Field Trips, Excursions, and Outdoor Education

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1 SELAH SCHOOL DISTRICT Procedure 2320P Field Trips, Excursions, and Outdoor Education Field trips are defined as travel away from school premises, under the supervision of a teacher, with an approved course of study, for the purpose of affording students a direct learning experience not available in the classroom. The transportation costs for all such field trips conducted during school hours will be borne by the district. The following procedures will apply: Field Trips A. Each school will receive a field trip allocation; B. The staff member will submit a completed field trip request form to the principal at least two weeks prior to the field trip; C. The staff member will contact the site to make specific arrangements for the field trip so that the desired activity can be coordinated with the classroom studies; D. The staff member will be responsible for securing additional adult supervision for the trip (one adult to a maximum of ten students); E. If private vehicles are used, field trip forms will be completed which acknowledge the name of the driver of each vehicle to be used. The principal will contact the district office to determine if the district's liability insurance coverage will protect the driver; F. Each student participating in a field trip must first return a permission slip signed by his/her parent. Parents will be informed if private vehicles are to be used for the field trip; and G. A letter of appreciation should be sent to the site host upon completion of the field trip. Outdoor Education A. The outdoor education plans for the coming school year will be presented to the board for approval at the May board meeting; B. All staff to be involved will be notified of plans after board approval; C. The proposed curricula for the outdoor education school will be presented to teachers at least one month prior to the session; D. Information to parents regarding fees and waivers or reductions if offered, special clothing, dates, supervising proposed activities, and other duties will be sent to parents at least one month prior to the session. The parent must sign an approval form; E. If feasible, parents may opt to have their child participate in daytime activities only; F. Students who do not elect to attend will engage in meaningful learning experiences at school; G. Students must purchase accident insurance or have family accident insurance; and H. If the district can absorb the cost or has access to funds to cover waivers or reductions, students who are unable to pay the fee may be granted a waiver or reduction if they meet the USDA Child Nutrition Program guidelines. Page 1 of 7

2 SELAH SCHOOL DISTRICT Procedure 2320P Overnight Field Trips A. The staff member must submit to the principal a written plan, including purpose, supervision, itinerary, cost, housing, and student costs (if any) at least two weeks prior to submission to the board; B. After approval by the principal, the proposal should be submitted to the superintendent at least one week prior to the board meeting; C. The staff member should attend the board meeting to answer any questions the board may have; and D. After approval by the board, a written description of the overnight field trip will be sent to the parent. All such field trips are optional. Parent permission is required. International Travel Approval of international travel will be subject to the United States Department of State travel warnings. Travel warnings are issued when the state department decides, based on all relevant information, to recommend that Americans avoid travel to a certain country. District travel to Canada and Mexico will be approved unless either country is identified through a travel warning. No district sponsored international travel will be approved to any other country as long as the worldwide caution is in effect. A. The staff member must submit to the principal a written request for approval, including purpose, supervision, itinerary, cost, housing, and student costs six months before the date of the trip and before any fundraising begins or deposits are place for the trip; B. After approval by the principal, all requests for both single and multi-school trips will be approved by the superintendent at least one week prior to the board meeting; C. The staff member should attend the board meeting to answer any questions from the board; D. After approval by the board, a written description of the international, overnight field trip will be sent to the parent. All such international trips are optional. Parent permission is required; E. All signed approval forms and trip records will be kept on file at the school; and F. Staff members and sponsors will obtain competitive pricing to assure maximum student participation at the lowest possible cost. Date: Page 2 of 7

3 FORM: 2320 F1 ***OVERNIGHT TRAVEL REQUEST FORM*** TO: Selah Board of Directors FROM: DATE: SUBJECT: Request for Approval of Overnight Trip I am requesting permission to accompany (Number of Students/Group Name) to on for the purpose (Destination) (Dates) of. We will leave at on, 20 and return at approximately (Time) (Date) on, 20. (Time) (Date) The approximate cost to the District would be. (See the back of this form for a breakdown of this total). An approximate itinerary is listed below along with the names of the student participants and chaperone(s). Thank you for your consideration of this request. -SEE BACK- Page 3 of 7

4 Page 2 Form 2320 F1 Detail of approximate costs to the District: 1) ACCOMMODATIONS- NAME OF MOTEL/HOTEL Indicate appropriate number for each: ADDRESS Male Students Female Students PHONE ROOM # Male Chaperone(s) Female Chaperone(s) These accommodations will cost $ per room. We will need rooms (figuring four people of the same Bus Driver gender per room). Advisor/Coach X = ACCOMMODATIONS (Cost per room) (# of rooms) 2) TRANSPORTATION- BUS AND DRIVER TO TRANSPORTATION (Destination) (Estimate $2.00/mile) 3) MEALS-(Do not include students, if an ASB sponsored group.) X = BREAKFAST TOTAL (# of breakfasts) (# of people) X = LUNCH TOTAL (# of lunches) (# of people) X = DINNER TOTAL (# of dinners) (# of people) + + = (Breakfast total) (Lunch total) (Dinner total) MEALS 4) SUBSTITUTE COSTS- Names of personnel requiring substitutes: X X = (# of substitutes) (# of days) (Rate per day) SUBSTITUTES 5) OTHER COSTS- List any other District costs associated with this trip, should it be approved: TOTAL OF OTHER COSTS TRAVEL TO DISTRICT: (Sum of the totals above) Revised: 10/00 Page 4 of 7

