NON-REQUIRED INTERNATIONAL FIELD TRIPS

Transcription

1 NON-REQUIRED INTERNATIONAL FIELD TRIPS

2 TabIe of Contents Description...3 Memorandum...4 Teacher/Group Leader Guidelines...6 Principal Responsibilities...7 Learning Community Superintendent Responsibilities...8 Contracts...9 Incoming Exchange Student Visitors...11 Forms...15 Sample Memo (No Water Activities and Code Red)...20

3 Non-Required International Field Trips The Charlotte- Mecklenburg Board of Education does not endorse, support, or assume liability for any staff member, volunteer, or parent who takes students on trips not approved by the Deputy Superintendent or Superintendent. No staff member may solicit District students for these trips within the facilities or on the school grounds of the District, and may not use District field trip forms, without permission from the Superintendent. Permission to solicit neither grants nor implies approval of the trip. Approval must be obtained according to the District s administrative procedures. (CMS Regulation Code IJOA-R Field Trips) In accordance with School Board Regulations:»» A field trip is an off- campus activity, during and/or outside of the instructional day, with a clearly defined group of students for the purpose of experiencing educational opportunities that align with the goals and objectives of the NC Standard Course of Study.»» Principal and the appropriate Learning Community Superintendent must approve the non-required field trip requests within the State of North Carolina. All international non-required field trip requests must be approved by the Deputy Superintendent and the Superintendent at least four months prior to departure.»» All non-cms employee chaperones must be screened by CMS Volunteers & Partnerships.»» Chaperone to student ratio is 1:8. Only chaperones of the same gender may stay in the overnight accommodations with students.»» Students are expected to have valid health insurance when traveling out of the country. Teacher leaders/ group leaders will be expected to document a verification of insurance. If parent does not have coverage for student, before the student participates in the trip, document in writing that parent agrees to be liable for any expenses incurred as a result of medical treatment rendered while abroad on field trip.»» Full or partial scholarships must be provided for non-required field trips for students who are unable to pay for all or part of the cost of the trip. Proceeds from student fundraising events may be used for this purpose.»» Students must follow the CMS Code of Student Conduct during the field trip. Students may not possess or consume alcohol while on the field trip, even if the possession or consumption of alcohol by minors is permitted by the laws of the country they are visiting. Students who consume alcohol will be subject to immediate return home at parent expense. General Requirement: Student participants- only enrolled students are eligible to participate in a student field trip. Students are subject to the CMS Code of Student Conduct during the field trip. The principal may refuse to allow a student from participating in any trip, consistent with the travel guidelines that are established with each trip at each school. Schools administrators and trip leaders need to be sensitive to students that might be ineligible to travel due to immigration status. School administrators need to be aware of what is required legally to enter countries (visas) and re-enter the USA for our international students. 3

4 MEMORANDUM This February 2011 Memorandum provided claification about when international field trip meets standards for a CMS International field trip. TO: THRU: FROM: Middle and High School Principals Ann Clark Kelly Price Tara L. Brown (Contact Person, or taral.brown@cms.k12.nc.us) DATE: February 14, 2011 RE: ACTION: International Field Trips International Field Trip Guidelines The CMS Global Studies and the Office of General Counsel have been working this year to clearly define what meets the standard for a CMS sponsored international field trip. A CMS sponsored international field trip is one that involves travel outside of the continental United States and meets any of the following criteria: Use of CMS contracts with vendors and/or service providers that requires a CMS budget account for payment of funds for any or all parts of the trip; CMS students having excused absences from school for any or all part(s) of the trip; OR CMS teachers and/or staff being absent on any day(s) when school is in session (excludes holidays, summer vacation and/or forced Annual Leave days built into the academic calendar) Trips that meet the above criteria require approval by the principal, Learning Community Superintendent and Deputy Superintendent prior to travel. A copy of the International Field Trip check list, contract template, contract addendum and parent permission form is attached. The Global Studies Department is available to answer questions and provide assistance to schools to complete the required documentation for a CMS sponsored international field trip. Please note that any time a teacher or staff member promotes, advertises or organizes an international trip during school time or uses CMS resources, the trip automatically becomes a CMS sponsored international field trip and must go through the approval process regardless of whether it meets the criteria outlined above. 4

