Policy 612-R Student Travel Regulations

The following regulations shall cover any student travel that results from district/school promotion of the activity through the following:

• distribution of information and/or materials;
• coordination of arrangements by district/school personnel;
• receipt of participation fees;
• collection of permission slips, and/or
• arrangements for chaperones.

These regulations are to be followed regardless of whether the student travel activity is sponsored by a
community group, state or local association, and/or business organization.

A. Before any student overnight travel is discussed with students or parents, the sponsoring teacher(s) shall develop a rationale for each trip and submit the student travel preliminary concept form to the principal/designee and Superintendent/designee to plan the trip. The age and maturity, safety and welfare of students shall be considered in planning, implementing, and supervising all student travel.

B. The organizing teacher, advisor or coach must complete and submit the Student Travel Preliminary Concept Form and the Student Travel Request Form to the principal/designee to determine the appropriateness of the proposed trip, giving consideration to the following:

1. Educational value
2. Safety and welfare of the students involved
3. Relevance to described objectives of the class or group
4. Age appropriateness of proposed travel
5. Lack of interference with other school commitments
6. Support of staff when school time is involved for co-curricular trips
7. Availability of funds, cost to students, or projected success of fundraising activities
8. Accessible to all potential participants

C. Approved adequate supervision for each trip must be assured. A 1:10 ratio of chaperones to students is recommended. Principal approval must be obtained if a larger ratio of adults to students (e.g., 1:15) is being requested. Any adult who accompanies a trip is designated as a chaperone and must adhere to District 284 policies and procedures. It is the responsibility of the advisor or travel supervisor to review all relevant District 284 policies and procedures prior to departure. Request for background checks must be submitted to Human Resources at least 7 days prior to departure.

D. Travel arrangements for school-sponsored trips will be made by school personnel. Travel outside the metropolitan area will be arranged through bonded travel agencies if the services of the School District’s contracted carrier are not used. Parents/guardians will be informed, in advance, of the anticipated itinerary, cost, and activities. The safety, cost, and comfort of the students will be considered in selecting the type and capacity of passenger vehicles. No student will be denied the opportunity to participate in a required trip because of inability to pay the cost of such a trip.

E. There shall be clear written communication of prospective travel/study details to parents/guardians, chaperones, and students, including information on behavioral expectations.

F. Parent/guardian permission for student participation shall be secured in writing. This consent includes the acknowledgement that participants have received copies of and will adhere to state laws, School District policies, and building or program rules concerning student behavior.

G. All funds collected for the travel study program will be handled through the school student activity account. With permission from principal/designee, funds may be paid directly to a provider.

H. Fundraising activities should be approved and coordinated by the building principal and follow district policy 908.

I. Precautionary health/safety measures for the health of students, staff, and chaperones shall be provided.

J. Reasonable accommodations for students, staff, and chaperones with disabilities shall be provided.

K. The School District reserves the right to cancel or postpone a trip and will not be responsible for non-refunded deposits or other expenses that have been incurred.

L. All District policies and regulations will be in effect in travel situations just as they are on district property, including but not limited to:

• District 284’s Student Discipline and Offensive Behavior Policies.
• Infractions of School District, Minnesota State High School League,
• And team group policies and regulations during a trip will result in consequences that may include the student being sent home immediately at his/her parents’/guardians’ expense.

M. Infractions of School District policies and regulations by the organizing teacher, advisor, coach, and/or chaperone will result in appropriate consequences.

N. All persons are prohibited from carrying weapons, according to MN Statute 2002 section 609.66.

A. Required Trips are an integral part of a course of study, require student attendance and students may be graded or given credit for participation. No student will be denied participation because of an inability to pay. Voluntary contribution assistance from outside agencies or fundraising activities to defray part or all of such trip costs shall be approved by the principal. Students who do not wish to participate in such trips shall be provided with alternative educational experiences that focus on the same educational objectives as those addressed by the trip. The cost of background checks for volunteers on basic trips will be the responsibility of the School District.

B. Supplemental Trips are school sponsored trips which students may attend on a voluntary basis. No credit or grade may be given for the experience.

1. The sponsoring staff member must inform principal/designee who will notify other staff members if students will miss school.
2. Staff members may not receive any salary remuneration relating to field trips from outside agencies nor arrange student trips for financial gain. Student fees may be used to pay for or reduce the costs of adult chaperones.

A. When students are transported by school bus, the students are covered by the transportation company's insurance policy during the period they are on the bus. However, in the event of a school bus accident, Minnesota’s No-Fault insurance law provides that the student’s parent’s or guardian’s automobile insurance is considered primary coverage for the student’s injuries.

B. When school staff, parents, or students use their private automobiles to transport students, the liability insurance policy on the owner of the vehicle is considered the primary coverage. The District’s liability insurance coverage provides secondary coverage for bodily injury legal liability.

C. Parents or guardians of students who are participants on overnight trips are responsible for medical costs incurred if a child becomes ill or is injured. The District does not carry health insurance coverage for students. Parents are strongly encouraged to explore the adequacy of health and/or accident insurance coverage to cover medical needs away from home, especially when students are abroad. Parents or guardians should also consider acquiring repatriation insurance for overseas trips in the event that their child becomes incapacitated and cannot return by normal travel means.

• Effective: December 9, 1996
• Amended: August 25, 1997
• Amended: July 12, 1999
• Amended: April 2, 2001
• Amended: November 10, 2003
• Amended: July 12, 2004
• Amended: April 9, 2007
• Amended: June 10, 2019
• Last Reviewed: June 10, 2019

• Policy 612 - Student Travel