Upper Sandusky Exempted School District
Administrative Guidelines
 

2340C - OVERNIGHT TRIPS AND/OR OUT-OF-STATE TRIPS (District-Sponsored)

In compliance with Board of Education Policy 2340, Field and Other District-Sponsored Trips, the following guidelines are to be followed whenever a staff member seeks Board approval for a trip on which the students will be away from home for one (1) or more nights and/or for out-of-state field trips.

If the trip involves the use of a travel agent or tour provider to arrange for transportation, rooms, or any other aspect of the trip, the staff member submitting the proposal must confirm that the company is:

 

*

licensed to operate in this State;

 
 

*

bonded (i.e.., the company maintains a bond in the name of the Board in the amount of any funds paid by the Board to the company, which could be utilized to reimburse the Board if the company fails to fulfill the terms of its contract with the Board);

 
 

*

properly insured for the proposed trip including a summary of the nature and extent of the coverage;

 
 

*

in compliance with Federal laws regarding accessibility for and rights of those with disabilities.

This information must be confirmed, in writing, and attached to the trip proposal. No trip involving a travel agent or tour promoter will be approved without this confirmation.

It is essential that no discussion of a trip with students is to occur until the trip proposal has been submitted and a determination made as to whether it will be sponsored by the Board.

Special trips involving overnight stays or out-of-state travel will be referred to the Board for final approval. The request for final approval should be submitted at least thirty (30) days prior to the trip. The submission time frames will be waived for OHSAA Tournament play.

Final approval requests must include:

 A.the educational objectives of the trip;

 B.a detailed itinerary of the trip including educational activities, accommodations and travel arrangements;

 C.an estimated number or list of the students participating;

 D.assurance that responsible adult supervision will be provided;

 E.a detailed budget indicating anticipated receipts and disbursements;

 F.assurance the above details have been provided to parents;

 G.any other information as may be required for administrative or Board approval.

Faculty members sponsoring private trips (not serving in their typical capacity as an agent or member for the School District) shall be responsible for notification of each participantís parents explaining that the trip is not a school endorsed trip, and that the school accepts no liability or responsibility for the trip. In such situations, AG 2340D guidelines must be followed.

For overnight and/or out-of-state field trips only, Form 2340 F1 and Form 2340 F5 must be completed and submitted to the building principal. The proposal will then be reviewed by the Superintendent and submitted to the Board for their decision concerning approval or disapproval.

The proposal will be reviewed by the Superintendent and submitted to the Board with his/her recommendation for or against approval. Pursuant to Policy 2340, prior Board approval is not required for overnight trips related to athletic contests and other extracurricular competitions that arise at a time when no Board meetings are scheduled prior to the date of the trip.

Once the field trip is approved, the professional staff member in charge will be responsible for conducting the trip as planned (See AG 2340F - Chaperones). If changes in the plan are necessary, such changes are to be submitted to the principal(s) for approval and/or for subsequent approval by the Superintendent or Board.

Prior to the start of an approved overnight trip, the staff member in charge must comply with the procedures for any District-sponsored trip. In addition, each participating student and his/her parent is to sign the Responsibility Contract Form 2340 F6 and submit it to the trip leader(s) prior to the trip.

Revised 11/20/06
Revised 4/4/07