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Extended Field Trip and Foreign Travel Guidelines PLAN AHEAD

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Extended Field Trip and Foreign Travel Guidelines PLAN AHEAD 2320F-3 Extended Field Trip and Foreign Travel Guidelines PLAN AHEAD DISTRICT RESPONSIBILITIES Insure the safety of all students, staff and volunteers Follow Board Policy (#2320 and #5630) Protect the district’s liability by effectively eliminating and/or reducing exposures and risks PRINCIPALS PRELIMINARY APPROVAL The teacher must first meet with the building principal to request approval to proceed with planning. At that time the principal should be presented with information relating to the proposed trip, including, but not limited to, educational benefit. Copy of a letter outlining potential risks, proposed funding, estimated costs, estimated number of student participants, number of proposed chaperones, proposed travel plan, and proposed housing shall be given to the principal at this time. No fundraising shall commence until trip receives full approval from the school board. Approval shall be obtained, prior to talking to students and parents about the proposed trip. District authorities must approve plans (in accordance with the district’s board policy) in advance of announcing plans to students and parents. PARENT INPUT Pertinent Information regarding the proposed trip must be discussed with parents and they must be allowed to state their opinions individually. The principal and advisor must agree on a process for determining the level of support by parents of students in the group. A high percentage of parental approval will be required in order to proceed with this process. PLAN ITINERARY Include departure time and place, major events, travel arrangements, planned stops and time and place for return. Prepare a detailed daily student itinerary HIGH RISK ACTIVITIES – NOT APPROVED FOR STUDENTS Air or Flight Activities: airplane flying, hang gliding, helicopters, hot air balloons, parachuting and skydiving. Motorized races and contests: auto racing, demolition contests, soapbox and go-cart races, demolition contests, stunting and tractor pulls White water rafting and jet skis: The use of any raft, tube, or other vessel used for navigating white water water streams, and any jet ski or other similar motorized personal watercraft designed to carry two or fewer persons. Watercraft over 26 feet: must be a properly insured commercial passenger boat Refer questions related to “high risk” activities to the district office. 1 | P a g e HIGH RISK ACTIVITIES TO DISCOURAGE Water Activities: canoeing, kayaking, wind surfing, power boat racing, private swimming pools, swimming in lakes and rivers, scuba diving, watercraft activities (except for ferry boat ride or properly insured commercial passenger boat), water skiing, water slides, and water parks. Amusement Park Activities: amusement park/carnival rides, bungee jumping, dunk tanks, fairground activities, Ferris wheels, food eating contests, moonwalks Animal Activities: donkey basketball, horse riding, pack animal trips, saddle animals, snake handling, stray domestic animals (dogs, hamsters), birds, uncaged wild animals Athletics Not WIAA Approved: high impact aerobics, archery, martial arts, rugby, mud or Jell-O wrestling, powder puff football, skiing (both snow and water), snowboarding Wilderness Activities: mountain climbing, spelunking (cave exploring), rappelling, wilderness survival, and search and rescue class MISCELLANEOUS ACTIVITIES TO AVOID Fire activities: bonfires, launching rockets, glass blowing Building activities: building houses, boats, cars, rockets Miscellaneous: paintballing, using firearm of any type, firecrackers, trampolines PLAN HOUSING Housing of students in private homes will be approved ONLY if organized and sponsored by a host organization. Cost of housing must be obtained What are room arrangements for students and chaperones? Make sure chaperones and room divisions are gender specific. Communicate housing information, including name, address and telephone number(s) of the proposed housing unit(s) to both parents and students. It is advisable that pre-inspection of the proposed housing be made, prior to deciding to use the facility. It is advised that in lieu of pre-inspection you have a recommendation from an approved travel agency, the Automobile Club or other school that has used the facilities TRANSPORTATION/LAND Students may never drive motorized vehicles during a trip OR ride with a non-authorized individual. All occupants in vehicle must use seatbelts. Prior to taking a vehicle to a foreign country, or renting a vehicle, information related to automobile insurance requirements and arrangements must be made in advance to purchase proper automobile coverage. The district should purchase full coverage, including physical damage (comprehensive and collision coverage) for any vehicle that they are responsible for through a rental agreement. Teacher shall indicate if students will be using charter carriers. If charter, indicate the charter name and confirm they have insurance coverage. Identify designated drivers. Motor Vehicle Reports should be obtained on all designated drivers, prior to the trip to assure good driving records. If district employees are driving, follow Type II driving designation. TRANSPORTATION/AIR All travel arrangements should be made in accordance with established district procedures. 