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San Mateo Un HSD |  AR  6153  Instruction

School-Sponsored Trips   

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Students on school-sponsored trips are under the jurisdiction of the district and shall be subject to district and school rules and regulations. The following applies to all school sponsored trips:

1. There will be one adult chaperone, age 21 years or older, for every 10 students. The Superintendent or designee may require that more than one certificated staff members serve as a chaperone.

2. If male and female students are participating in an over-night field trip, a male and a female chaperone are required, even if there are fewer than 10 students participating.

3. The principal will maintain a list of all chaperones and emergency contact information.

(cf. 5131 - Conduct)

(cf. 5131.1 - Bus Conduct)

(cf. 5144 - Discipline)

(cf. 5144.1 - Suspension and Expulsion/Due Process)

Parent/Guardian Permission

Before a student can participate in a school-sponsored trip, the teacher shall obtain parent/guardian permission for the trip. Whenever a trip involves water activities, the parent/guardian shall provide specific permission for his/her child to participate in the water activities. The district shall provide an alternative educational experience for students whose parents/guardians do not wish them to participate in a trip.

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 field trip or excursion. All adults taking out-of-state field trips or excursions and all parents/guardians of students taking out-of-state field trips or excursions shall sign a statement waiving such claims. (Education Code 35330)

Safety Issues

1. While conducting a trip, the teacher, employee, or agent of the school shall have the school's first aid kit in his/her possession or immediately available. (Education Code 32041)

Whenever trips are conducted in areas known to be infested with poisonous snakes, the first aid kit taken on the trip shall contain medically accepted snakebite remedies. In addition, a teacher, employee, or agent of the school who has completed a first aid course which is certified by the American Red Cross and which emphasizes the treatment of snakebites shall participate in the trip. (Education Code 32043)

2. The district shall provide or make available medical and/or hospital insurance for students injured while participating in any excursion or field trip. (Education Code 35331)

3. If private vehicles are used, all drivers shall carry $100,000/$300,000 insurance coverage with district liability coverage functioning as secondary coverage.

4. The site principal or designee will collect the insurance forms and proof of driver's license before the trip begins.

(cf. 3541.1 - Transportation for School-Related Trips)

(cf. 5143 - Insurance)

5. If the Superintendent or designee receives threat level warnings from the Homeland Security Advisory System pertaining to the destination of a school-sponsored trip, he/she shall implement precautions necessary to protect the safety of students and staff.

(cf. 0450 - Comprehensive Safety Plan)

(cf. 3516 - Emergencies and Disaster Preparedness Plan)

6. Lifeguards are required for all swimming activities. If the activity is at a private pool, the owner of the pool shall provide a certificate of insurance, designating the district as an additional insured, for not less than $500,000 in liability coverage. Staff shall determine supervisory responsibilities for all chaperones.

(cf. 3530 - Risk Management/Insurance)

(cf. 5141.7 - Sun Safety)

7. The primary supervisor for the school-sponsored trip will collaborate with the Health Office to review student Health Plans, and, as appropriate, ensure that the epinephrine injector and Allergy Action Plans are taken on the trip. The trained staff member(s) carrying the epinephrine should be identified and introduced to the student(s) as well as the other chaperones.

8. Before trips of more than one day, the principal or designee will hold a meeting for staff, chaperones, parents/guardians, and students to discuss safety and the importance of safety-related rules for the trip.

(cf. 5142 - Safety)

Student Financial Need

No student may be denied participation in a school-sponsored trip due to financial need. In order to meet this requirement, fundraising and/or scholarship opportunities must be provided, advertised and sufficient to cover the costs of participation.

International Field Trips

The primary supervisor of an international field trip must research, provide copies, and develop a plan to meet all requirements as stated by the U.S. Department of State. International Field Trips should be scheduled during summer vacation. The following applies for all International Field Trips:

1. The field trip must be presented to the Management Policy Group at least six months before the scheduled field trip and receive approval.