5 Teacher/Group Leader Guidelines Principal Responsibilities Learning Community Superintendent Responsibilities 5

6 Teacher/Group Leader Guidelines All CMS employees involved with submitting a request for a non-required international field trip must follow the regulations and procedures listed below. The listed procedures will include responsibilities of the teacher/group leader, principal and Learning Community Superintendent. 1. Carefully review School Board Policy IJOA-R, CMS Contract for Services, including all insurance requirements as outlined in Section 16 of the Attachment A Standard Terms and Conditions (incorporated by reference and made a part thereof), Overnight Addendum Form 5301, Checklist Form 5302, Notice, and Permission Form Request permission from your school principal to conduct field trip before initiating any planning stages at your school. Before any promotion of field trip on CMS property, i.e. during instructional time, posters in hallways, classrooms, etc. teacher/group leader is responsible for securing permission from principal. Note: principal permission is not CMS Approval. CMS Approval is only when principal, Learning Community Superintendent and Deputy Superintendent/Superintendent are all in agreement to approve field trip request. Be sure to indicate this prior to promoting field trip and prior to negotiating contract with vendors. 3. Please contact the Office of General Counsel to determine which form of CMS Contract for Services to use for your contract. There are two forms of contract to consider and the Office of General Counsel is available to help you determine the appropriate form of contract to use. Note: It is the trip organizer s responsibility to ensure that all chaperones that are not CMS employees are screened through Volunteers & Partnerships. All requests shall be submitted to principal for approval. After securing principal approval, principal will forward to Learning Community Superintendent. Before departure of trip, forward following documentation to principal: 1. List of all participants and emergency contact information. 2. Copy of passport page of all participants. 3. In-country itinerary including all flight and travel. 4. Contact information for group while abroad (telephone number of tour operator or travel agency). 5. For home-stay arrangements, have available the name, address, telephone numbers and language capabilities of host families. And the following to your Learning Community Office: 1. List of all participants and emergency contact information. 2. In-country itinerary including all flight and travel. And the following to the CMS Office of General Counsel: 1. Draft of Contract. 2. Evidence of Insurance received. 6

7 Principal Responsibilities 1. Grant permission or reject field trip request before planning/recruiting stage starts on school campus. 2. Validate all items in request and ensure supporting documentation is complete. 3. Provide a CMS Contract for Services issued to document the field trip, please review the contract for: clarity (specifically the who, what, when, where and costs), errors, and evidence of insurance. If field trip is documented with any other form of contract, agreement or the like, immediately contact the Office of General Counsel for consideration. 4. Submit all original documents to the Learning Community Superintendent. Please remember to include a copy of the no water memo and a copy of the code red procedure memo (two separate memos). Please reference pages for sample memos. 5. Notify teacher-leader of the approval or denial of the requested trip. Before departure of trip: 1. Have readily available list of all participants and emergency contact information. 2. Copy of passport page of all participants. 3. In-country itinerary including all flight and travel. 4. Contact information for group while abroad (telephone number of tour operator or travel agency). 5. For home-stay arrangements, have available the name, address, telephone numbers and language capabilities of host families. Note: If there is a Code Red or a decision to cancel the trip because of a threat posted by the Dept of State or the Dept of Homeland Security, it is the responsibility of the principal to communicate this to parents/students. It is also understood and agreed that CMS reserves the right, in its sole discretion, to cancel or postpone all CMS-sponsored field trips and related travel with no advance notice. 7

8 Learning Community Superintendent Responsibilities 1. Review International Field Trip Request, including all supporting documents and contract (when applicable). 2. Grant permission or reject request. 3. Sign and forward request (and executed contract) to Deputy Superintendent. Before departure of trip: 1. Have readily available list of all participants and emergency contact information. 2. In-country itinerary including all flight and travel. 8