2 | P a g e OTHER INSURANCE CONSIDERATIONS Foreign General Liability Coverage. The district’s current policy provides coverage for lawsuits brought in the United States. If you are concerned that a lawsuit against the district might be filed in a foreign country, purchase International Travel Liability Insurance. Student Medical Insurance: Student accident insurance companies (i.e. Excel-Serv) can provide coverage for medical insurance claims that happen outside the United States. This is secondary coverage. HOST INFORMATIONAL MEETING FOR STUDENTS AND PARENTS Purpose of the trip and its relation to curriculum or activity program Review of steps being taken to secure administrative approval Present a detailed daily student itinerary Proposed housing arrangements Budget and fund raising, including review of policies Rules of conduct Rules on field trips are the same as required of students within the school confines. Student abuse of school conduct rules on a field trip are subject to the same disciplinary action as on school property No drugs or alcohol may be used by students, supervisors, or chaperones Arrangements for chaperones Parent information and permission requirements Advisor/Chaperone responsibilities (provide them with a written list) All chaperones/volunteers attending on overnight trips must have fingerprints taken (Cost $68.50) Emergency procedures Address all potential personal. safety risks Include all information related for foreign travel such as need for immunizations, identification, laws specific to that country regarding drugs (and prescribed medications) and conduct. Advise aliens, including exchange students, to determine their immigration status before entering a foreign country and to take appropriate credentials with them. All other students should be advised to take appropriate identification. (consult local Consulate Office for foreign country for specific requirements). Confirm requirements of required immunizations, etc. SELECT ADULT CHAPERONES What is the confirmed number of staff and parents supervising on this trip? The appropriate number of chaperones is to be determined by the building principal and be subject to review by the superintendent or designee. If the proposed trip includes both male and female students, provide chaperones from both genders. Advise them of their responsibilities One or more of the adult supervisors/chaperones must have current First Aid/CPR card Room arrangements for chaperones No drug or alcohol use by supervisors/chaperones 3 | P a g e EMERGENCY PROCEDURES One or more of the adult supervisors/chaperones must have a current First Aid/CPR card. Take a First Aid Kit and Snake Bite Kit Safety, including potential risks, and emergency procedures must be discussed with students, parents and chaperones In case of illness or accident, one adult must remain with the student at all times PARENT PERMISSION FORMS Parent Permission forms which include health information and emergency information must be completed and signed by parent or guardian, and TAKEN ON THE TRIP BY THE FACULTY ADVISOR. One copy should remain with the school office. MEDICATION PROCEDURES Contact the building nurse one month before the scheduled field trip. If a parent requests the school to administer medication to their student, they must complete a district medication form that is signed by both the parent and the physician. (SBP 3416F) Before medication can be administered, the school health consultant must train the person designated to give medication on the field trip. All medication must be in the original prescription bottle and properly labeled with the name of the child, name of medication, dosage, time medication is to be given, expiration date, name of physician and the date the prescription was filled. Over-the-counter medications also require a district medication form signed by both parent and physician and the medication must be properly labeled by the parent. Keep all medications in a locked box or container at all times. Advise students and parents of all laws and regulations of the foreign country that pertain to prescription and over-the-counter drugs. FINALIZING PLANS Secure housing, final arrangements for transportation, requests purchase orders. etc. STUDENTS MUST BE SUPERVISED AT ALL TIMES WHILE AT SCHOOL SPONSORED EVENTS 11/6/2014 4 | P a g e .
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