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El Dorado Union HSD |  AR  6153  Instruction

School-Sponsored Trips   

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Criteria and Approval of Trip

1. The employee in charge of the proposed trip shall meet with principal/designee to discuss the feasibility of the trip before any arrangements are made.

a. Any proposed trip shall be an integral part of the graded instructional program or extra-class activity which will provide a significant educational experience for the students.

b. The trip shall have educational objectives which relate directly to the instructional program and shall have an evaluation component.

c. The trip shall not unduly interrupt the instructional programs of other teachers.

d. The trip shall be adequately funded.

e. The trip shall be covered by district insurance.

f. Transportation for the trip shall meet all legal and district requirements.

g. The trip shall provide for the health, safety and welfare of students.

h. Any trip for more than 1 day should be scheduled during noninstructional time.

i. If a trip could be scheduled in two different locations, it shall be scheduled at the closer.

2. Any time there is a school-related trip and transportation is being provided by the district, and more than 18 students are being transported, the trip will use a school bus.

3. A school bus shall be used to transport students to a school-sponsored event when the following criteria are met:

a. More than one team is going to the event

b. The time of participation for each team is reasonably coinciding.

c. The total number of students of the combined teams is more than 18 students.

4. If the principal gives approval to proceed with planning activities, the employee must provide to the principal/designee the following information prior to final approval or submission to the Board.

a. The Education Objectives which will be achieved with the trip and criteria for evaluating the objective.

b. Reasons why objectives cannot be met locally.

c. A detailed itinerary which outlines the following:

(1) The number and length of instructional activities

(2) Type of transportation

(3) Date(s) of trip

(4) Place(s) students will be staying

(5) Number of chaperons

(6) Number and grade levels of students participating

(7) Other pertinent information

d. A detailed budget for the trip which specifies funding sources with anticipated incomes and expenses.

e. An evaluation of the sponsoring organization, if not a school group, which shall include:

(1) Type, quality and quantity of supervision to be provided both at the activity and to and from the activity.

(2) Insurance coverage and the organization's ability to provide certificate of insurance naming El Dorado Union High School District as "additionally insured."

(3) Information as requested in 2.a, 2.b, 2.c, and 2.d.

5. The principal will evaluate all material submitted by the employee and verify insurance coverage in regard to proposed trip. No trip shall be approved which does not have adequate insurance coverage.

a. If the trip is within a 300-mile radius, the principal has the authority to approve the trip. The employee shall submit the request at least 3 weeks prior to the trip.

b. If the trip is beyond a 300-mile radius, requires an overnight stay, or requires travel out-of-state, the principal shall submit the request to the Board for approval with his/her recommendation. All requests which fall within this criteria must be approved by the Board.

(1) If due to unavoidable circumstances, a request cannot be submitted to the Board 2 months before the proposed activity, the Superintendent may approve the request and report such to the Board.


1. Each school shall have the procedures for student trips published in its faculty handbook. These procedures shall conform to district regulations.

2. A student shall have satisfactory attendance and be current in his/her academic work in order to participate in the trip. Satisfactory attendance shall be defined by league and/or district or school rules. However, in no case shall a student participate if he/she has missed 10 days in the school year or the prorated portion thereof unless approved by the principal. For trips taken during the first month of school, attendance from the immediately preceding school year shall be considered.

a. No student shall be denied the ability to participate in a school sponsored trip solely on the basis of a disability.

b. Within 2 weeks, upon the return from the trip, the employee shall report to the administration: (1) an evaluation of the trip and (2) a financial accounting of the trip.


1. No student member of a class or other school group shall be prevented from making a trip or excursion because of lack of sufficient funds. (Education Code 35330)

a. Schools shall coordinate efforts of community and/or school service groups to supply funds for students in need of them. Funds shall be collected and accounted for through the ASB account.

b. Each group should conduct whatever fund-raising is necessary to include all members in the activity.

2. No group shall be authorized to take a field trip or excursion if any member of such identifiable group will be excluded from participation in the trip because of lack of sufficient funds. (Education Code 35330)

3. Trips held during the instructional school day, and required for the successful completion of course objectives may not require fees of individual students.

4. Activities outside the school day shall not require fees from students except where authorized by law.

5. No expenses of students participating in a field trip or excursion to any other state, the District of Columbia, or a foreign country authorized by this policy shall be paid with school district funds.

6. No expense for a trip shall be borne by the district except when authorized by the district.

District Authorized Transportation

District authorized transportation is a form of transportation to a school sponsored event/activity that has been organized, arranged for or provided by the school/district.

1. After the principal or Board approves a trip, organizers may arrange for transportation, according to district guidelines.

