A. General Requirements
The Board of Education recognizes that the firsthand learning experiences provided by student travel can be an effective and worthwhile means of learning. It is the Board's desire to encourage student travel that is part of, and is directly related to, the total school program. Student travel is defined as travel by students, whether individually or in groups, involving an overnight stay at any time during the full calendar school year. District authorized student travel is travel directly related to school curriculum or school programs that is initiated, promoted, organized, and supervised by District staff and that has been officially approved by the school Principal or assistant principal, an Executive Director in Educational Operations, and Risk Management. Any student travel that occurs outside the authority and control of the District is considered unauthorized.
These regulations shall ensure that all requests for overnight student travel comply with Board policy JJH to ensure that reasonable steps are taken for the safety of the participants.
Failure to follow these regulations is a violation of Board policy and may subject employees to disciplinary action.
All overnight trips shall be organized and conducted in compliance with Board policy and this regulation and shall be initiated by a sponsor by submitting an Electronic Field Trip form through the District website.
B. Mandatory Procedures for Overnight Travel - The following procedures and timelines will apply to all overnight trips with the exception of post-season CHSAA tournaments and performance events where the performance invitation is received close in time to the scheduled performance. Schools shall work with the Executive Director of High Schools and the Director of Athletics to facilitate overnight trips associated with post-season CHSAA tournaments and performance events.
Adoption Date: September 11, 2000
Last Revised: December 09, 2024
- Approval of the school principal or assistant principal is required before initiating travel plans for all overnight trips. The school principal or assistant principal shall verify that the travel will offer a proper educational experience.
- For domestic overnight travel, sponsors shall submit the Electronic Field Trip Form no less than 6 weeks prior to the first date of travel with all required fields completed.
- For international overnight travel, sponsors shall submit the Electronic Field Trip Form no less than 16 weeks prior to the first date of travel with all required fields completed.
- Out-of-state travel shall be coordinated using a travel vendor that is U.S. based and BBB accredited. Risk Management maintains a list of recommended vendors.
- No advertising, fundraising, money collection, or student recruitment shall commence until preliminary approval of the school principal is obtained for the overnight trip.
- In addition to the school principal or assistant principal, all overnight field trips shall also be approved by an Executive Director in Educational Operations and Risk Management.
- An informational parent meeting is required for all overnight trips including providing detailed information about the activities the students will experience and a discussion of any unsupervised time periods during the trip.
- For each student participating in the trip, a signed Permission to Participate Form must be signed by a parent/guardian and kept on file.
- Risk Management shall determine if any high risk activities such as rock climbing, rope courses, and water activities will be permitted.
- If a trip involves high risk activities, accident insurance for the participating students must be purchased through K & K Insurance or another vendor approved by Risk Management.
- The following criteria for chaperones are recommended for all overnight trips, including the specified student to chaperone ratios, unless otherwise approved or required by an Executive Director of Educational Operations:
- For all overnight trips, for the first 12 students, a minimum of 2 chaperones is required. For each additional 12 students on an overnight trip, an additional chaperone is required (i.e., 13 - 24 students = 3 chaperones; 25 - 36 students = 4 chaperones, etc.).
- A staff member who is a District administrator or a member of the school's leadership team should accompany students on domestic overnight trips as a chaperone. When no such administrator or leadership team member is available, the school shall designate an administrator or leadership team member to be "on call" for any emergencies which might arise during the overnight domestic trip and provide contact information for this staff member on the Electronic Field Trip Form.
- For international overnight trips, at least 1 chaperone must be a District administrator and can be a central administrator not assigned to a school site. Contact information for said District administrator shall be provided on the Electronic Field Trip Form.
- Per State Regulations, at least 1 chaperone must have a current certification in Standard First Aid and Cardiopulmonary Resuscitation (CPR) from a nationally recognized course.
- All non-District adult chaperones supervising an overnight trip shall be processed through the District's Oracle system or other similar human capital management system as a designated volunteer, including completion of a fingerprint background check.
- All approved chaperones for overnight domestic trips shall follow all Board policies, including Board Policy GBEB, and shall be held to the same conduct standards as District staff.
- For any overnight trips which include contracts for services, including transportation services, all such contracts shall be submitted to the District Legal Department for review and approval through the District website as soon as the Electronic Field Trip Form receives preliminary approval.
- If a District school bus is being used for an overnight trip, complete the on-line bus scheduling process. The District Transportation Department requires a minimum of 14 school days advance notice to provide District transportation.
- If charter transportation services through an outside vendor are being used for an overnight trip, approval must be obtained from a Director of Educational Operations prior to arranging any such transportation.
- If adult drivers are providing transportation using personal vehicles, compliance with Board Policy EEAG is required, including completion of Exhibit EEAG-E for all adult drivers. Students are not allowed to drive themselves or other students on overnight trips.
- Only 4 students shall be permitted per room. Room assignments shall be determined in advance and shared with parents/guardians.
- A medical authorization form shall be completed by a parent/guardian for all students participating in overnight trips.
- The school nurse shall be made aware of any students participating in an overnight trip who have identified medical concerns and/or need accommodations. Student health information shall be provided to the school nurse no later than 4 weeks prior to the first day of travel.
- Students, sponsors, and approved chaperones shall comply with all school rules and Board policies during overnight trips, as well as the rules and regulations for any applicable state and national organizations, such as CHSAA and DECA.
- Travel insurance is required for all overnight trips and can be purchased through a District approved vendor or an independent insurance company. If insurance is not purchased, refunds may not be available to students and their families in the event of a trip cancellation.
- The District reserves the right to cancel any overnight trip at any time in its discretion.
| Cross References: | EEAG – Student Transportation in Private Vehicles |
| Legal References: | 6 CCR 1010-6, § 6.13C (Rules and Regulations Governing Schools in the State of Colorado) |