9 Contracts 9

10 Practical Tips for Preparation of International Field Trip Contracts I. Collection of documents to support CMS Contract for Services ( Contract ), Negotiation and Preparation A. Obtain prior approval of principal, Learning Community office/superintendent, CMS Superintendent or designee 120 days prior to event. B. Prepare and collect supporting documentation with Learning Community office ninety (90) days prior to event. C. Negotiate & Draft Contract (Submitting Department) needs to be submitted to Central Office sixty (60) days in advance. Submit draft to Office of General Counsel for review as soon as possible! D. Contract goes through Internal Central Office, Office of General Counsel, Department of Insurance and Risk Management, City of Charlotte (DIRM), Finance Officer and Purchasing. Allow thirty (30) days minimum. II. When do I need to use a Contract? For international travel, a Contract must always be prepared and executed prior to the event if a travel company/ travel agent will be coordinating the travel arrangements (i.e. overnight accommodations, tours, meals and transportation, etc.). CMS has a signed master contract on file with select travel companies (for example, EF Educational Tours (Cambridge, MA). If using EF Educational Tours, then only a Lawson service requisition needs to be prepared (with a complete and thorough description of the event) to utilize EF Educational Tours services. A purchase order will then be generated. A. Contract is not needed solely for the purchase of airline tickets. This includes airline tickets being purchased through airline reservation systems 1 [1], or the internet or mobile applications. Each trip participant assumes any and all risks associated with the purchase of an airline ticket. III. When preparing the Contract: A. Please contact the Office of General Counsel to determine which form of CMS Contract for Services to use for your contract. There are two forms of contract to consider and the Office of General Counsel is available to help you determine the appropriate form of contract to use. B. Use good business judgment. You are responsible for the business deal i.e. that we need the service, selection of service provider/vendor, fair price. C. Draft a good Contract [Review Contract Form and Checklist Form 5302] 1. Drafting Tips: a. Someone who knows nothing about the deal can understand it b. Carefully draft obligations of service provider/vendor c. Carefully draft obligations of CMS (payment and anything else) d. Attachments to Contract e. Proofread! 2. Collect signatures (have signed in duplicate if service provider/vendor needs a signed original of the contract): a. Service Provider/Vendor b. CMS Fund Owner IV. Attachment A - Standard Term and Conditions must be attached to Contract (Revised 9/24/09). V. Insurance - Insurance requirements are to be determined by the Department of Insurance and Risk Management, City of Charlotte (DIRM). Please contact the Office of General Counsel to engage DIRM to properly assess your insurance risks and what documentation is to be obtained with respect to the field trip event. VI. Resources Feel free to call CMS Office of General Counsel with any questions, any time. Contact Info: Stephen Sharpless ; stephenr.sharpless@cms.k12.nc.us 1 [1] Airline reservations systems contain airline schedules, fare tariffs, passenger reservations and ticket records.

11 Incoming Exchange Student Visitors 11

12 Incoming Exchange Student Visitors Some of our international field trips are based on reciprocal exchanges with partner or sister schools abroad. Often this reciprocal exchange will involve CMS students to visit their partnership/sister school abroad with the possibility of a host family stay. In return, the partnership/sister school will send students to visit CMS for a short-term visit, i.e. one-week to 15 days. The short-term student visitors live with CMS host families, participate in school activities, ride the bus of their host sibling, etc. The exchange is based on an immersion, relationship-building experience between the two families and schools. Please note: there are also opportunities in our schools when we are asked to host visiting international students for a short period and the visit is not based on a reciprocal exchange. Principals are responsible for approval of an international student visit that is short-term (1 week to 15 days). All long-term exchange student placements are coordinated according to CMBE Regulation JFABB-R. When coordinating a reciprocal exchange (or incoming short-term international visitors), it is your responsibility to ensure the following: 1. Secure permission from principal to coordinate exchange. 2. All host families must be screened through Volunteers & Partnerships. 3. Two weeks before arrival- provide Transportation a list of international student visitors and dates of attendance if visiting students will need bus transportation. 4. Make arrangements with Child Nutrition for international student visitors to purchase meal plan option. 5. Parents of international student visitors must complete Parent Agreement Form. Parent Agreement Form must be on file at school before international student visitor is permitted on school grounds. 12