2. District authorized transportation for student groups to and from off-campus activities shall be restricted to the following:

a. District-owned vehicle

b. Commercial carriers

c. Governmental agencies

d. Private vehicles

The principal or the principal's designee and the Transportation Manager shall determine which of the approved modes of transportation is to be used for a specific trip.

a. All agencies or commercial carriers providing transportation to students must provide a certificate of insurance naming the El Dorado Union High School District as "additionally insured." In the event of a trip to a foreign country, liability insurance must be provided by a carrier licensed to transact insurance business in that country.

b. All district-funded field trips within a radius of 300 miles of Placerville will be performed by district employees. Transportation shall be contacted and given an opportunity to submit a quote on all trips. All other trips may be contracted out.

3. Where district transportation is to be used, requests for transportation must be made in a timely manner, and no later than 7 calendar days prior to the beginning of the trip.

a. Upon approval of an instructional trip, a School Transportation Request form completed by the principal or his/her designee shall immediately be forwarded to the transportation department.

b. Costs of district transportation shall be borne by the group or local school.

c. The state will not reimburse the district for any trips or excursions with an out-of-state destination. (Education Code 35330d)

d. The district shall report to the State Superintendent the total mileage of school buses used in educational excursions. In computing the district's regular allowance, there shall be deducted an amount there from equal to the depreciation of school buses used for such transportation.

e. All drivers will instruct participants in behavior, safety, and evacuation procedures prior to departure.

4. Volunteer drivers shall not drive district vehicles with students on board.

5. Commercial carriers may be used if the company meets all the legal requirements for transporting students.

a. Buses and bus drivers must meet current state and district requirements governing school activity trips.

b. All drivers will instruct participants in behavior, safety, and evacuation procedures prior to departure.

6. Governmental transportation may be used if it meets all the legal requirements for transporting students.

a. Buses and bus drivers must meet current state and district requirements governing school activity trips.

b. All drivers will instruct participants in behavior, safety, and evacuation procedures prior to departure.

7. Transportation by air may be used with the following carriers only:

a. Aircraft owned and operated by the state or federal government.

b. Regularly scheduled aircraft operated by a carrier defined in the Federal Aviation Act of 1958 and certified by the Civil Aeronautics Board to engage in such transportation.

c. Charter aircraft possessing the same qualifications.

d. All must certify that they are insured for liability in the states or countries involved.

Guide to Transportation for School-Sponsored Activities

Students participating in off-campus school-sponsored activities are required to travel on school buses or other school vehicles when they are being provided by the school for the activity. Individual exceptions may be granted by the activity supervisor for very unusual circumstances. These exceptions should be arranged for at least 2 days prior to the activity. All exceptions will be made at the sole discretion of the school.

When the school is not providing a bus or other vehicle for travel to and from a school-sponsored activity, transportation may be provided by a parent driving their own student, by parent/staff authorized drivers, or by a student who has been authorized to drive himself/herself.

1. Parents Driving Their Own Children

Permission may be given by the school for parents to drive their own children to and from a school-sponsored activity. Under these conditions, the parent assumes all responsibility and liability associated with transporting their own student to and from a school-sponsored activity.

2. Students Transported by School Authorized Drivers in Personal Automobiles

Any adult who will be driving students other than their own children to and from a district-sponsored activity must have completed ad have filed with the school a Volunteer Personal Automobile Use Form. The authorized driver must be 21 years or older. Proof of insurance and a copy of his/her drivers' license must be submitted with this form. The form should be completed and on file at least 10 days prior to the activity. The driver's personal automobile insurance will be considered the primary coverage.

A student who will be transported to and from a school-sponsored activity by a school authorized driver in a personal automobile must also have completed and have on file a Student Alternate Transportation: Designation of Adult Driver Form at least 2 days prior to the activity. The form will require that a parent designated the authorized driver(s) they are given their permission for their student to ride with to and from a school-sponsored activity.

3. Students Transporting Themselves

Permission may be given by the parent and the school for students to transport themselves to and from a school-sponsored activity. A student who will be transporting themselves must have completed and have on file with the school a Student Personal Automobile Use Form at least 10 days prior to the activity. The form will require proof of insurance and a copy of the student's driver's license. Under these conditions, the parent assumes all the risk associated with the transporting of the student and will hold harmless the school and its officers and employees from all liabilities.

A student who will be transporting themself to and from a school-sponsored event must also have on file a Student Alternative Transportation: Student Driver Form at least 2 days prior to the activity. The form will require that the school and a parent/guardian give their consent for a student to drive himself/herself to and from specified school-sponsored activities/events.

4. School's Responsibilities

The school principal or designee will determine the employee(s) who will be designated the responsibility for arranging for transportation for school-sponsored activities and ensuring that all appropriate procedures are being followed. Direction shall be given regarding how forms can be obtained by parents/students, how they are filed, how permission to parents and students will be provided, and how the supervisor of the activity will monitor the transportation of students and account for each student along the way.

Emergency Procedures - Welfare And Safety

1. Those organizing instructional trips must provide for adequate adult supervision. At least one certificated staff member shall supervise each trip. An additional number of adults must be present to ensure adequate supervision. A student/adult ratio shall not exceed 20:1 for daytime trip and 15:1 for an overnight trip. (Education Code 35330c)

2. Rules and regulations which apply to students while on campus also apply while on an instructional trip. Students who elect to disregard the rules shall be referred to the administration.

