Field Trips and Excursions

File: IFCB

FIELD TRIPS AND EXCURSIONS

PURPOSE
The Pocahontas County Board of Education is supportive of the efforts of the faculty to provide a full range of educational experiences for all students. School field trips are for the purpose of pursuing educational activities that are not available in the traditional school setting.

RESPONSIBILITY
It is the responsibility of the Superintendent and his/her designee to administer this policy. It is the policy of the Board that field trips for enhancing the instructional programs in the external environment shall occur under the following criteria:

Instructional Day Field Trips:

1. Field trips to enhance the instructional objectives of any class or course will be approved by the principal or building level administrator. Trip requests shall be submitted through regular administrative channels.

2. The primary purpose of scheduling field trips is to extend the options for achieving teaching instructional goals. Therefore, the major portion of the time scheduled for field trips that require the use of instructional time shall be spent in activities that meet the objectives of the lesson plan.

3. The financial limitations of any student shall not limit his/her participation in the field trips scheduled as part of the instructional day, included are groups such as athletic teams and bands.

Financial Support:

1. In support of the instructional program, each school will be given an annual allocation for educational trips, with an educational trip being defined as one that enhances the course content standards and objectives. Each school will receive annually a base allocation
plus a per student allocation based on the prior year second month enrollment. Transportation costs will be calculated at a reduced rate per hour for the driver and
a per mile fuel cost. Substitute teacher costs will be calculated at a reduced rate per day. The individual schools cannot carry the annual allocation balances forward to the next school year. However, each school will be permitted to use one-half of the end-of-year balance for instructional materials and/or equipment. The other half will revert back to the Board. This allocation will be initially awarded on September 1, 2007, for the 2007-2008 school year. This process will be reviewed annually. Schools will be notified annually by September 1.

The Pocahontas County Board of Education will be reimbursed fully for expenses incurred for all field trips funded solely by grants.

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2. A special allocation will be available to student academic groups and/or clubs competing in national competition relative to their express purpose. This allocation will support county and state winners at the rate of $100 per student for a maximum number of ten students.

3. The Board will not approve any non-school trip, such as after graduation “senior” trips, during the school calendar or any other time that school is not in session.

Definitions:
Curricular Field Trip is any trip planned to support classroom instruction and is closely tied to the instructional learning outcomes or content standards and objective.

Extra-Curricular Trips are those associated with extra-curricular activities such as interscholastic sports, bands and clubs and generally are not confined to the instructional day. However, there may be times when these are scheduled during the instructional day or part of it.

Recreational Field Trips are those activities that are not associated with co-curricular or extra-curricular field trips such as trips to amusement parks, ski trips, bowling alleys, etc.

Pocahontas County Guidelines for Field Trips and Other Off School Site Educational Experiences During National Terrorist Alert Levels

During times of national concern for the safety and welfare of our citizens and students,
the Pocahontas County school administration will review the appropriateness of all field
trips, extra-curricular activities, interscholastic sports and other educational opportunities
in which our students are involved in order to ensure that these activities are in their
continued best interest. Although our intent is to provide and maintain the most normal experiences for students as it relates to educational experiences, it is the intent not to place
any student or groups of students at additional risk.

1. Out of school activities that require students to leave the school community will be considered on an individual trip or activity basis when the national alert is at the orange level or higher. This review will include all field trips, extra-curricular and interscholastic activities.

2. School officials, coaches and sponsors of these activities are required to consult with the principal in regard to the continued appropriateness of the trip in light of the current national alert levels.

3. The primary factors of group size, age, length of stay, destination, mode of transportation, and national and local destination alerts must be considered in making a decision
regarding the status of the trip. Financial considerations or possible loss of revenue or
deposits cannot be considered as a factor. Principals and other trip coordinators must, as a condition of the approval by the Pocahontas County Board of Education, inform parents and guardians of students making trips of this nature that there is a chance that a
cancellation of a trip may result in a loss of fees paid in advance of the trip. Every effort

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will be made to refund money as a result of the cancellation; however, contracts written in support of trips generally have a cancellation clause that reduces the amount of the refund possible the closer you are to the departure date. Only refund to individuals will be the amount that they have paid out-of-pocket.

4. Each principal will consult with the appropriate county administrator well in advance of the trip and as necessary, up to the departure and return of the student groups. County administrators are to consult with any agency or organization responsible for home security.

5. Trip planners, principals and county administrators are to plan and prepare student participants for any emergencies procedures expected to be followed during the trip so proper response and reactions will be maximized. These preparations should include the involvement of local emergency responders who are knowledgeable of the risk potential at the trip’s destination as well as the risk involved based upon the mode of transportation and the routes selected for travel.

6. Following the cancellation of a field trip, extra-curricular or educational activity, teachers, chaperones and other planners or individuals including parents and students, are not permitted to use any of the arrangements of the cancelled trip or activity for personal use or gain. Any refunds are to be distributed to the individual students in a fair and equitable manner and only the amount of refund will not be more than what the individual had paid out-of-pocket. The Board of Education may request an audit of the cancelled trips accounting procedures to ensure compliance of this procedure.

Field Trip Preparation

1. Prior to the trips departure one employee, who will be attending the field trip, is to be designated as the field trip leader or sponsor.

2. All students must have a signed permission form on file with the school indicating parent permission has been granted to attend.

3. A list of all participants (students and adults) is maintained prior to the trip by the trip sponsor.

4. A list of who is actually riding on each bus is to be provided each bus driver and a copy of the same list is to be left at the school office prior to departure.

5. Parent chaperones must sign a form indicating their agreement to the schools expectations and obligations for chaperones.

6. A meeting is to be held with parents at least one day prior to departure for any overnight trip to provide them with details of the trip and any specific requirements.

Adopted: January, 2007

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