board who shall provide a list of all persons on the bus to the school bus operator. Each additional bus shall be supervised by a professional employee or person approved by the Board.

Counties providing curricular and extra-curricular transportation shall file through the WVEIS, at the end of each month, a report on curricular and extra-curricular trips.

School personnel shall not accept any form of compensation from vendors that might influence their recommendation on the eventual selection of a location for, or a vendor that will provide transportation to, a field or other county-sponsored trip. Furthermore, school personnel shall not accept any compensation from a vendor after a decision has been made regarding the location for, or a vendor that will provide transportation to, a field or other county-sponsored trip. In addition, school personnel who recommended the location for, or a vendor that will provide transportation to, a field or other county-sponsored trip shall not enter into a contractual arrangement whereby an individual staff member receives compensation in any form from the vendor that operates the venue for, or provides the transportation to, a field or other county-sponsored trip for services rendered.

Such compensation includes, but is not limited to, cash, checks, stocks, or any other form of securities, and gifts such as televisions, microwave ovens, computers, discount certificates, travel vouchers, tickets, passes, and other such things of value. In the event that a school staff member receives such compensation, albeit unsolicited, from a vendor, the staff member shall notify the Treasurer, in writing, that s/he received such compensation and shall thereafter promptly transmit said compensation to the Treasurer at his/her earliest opportunity.

The Board shall approve those field trips and other County-sponsored trips which are planned to keep students out of the County overnight or longer or out of the State.

The Superintendent shall approve all other such trips.

Students will not be charged for the cost of transportation to and from educational field trips on school days.

Students may be charged fees, including, but not limited to, admission fees, for County-sponsored trips.

Students on all County-sponsored trips remain under the supervision of this Board and are subject to the County’s administrative guidelines.

The Board does not endorse, support, or assume liability in any way for any staff member, volunteer, or parent of the County who takes students on trips not approved by the Board or Superintendent. No staff member may solicit students of this County for such trips within the facilities or on the school grounds of the County without permission from the Superintendent. Permission to solicit neither grants nor implies approval of the trip. Such approval must be obtained in accordance with the County’s Administrative Guidelines for Extended Trips.

The Superintendent shall prepare administrative guidelines for the operation of both field and other county-sponsored trips, including athletic trips, which shall address:

 A.the safety and well-being of students;

 B.parental permission is sought and obtained before any student leaves the County on a trip;

 C.each trip is properly planned, and if a field trip, is integrated with the curriculum, evaluated, and followed up by appropriate activities which enhance its usefulness;

 D.the effectiveness of field trip activities is judged in terms of demonstrated learning outcomes;

 E.each trip is properly monitored;

 F.student behavior while on all field trips complies with the Student Code of Conduct and on all other trips complies with an approved code of conduct for the trip;

 G.a copy of each student’s Emergency Medical Authorization Form is in the possession of the staff member in charge;

 H.provisions have been made for the administration of medication to those students for whom medications are administered routinely while at school;

 I.provisions have been made at the trip destination and in transportation, if and when required to accommodate students and/or chaperones with disabilities.

A professional staff member shall not change a planned itinerary while the trip is in progress, except where the health, safety, or welfare of the students in his/her charge is imperiled.

In any instance in which the itinerary of a trip is altered, the professional staff member in charge shall notify the administrative superior immediately.

W. Va. Code 18-2E-8
West Virginia Board of Education Policy 2436.10, Policy 2510, Policy 4336