3. All precautions for the safety and welfare of participants will be taken in planning, executing and concluding trips. If any emergency should arise, the following procedures will be followed:

a. Tend to the immediate needs of participants, following the information provided by parents or guardians (Instructional Trip Authorization/Emergency Procedure and Insurance Verification).

b. The certificated person in charge will phone the principal or designee and report the emergency as soon as possible. Upon return to the school, the certificated person will complete all necessary report forms.

c. The principal or designee will inform concerned parents as soon as possible.

d. The principal will immediately notify the Superintendent or designee of the emergency and action being recommended or taken.

e. In the event of a serious accident or delay, the principal or designee will notify the appropriate local law enforcement agency, sheriff and/or city police for information.

4. A first aid kit appropriate to the activity shall accompany each excursion. (Education Code 32041)

5. Immediately prior to departure a list of all students and other personnel actually embarking on the trip shall be filed with the principal or designee. This list shall include participant names, parents or other significant adults, to notify in case of delay or emergency, with telephone numbers. (See Instructional Trip Notification Form)

6. An "Instructional Trip Authorization/Emergency Procedure and Insurance Verification" form shall be completed by each student's parent or guardian prior to departure. This form shall be kept in possession of the supervising staff member at all times during the trip.

7. Special precautions must be taken when an approved trip entails a "Hazardous Recreational Activity" as defined in Government Code 831.7 to provide for the welfare and safety of the participants.

a. The principal shall verify that the activity has adequate insurance coverage.

b. For all persons who choose to participate in any "Hazardous Recreational Activity," the sponsor must:

(1) Warn participants, assistants and spectators of the risk and/or guard against risk, if possible

(2) Assure that all equipment is in safe, proper and working condition

(3) Not promote participation recklessly or with "gross negligence"

(4) Not act with "gross negligence" so as to proximately cause injury.

c. As used in this section "Hazardous Recreational Activity" from Government Code 831.7 means:

(1) A recreational activity conducted on property of a public entity which creates a substantial (as distinguished from a minor, trivial, or insignificant) risk of injury to a participant or spectator.

(2) Water contact activities, except diving, in places where or at a time when lifeguards are not provided and reasonable warning thereof has been given or the injured party should reasonably have known that there was no lifeguard provided at the time.

(3) Any form of diving into water from other than a diving board or diving platform, or at any place or from any structure where diving is prohibited and reasonable warning thereof has been given.

(4) Animal riding, including equestrian competition, archery, bicycle racing or jumping, boating, cross-country and downhill skiing, hang gliding, kayaking, motorized vehicle racing, off-road motorcycling or four-wheel driving of any kind, orienteering, pistol and rifle shooting, rock climbing, rocketeering, rodeo, spelunking, sky diving, sport parachuting, body contact sports (i.e., sports in which it is reasonably foreseeable that there will be rough bodily contact with one or more participants), surfing, trampolining, tree climbing, tree rope swinging, water skiing, white water rafting, and wind surfing.

Attendance Accounting

1. In the event fees and charges are assessed to participate in any school sponsored activity, no apportionment attendance may be accredited for that portion of the day(s) assigned to the activity. (CAC, Title 5: 405A)

2. The attendance of any student in a class or program held on Saturday or Sunday shall not result in crediting of more than 5 days of attendance for the student per week. (Education Code 37228)

3. Credited attendance shall not exceed 10 school days except in the case of students participating in a field trip or excursion in connection with courses of instruction, or school-related educational activities, and which are not social, cultural, athletic or school band activities.


1. All persons making the field trip or excursion shall be deemed to have waived all claims against the district or the State of California for injury, accident, illness, or death occurring during or by reason of the trip. All adults taking trips and all parents or guardians of students taking field trips or excursions shall sign a statement waiving such claims. All precautions will be taken by the supervising staff or the safety and welfare of participants (Education Code 35330)

2. The school district provides medical/accident coverage up to $1,500 on each student. Further coverage is the responsibility of parents. (Education Code 35331)


3550-3 Request for Bus Transportation

6153-2 Instructional Trip Request

6153-3A Guide to Transportation for School-Sponsored Activities

6153-3B Parent/Guardian Request to Use Own Transportation When District Transportation is Provided

6153-3C Student Personal Automobile Use Form

6153-3E1 Student Alternate Transportation Form: Designation of Adult Driver

6153-E2 Student Alternate Transportation Form: Student Driver

6153-5 Volunteer Personal Automobile Use Form

6153-6A Release of Liability and Assumption of Risk Agreement for School Club or School-Sponsored Activities Participation

6153-6B Release of Liability and Assumption of Risk Agreement for School Athletics and Cheer Stunt

6153-7 Parental/Guardian Instructional Trip Authorization/Emergency Procedure and Insurance Verification

6153-8 Approved Instructional Trip Notification


approved: December 9, 1972 Placerville, California

revised: June 11, 2013