IHCB-R – Travel Study

In compliance with the accompanying Board policy, the following regulations for approval of off-campus activities and experiences outside the normal school-day are established. These include any overnight trips, out-of-state trips and trips which involve aircraft or watercraft. Types of Off-Campus Activities

1. Sponsored Curricular Activities These activities form part of the standard educational offering of the school. They are sponsored and funded by an individual school or by the entire school district. They are elective in nature and are credit-producing in the secondary schools provided they meet the requirements established by the school, the District and appropriate accrediting agencies. An example of this type of program is Mutually Aided Learning (MAL).
2. Sponsored Extracurricular and Co-curricular Activities (See Board policies and regulations on student travel)
3. Endorsed Enrichment ActivitiesThese activities may develop from subject or classroom experiences or summer school programs. They give students an opportunity to apply their learning in a setting away from the classroom. They generally are sponsored by institutions which maintain close identification or affiliation with the school district. Activities occur apart from the regularly-defined school calendar unless special permission has been granted. These activities are optional and voluntary. The bulk of their funding comes from resources outside of the regular school or district budget. Sponsors are expected to provide proof of adequate health and accident insurance for participants and also general liability insurance. These activities will not produce credit unless structured as a part of summer school. However, at the discretion of the principal, learning gained in this manner may be used as a basis for granting credit within a school program through the waiver of a prerequisite and/or requirement or through examination.

General Information All off-campus activities must have the approval of the principal of the school that the participants attend before any fund-raising, publicity or recruiting occurs. A completed application and all required supporting documents must be on file in the office of special projects before final approval is granted. In addition to the school district activities mentioned above, other worthy programs from outside the District structure may be considered for recognition. Approved, sponsored or endorsed activities may advertise and recruit in a school building under the limits set by the principal. Official channels of a school or the District may be used to communicate to the homes of students. School facilities and equipment may be used for organizational purposes and preparation meetings. Consultative help from District personnel in the areas of bookkeeping, insurance, transportation and communication may be used. Sponsors of activities which have not been approved, sponsored or endorsed by the school district may not advertise or contact students at the school or utilize official school channels for communication to parents or students. Also, it is not acceptable for any school district employee to engage in any of these actions during the school-day for a program that has not been sponsored or endorsed. Nothing in these regulations is meant to apply to field trips scheduled in support of the day-to-day instructional program. Applications Sponsors who wish to have a particular activity approved or endorsed by the school district must submit an application no later than 90 days prior to the semester in which it would be scheduled. Activities scheduled for summer need more advanced notice; therefore applications must be received by January 1 for the following summer. The application should be signed by the principal and addressed to the office of special projects. Application forms available from the office of special projects must include the following information.

1. Title of the activity
2. Names of sponsors and a statement confirming male and/or female supervisors
3. Objectives and description of the activity
4. Scheduled times, dates and detailed itinerary of the activity
5. Scheduled locations of the activity including addresses and phone numbers of all overnight sites
6. Itemized cost to each student participant
7. Methods of financing other than participant tuition
8. Credit availability for participants
9. Health and accident insurance protection available for the sponsors and participants. Written evidence of the availability and coverage for general liability insurance for the school district and employees must be attached.
10. Special health and safety arrangements
11. Methods of transportation to be employed
12. Special features or contractual relationships to be considered between the Board of Education and the sponsors and/or other parties. (Note: Only the Board is authorized to enter into any contract with third parties on behalf of the school district. Failure to obtain Board signatures on any contract may result in denial of approval of the activity or rejection of claims against the Cherry Creek School District.)
13. A complete list of participants' names and address on file two weeks prior to the beginning of the trip
14. A financial accounting of all funds related to the trip on file with the application and reconciled following the trip
15. A statement showing the principal's decision concerning the need for an administrator to accompany the group
16. The signature of each principal involved if an activity has been designated as one which may include the words "Cherry Creek"
17. Consent for excursions or extended trip forms for each student participating in any overnight or out-of-state activity or for any activity utilizing watercraft or aircraft.

Approval Approval may be denied for trips if a trip is advertised, money collected or students recruited before approval is received. For any trip to be eligible for District approval, a current application and a request for supplemental insurance coverage must be on file in the office of special projects. Off-campus learning programs to be included in secondary school course offerings must be approved prior to the publication of these course offerings for the coming year. The school itself will be assumed to be sponsoring those activities once having received approval for a course or program. The application must be updated and resubmitted yearly. Sponsors may apply at other times. The publication will be produced at the same time as the course offerings booklet for secondary schools. Transportation School district transportation may be used in accordance with District regulations. The use of independent commercial transportation is permitted. A copy of the certificate of compliance with all applicable laws must be provided and attached to the application unless a recognized domestic or international carrier is used.

Cross References:	EEAH - Student Transportation in School District-Owned Small Vehicles

Adoption Date: January 12, 1990