13 Short-Term Visitor Parent Agreement By my signature below, I agree to the following conditions of my child s cultural visit to during. Name of Child: Name(s) of Parent(s): 1. Transportation I give permission for my child to ride in vehicles provided by CMS and driven by CMS-authorized individuals and in private vehicles driven by adult members of his or her host family for the purposes of his or her participation in associated events at the school. I further consent for my child to ride CMS school buses to and from CMS schools. 2. Photographs & Video Footage I grant to CMS the right to use, publish and /or reproduce for any lawful and legitimate purpose excerpts from interviews and letters, images and audio recordings, and any other still or moving images of my child taken during his/her visit to and any other activities associated with this event, and to use his/her name in this connection. 3. Consent for Medical Treatment & Associated Costs Should any medical emergency arise, if time permits, CMS will contact us [the participant s parents] and request permission for surgery or other necessary treatment. If, in the sole judgment of CMS, time and circumstances do not permit communication with the us, we authorize CMS to consent to outpatient medical treatment, the administration of x-ray examination, anesthetics, blood transfusion, other medical or surgical diagnosis deemed appropriate, or inpatient treatment and hospital care, and to make medical evacuation arrangements and transport, if required, which is deemed advisable by, and is to be rendered under the general or special supervision of any physician and surgeon. I agree to reimburse CMS for any medical expenses incurred as the result of any emergency medical treatment for my child. 4. Health Conditions Are there any health limitations or restrictions on your child s activities? If so, please describe:. 5. Medications Students are responsible for supplying, storing, and taking any over the counter medications or medications prescribed for them by a licensed medical provider. I acknowledge that CMS has no responsibility for the storing or administration of over the counter and prescription medications to my child and that my child is capable of storing and self-administering these medications. List any medications taken by your child and the dosage schedule:.

14 6. General Liability Waiver I understand that CMS has no responsibility or liability for any claims for damages or injuries claimed to have been caused by the acts or omissions of my child while visiting Charlotte, NC for the purposes of participating in the cultural visit to. I assume sole responsibility for the prosecution of any claims for damages or injuries suffered by my child while visiting Charlotte, NC for the purpose of participating in the cultural visit. Parent Signature Date Participant s Agreement By my signature below, I agree to the following conditions of my cultural visit to : I understand that certain activities that may be allowed by my family and permissible under may be prohibited in the United States. I agree to follow the rules of Charlotte- Mecklenburg Schools and my host family and to abide by the laws of the State of North Carolina and the United States during my stay in Charlotte, NC. Participant s Signature Date

15 Forms 15

16 Checklist for CMS- Sponsored Overnight Travel (Including Foreign Travel) 5302 School: Country: Dates of Travel: Guidelines Principal Approval Learning Community Superintendent Approval FOREIGN TRAVEL - Four months prior approval of principal, Community Superintendent, Superintendent or designee. Fully completed and principal approved plan of travel in place prior to any communication with parents and/or students. Appropriate contracts with service providers (bus, plane, travel agents) (a) may be approved and signed by PTA, Booster Club, or responsible individuals who plan to handle financial aspects of transaction or (b) may be approved and signed by Principal and Superintendent, or designee, on behalf of CMS if standard addendum is agreed to by Contractor. (See Contract Section in International Field Trip Manual) Provide documentation of travel transportation and accommodations; cost of trip, method of payment, cancellation fees, if any. Full or partial scholarships available to students in need provisions included. Provide a complete itinerary include flight and in-country schedule. Any updates or changes to schedule should be provided to your principal and Community Superintendent before departure. CMS curriculum-related- Provide description on separate page. Magnet School related language acquisition or immersion programs elementary/middle only. Review and include documentation from Provide documentation that parents received required disclosures of our Code Red policy. Include copy of Code Red Procedure Memo. Adult supervision of 8:1 with the provision of a health-related person. What accommodations for EC students are made, if needed? Parental permission form to be used including standard notice and waiver provisions. Provide an example of form being used for trip. Form 5300 Student Code of conduct contract. Provide an example. Student insurance Provide example of procedure to verify. Emergency Health form- Provide an example. Screening of non-cms employee chaperones. Copy of**no Water Activities Are Included In This Trip** Memo Principal Date Learning Community Date Superintendent or designee Date Superintendent

