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San Ramon Valley USD |  BP  6153  Instruction

School-Sponsored Trips   

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The district recognizes that school-sponsored trips, or field trips, are an important component of a student's development and supplement and enrich the classroom learning experience. While valuing these experiences, the district also recognizes its responsibility to ensure safety, equity, and responsible planning for all school district sponsored trips. Superintendent or designee may coordinate with the community to supply funds as needed. No field trip shall be authorized if any student would be excluded from participation because of a lack of sufficient funds.

The district recognizes the value of participation of cocurricular, extracurricular and non-academic activities by all students. The district is committed to ensuring that students with disabilities are provided equal access to participate in these types of activities, as determined by the student's IEP team.

For the purpose of this policy and its related procedures, student travel is divided into the following categories, based on length of trip, distance and cost:

School-Sponsored Trip Definitions

Trips that have gone through the appropriate approval process and/or are planned, promoted, and conducted by school staff using school supplies, services or facilities are considered school sponsored trips. All school district policies, procedures, and rules apply during all phases of the trip. Principals may exclude from the trip any student whose presence on the trip would pose a safety or disciplinary risk subject to compliance with all district policies and procedures including participation of students with disabilities in extracurricular and non-academic activities and field trips.

Category 1: Day Field Trips/Athletic Trips

Day trips that do not require overnight stay.

Category 2: Extended Cocurricular/Extracurricular Trips

Trips that are within the state of California, typically requiring overnight stay.

Category 3: Out of State or Special Event Trips

Trips that are out of state or out of the United States, requiring overnight stay.

District funds shall not be used to pay student expenses for out-of-state or out-of-country field trips or excursions. However, expenses of instructors, chaperones, and other personnel participating in such trips, as well as incidental expenses for the use of district equipment during the trip, may be paid from district funds.

School-Sponsored Trip Planning Considerations

The principal shall establish a process for evaluating a staff member's request to conduct a school-sponsored trip. The evaluation of all school sponsored trips should include, but not be limited to, the following:

1. Educational, cocurricular, or extracurricular value

2. Safety, liability, and political issues

3. Supervision needs, plans, and staffing/logistical consideration of students with special needs

4. Transportation arrangements

5. Consideration of other classes (secondary)

6. Consideration of missed instructional time

7. District and student expense

8. Cost to the community due to fund raising efforts

9. Waivers and health/medical information

10. Communication procedures

11. Overnight Chaperones

a. All overnight chaperones must be fingerprinted by an approved Live Scan provider and cleared by the Human Resources Department prior to any trip.

Non-School-Sponsored (Private) Trips

Non-school-sponsored (private) trips are considered not district approved, not required, not funded by the district and take place during non-school hours.

Custodian of Records

The Superintendent shall designate an employee as custodian of volunteer fingerprint records. Beginning July 1, 2014, any employee designated as custodian of records shall receive a criminal background check clearance from the Department of Justice (DOJ) prior to serving in that capacity. (Penal Code 11102.2).

The custodian of records shall be responsible for the security, storage, dissemination, and destruction of all Criminal Offender Record Information (CORI) furnished to the district. He/she also shall serve as the primary contact for the DOJ for any related issues. (Penal Code 11102.2)

(cf. 6143 - Courses of Study)

(cf. 6145 - Extracurricular and Cocurricular Activities)

(cf. 6145.2 - Athletic Competition)

(cf. 3312.2 - Educational Travel Program Contracts)

(cf. 1230 - School-Connected Organizations)

(cf. 1321 - Solicitation of Funds from and by Students)

(cf. 1700 - Relations between Private Industry and the Schools)

Legal Reference:


8760 Authorization of outdoor science and conservation programs

32040-32044 First aid equipment: field trips

35330 Excursions and field trips

35331 Provision for medical or hospital service for pupils (on field trips)

35332 Transportation by chartered airline

35350 Transportation of students

44808 Liability when pupils not on school property

48908 Duties of pupils; authority of teachers


17540 Travel promoters

17550-17550.9 Sellers of travel

17552-17556.5 Educational travel organizations

Management Resources:


American Red Cross:

California Association of Directors of Activities:

U.S. Department of Homeland Security:


adopted: June 24, 2014 Danville, California

revised: March 22, 2016