5 FORM: 2320 F2 FIELD TRIP/ACTIVITY PERMISSION SLIP An activity has been scheduled for to travel to (Name of class or group). This group will leave school at (Destination) and expect to arrive back at approximately (Time and date). (Time and date) I understand, and my son/daughter understands, the rules of behavior on this trip will be the same as for all school functions, whether at school or away from school. I give permission for (student) to attend this field trip under the direction of (adult sponsor) and I assume full responsibility for him/her. I also agree to hold harmless the Selah School District No. 119, and its appointed and elected officials and employees while acting within the scope of their duties and such, from and against all claims, demands, loss, or liability of any kind and character, including costs of defense, arising out of or in any way connected with the field trip/activity specified in this agreement. (Signature of parent/guardian) (date) I understand that field trips/activities are optional and as I wish for my child(ren) to participate, I hereby give permission for school authorities to seek medical attention/treatment as deemed necessary while on this field trip/activity. I understand responsibility for any emergency medical attention/treatment would be mine. My child requires medication on this field trip that is not already given/taken at school. Please return medication authorization prior to field trip. (Signature of parent/guardian) (date) Revised: 8/97 Page 5 of 7

6 STUDENT FIELD TRIP REQUEST FORM: 2320 F3 Please complete and submit to your principal, Nutrition Services secretary (fax ), and District Nurse (fax ) at least fifteen (15) school days prior to your scheduled trip to allow for scheduling of substitutes, buses and sack lunches. Date: 1. This field trip will be funded by Please check appropriate box(es) BUILDING FUNDS Bus Admission Other (Food, etc) 2. Name of supervising teacher(s): 3. Title of class or name of group: 4. Destination: 5. What are the learning targets for the proposed field trip and related activities? How will students demonstrate their understanding of the target(s)? Include Grade Level Expectations to be taught or reinforced. 6. Are the students aware of the objectives of the field trip and expectations as far as assignments after the field trip? 7. Date of trip: 20 (day of week) (month) (date of month) THE TRANSPORTATION DEPARTMENT NEEDS 10 DAYS ADVANCE NOTICE PRIOR TO THE TRIP DATE. 8. Expected departure time: Location: Expected arrival time at destination: Leave time from event: Expected time of return to Selah: Location: 9. Number of students taking field trip: 10. Number of adults to assist you: Names: 11. Have arrangements been made with host agency? Yes ( ) No ( ) 12. Telephone number you can be reached in case of emergency: 13. Have parent permission slips been arranged? Yes ( ) No ( ) 14. Have parents been notified of the purpose of the trip, location, length of time, cost involved, eating arrangements, clothing etc.? Yes ( ) No ( ) 15. Describe special arrangements (i.e. eating, financial assistance for students who cannot afford trip, etc.): 16. Lunches NO YES Tentative number of sack lunches needed (required two (2) weeks before trip) Seven (7) days prior to the field trip submit a Sack Lunch Request Form to SIS Central Kitchen 17. Name of staff member responsible for medical information/care of students (see health room/front office for pertinent medical information):. Approval of Principal Date (Signature) Comments: Approval of Superintendent or Designee Date Page 6 of 7 (Signature)

7 FORM: 2320 F4 SACK LUNCH REQUEST FORM Please fill out and FAX this completed worksheet to Food Services at seven (7) days prior to the field trip. 1. Teacher 2. School Group 3. Date of field trip 4. Number of sack lunches needed 5. Person picking up sacks 6. Time sack lunches needed If sack lunches needed before 8:00 a.m., must make special arrangements with Central Kitchen/ Please complete the form below, including student name and ID number, or attach a class list indicating students requesting sack lunches. Also include first and last names of students/staff/parents requesting a sack lunch. Please keep in mind the following procedures when picking up sack lunches: Must have copy of this memo with students/staff/parents names to use as a checklist when sacks are handed out. Please sign and send this list to the kitchen when you return from your field trip. Report any absences to respective school office ( , phone, or note) and kitchen (via phone only). Additions are highly discouraged within two (2) days of the trip due to allergy concerns. Special circumstances should be communicated to the central kitchen at in advance of the field trip date. When sack lunches leave the kitchen, they are considered sold. Therefore, absolutely no returns or refunds will be allowed Student Name Student ID Number Page 7 of 7

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