17 The Charlotte-Mecklenburg Board Of Education ( CMS ) Notice, Permission Form, & Release [Non-Required Cms-Sponsored Overnight Trips (Including Foreign Travel)] 5300 To: Parents/Guardians of students interested in participating in non-required CMS-sponsored overnight trips (including foreign travel) CMS has approved a non-required overnight trip to on. The purpose of the trip is:. A description of the trip and how it represents part of the curriculum is as follows: Mode of Travel: [ ] School activity bus; [ ] Car(s); [ ] Other Cost of trip (if any): $ Time of departure from school: Time of return to school: Additional information about the trip: CMS reserves the right to cancel this trip. CMS is not responsible for any cancellation fees that may be charged by travel-agents or other services providers and will not reimburse trip participants for any monies paid to such service providers, even if CMS cancels the scheduled trip. See the attached Notice of CMS Right to Cancel Trips. I have read and understand the trip description. I have read and understand the attached Notice of CMS Right to Cancel Trips. I understand and agree that CMS reserves the right to cancel field trips and that CMS is not responsible for any cancellation fees that may be charged by travel-agents or other service providers, even if CMS cancels this trip. I understand that if CMS cancels this trip I may lose some or all of the money paid by, or on behalf of, my child for this trip. I agree not to seek any financial reimbursement from CMS and I agree to indemnify and hold harmless CMS, its board members, officers, agents and employees from and against any and all claims arising out of CMS cancellation of this trip. I understand that my child will be required to have a valid passport and possibly a visa to travel and return to the USA. It is my responsibility to understand I assume all responsibility for understanding and satisfying the immigration requirements for my child to leave and re-enter the USA. I also agree to indemnify and hold harmless CMS, its board members, officers, agents, and employees from and against all claims, losses, costs, damages, expenses, attorneys fees and liability that any of them may sustain (a) arising out of my child s failure to comply with the Charlotte-Mecklenburg Schools Code of Conduct, (b) arising out of any damage or injury caused by my child, or (c) arising out of my child s participation in this non-required field trip. I give permission for [child s full name] to go on this non-required trip sponsored by CMS. Parent/Guardian Date

18 THE CHARLOTTE-MECKLENBURG BOARD OF EDUCATION ( CMS ) Notice of CMS Right to Cancel Trips CMS sponsors and approves certain non-required field trips, including some overnight and foreign travel. The purpose of CMS approval of such non-required field trips is to assure that any such trips are part of the curriculum and to authorize excused absences from school for both students and CMS staff. CMS does not assume any financial responsibility for non-required field trips. Trip participants, not CMS, pay for nonrequired trips. CMS administration reserves the right, in its sole discretion, to cancel or postpone all CMS-sponsored field trips and related travel with no advance notice. By way of example, and not limitation, CMS may cancel all field trips and travel in the event of an act of terrorism or war or the threat of an act of terrorism or war. Travel agents and other providers of travel-related services typically require nonrefundable deposits that are retained by the service provider if a trip is cancelled. CMS is not responsible for any such cancellation fees charged by service providers and will not reimburse trip participants for any monies paid to such service providers, even if CMS cancels the scheduled trip. CMS recommends that all trip participants review all travel-related contracts and make sure they understand their possible financial risks and obligations. Travel-related contracts for these non-required field trips typically should be signed by the PTAs, Booster Clubs or individual parents that pay for the trip. In appropriate circumstances, with approval of the Superintendent, CMS can be a party to the travel-relate contracts; however, CMS will do so only if the contracts specifically state that any cancellation fees are the responsibility of the individual trip participants, not CMS, even if CMS administration cancels the trip.

19 Example of Verification of Insurance Form: INDIVIDUAL TRAVEL INFORMATION & INSURANCE VERIFICATION Name DOB Address Passport # City, State, Zip Code Parent/Guardian Names Daytime Emergency Contact Person Relation to Student/Chaperone Phone # Fax Mobile # Work # Health Insurance Company Address Phone # (Including area code) Policy # Group # State any pre-existing Medical Conditions Do you take any prescription medications? If yes, please list Are you allergic to any medications? Foods? If yes, please list

20 Sample Memos (No Water Activities and Code Red) 20

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