2. All parents/guardians of students taking out-of-country trips shall sign a statement waiving all claims against the district and the State of California for injury, accident, illness, or death occurring during or by reason of the field trip. All adults taking out-of-country fieldtrips shall also sign a statement waiving such claims.

3. Should not present an educational disadvantage for students who do not participate.

4. The primary supervisor of the trip must provide sufficient opportunities for students to raise funds for the trip.

5. There shall be a minimum of one adult chaperone (21 years or older) for every 10 students. A certificated staff member will be the responsible party. Chaperones are "on duty" at all times during the trip. The Board may require additional certificated staff members to be chaperones if warranted.

6. Students may not use, possess, or purchase any alcohol or other controlled substance.

7. Chaperones may not use alcohol while they are supervising students.

8. Expectations for student behavior are the same as for a normal school activity.

9. Any consequences for inappropriate student behavior will be applied at the start of the school year.

10. Parents are discouraged from making parallel, out-of-country trips. If parents do make parallel trips, they will be discouraged from removing their student from the group.

11. International field trips must be voluntary

12. Be connected with a curriculum of a district course but not connected with grading.

13. Prior to departure, the primary supervisor will submit all required documentation to the principal, including but not limit to, the following:

* A list of students participating

* Behavior contracts signed by students and parents

* A checklist verifying that all conditions in the Board Policy and Administrative Regulations have been met

* A detailed itinerary

* Communication method with primary supervisor

* A list of all chaperones

* A list of all parents making parallel trips

* Understanding of parental parallel trip guidelines

* As appropriate, a list of students who have a Health Plan, a copy of each health plan, and identification of the participating staff member(s) trained to administer epinephrine injectors

* Any other documentation required by the principal

* Within three weeks of return, the primary supervisor will submit to the Principal a written report of the trip that will be forwarded to the Superintendent or designee

School-Sponsored Trips Approval Process

All overnight, out-of-state or international school-sponsored trips must be submitted to the Superintendent or designee by October 1. An additional list must be submitted in late spring for early fall requests. If additional educational opportunities for school sponsored trips become available after the initial submission, the principal shall submit the appropriate paperwork to the Superintendent or designee including a rationale for the trip for district consideration. The Superintendent or designee will provide a list of approved field trips and conferences on a quarterly basis to the Board of Trustees for review. It is recognized that opportunities may arise for athletic and/or academic competitions as well as educational opportunities that may not meet policy time lines. If this situation occurs, the Superintendent or designee will make every effort to communicate the situation with the Board. Under these circumstances, the Superintendent or designee may approve the field trip, competition or excursion.

In and out-of-state overnight field trips must be sent to the Superintendent or designee with all required documentation seven weeks in advance of the trip for final Board consideration.

International field trips with students must be presented at an MPG meeting for approval six months in advance of the trip before seeking Board approval and must receive approval. All International Field Trips must be sent to the Superintendent or designee with all required documentation at least 12 weeks in advance of the trip for final Board consideration. All other conditions listed under International Field Trips in this Administrative Regulation apply.

Non-School-Sponsored Field Trips/Excursions

A non-school-sponsored field trip/excursion is defined as one that is organized and promoted by an outside organization whether or not it is of an educational value or is somehow connected to a particular course of study. This includes trips that are organized by organizations that may be affiliated with the district (i.e. parent organizations, cultural groups, etc.)

1. Students who miss school will receive an unexcused absence.

2. Teachers are not responsible for creating school work ahead of time.

3. Students must make up missed academic work.

4. The school district has no responsibility to provide travel.

5. Any employee of the district who attends a non-sponsored field trip/excursion does so voluntarily and is not acting as an employee of the district.

6. If a non-sponsored field trip/excursion is promoted on district property, all materials must clearly state that this is a non-sponsored school field trip/activity.

7. No insurance coverage will be provided by the district.

8. The school district assumes no legal or financial responsibility for non-sanctioned field trips.

9. Whenever possible, students and parents must sign a waiver form stating they understand 1-8 above and submit to site administration.

10. All communication and/or meetings must adhere to the district's facility-use policy.


approved: February 9, 2012 San Mateo, California

revised: January 18, 2018