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Bellingham Public Schools recognizes that there are several types of student trips that may be requested. There are specific procedures for each type of trip, including:

A. All student trips

B. Trips using privately-owned boats

C. Overnight trips – one night only

D. Out-of-state trips or multi-night in-state trips

E. Out-of-country trips

F. Exchange trips

G. Associated Student Body (ASB) travel

 

All Student Trips

Student trips are defined as travel away from school premises, under the supervision of a staff member, with an approved course of study, for the purpose of affording students a direct learning experience not available in the school. All such trips are optional.

 

For all trips, student safety is a paramount concern. The coordinating staff member is responsible for ensuring that necessary steps have been taken to meet identified safety needs, including the need for adult supervision. The following expectations for chaperones shall apply to all student trips.

A. Chaperone Expectations

The coordinating staff member shall be responsible for securing necessary adult (21 years of age or older) supervision for the trip and for providing orientation regarding chaperone expectations. In emergency situations where the coordinating staff member is unable to participate in a planned field trip activity, a substitute teacher may replace the staff member with approval of the principal/program supervisor or designee.

The recommended ratio of adult (21 years of age or older) chaperones to students is 1:10. If less than 10, two chaperones are required (e.g. 2:10, 2:20, 3:30). Depending on the students or the nature of the activity, the number of chaperones may need to be higher, as determined by the principal/program supervisor or designee. Developmentally appropriate supervision must be available and described in any request for approval. The chaperone/supervision plan, including the written expectations for student supervision, shall be included with any pre-trip request information provided to the principal.

Family members and friends of staff members or chaperones shall not participate in a field trip or event unless prior approval has been obtained from the principal/program supervisor or designee. And has met the Bellingham Public Schools volunteer application process requirements.

The coordinating staff member must advise chaperones in writing of their responsibilities, which must include:

1. 1. 1. 1. 1. Students must be supervised at all times while at school-sponsored events and staff members or adult chaperones must be readily available to respond to student requests and to provide balanced supervision.
            2. Staff members or chaperones may not use alcohol or other drugs during the trip.
            3. All regular school rules and consequences will be enforced during the trip.
            4. For all overnight, out-of-state and out-of-country trips, one or more of the accompanying staff members or adult chaperones shall have a current First Aid and CPR card.
            5. Fingerprinting is required/verified for any accompanying staff member or adult chaperone.

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The following procedures shall apply to all student trips:

A. It is the responsibility of the principal to approve each trip and trip requirements (number of students, chaperones, funding, estimated costs, destination) and supervise the process used by the staff member and students.

B. Each trip must be integrated with the curriculum/activity and coordinated with classroom activities/extracurricular activity that enhance its usefulness and relationship to the instructional program.

C. The staff member should submit a completed Student Trip Request Form (2320F-3) to the principal at least two weeks prior to the trip. Trips arranged through the district office (for example, grade-level trips to the Environmental Education Site) or regularly scheduled co-curricular activities such as athletic contests, music performances and debate do not require trip request forms. For out-of-state, overnight trips of more than one night and/or trips that involve fundraising, complete Approval in Concept Form (2320F-2).

D. The staff member shall contact the site to make specific arrangements for the trip so that the desired activity can be coordinated with classroom studies. If the trip requires a contract (ex. charter bus, facility use or rental agreement) the staff member will contact the Administrative Assistant of Activities and Athletics at the District Office to start the contract review process.

E. The staff member shall be responsible for contacting parents/guardians with information regarding the purpose of the trip and other pertinent information. Each student participating in a trip must first return a Student Trip Permission Form (2320F-5) signed by their parent/guardian. The permission slip must include parent/guardian and physician contact information. For trips or activities using bicycles, a Bicycling Permission Form (2320F-6) must be completed in place of the Student Trip Permission Form (2320F-5). It is the responsibility of the staff member scheduling the trip to see that permission forms have been completed for each student prior to going on the trip. Only written permission signed by a parent/guardian will be accepted.

F. Walking trips in the vicinity of the school may be approved by the principal. Chaperone guidelines must be followed.

G. The staff member shall be responsible for securing adult supervision for the trip. The principal and responsible staff member should consider a variety of factors including age of students, special needs of students, location, facilities, potential hazards, planned activities and other appropriate conditions when assigning adult supervisors. The principal may decide to have an administrator or administrative designee assist the responsible staff member with supervision on the trip.

H. School district buses or vehicles are the primary and preferred transportation mode for trips; private vehicles and public transportation may be used when deemed appropriate and approved in advance by the principal. If private vehicles are used, all volunteer drivers must file a Driver Authorization Form (2320F-4) every two years. Seat belts must be used by all students traveling in private or district-owned vehicles other than school buses.

1. 1. 1. 1. 1. Driver Requirements. Valid Washington State driver’s license, 21 years of age or older and completion of Driver Authorization Form (2320F-4).
            2. Vehicle Requirements. All vehicles (private, rented, leased or district-owned) transporting students cannot have a rated capacity of more than 10 passengers, nine passengers and one driver.
            3. Insurance coverage for employees and/or volunteers using privately-owned vehicles while on official business will be as follows:

i. The liability always follows the vehicle. The individual policy on the vehicle is the prime insurance. Minimum amounts of bodily injury liability and property damage are required per Form 2320F-4.

ii. The school district has liability protection for non-owned vehicles and employees or volunteers who are acting in an official capacity. In the event of an accident, the school district’s insurance is secondary to the vehicle owner’s individual policy.

I. In the event of an emergency while on a student trip, the staff member in charge will notify their supervisor and make arrangements for promptly notifying the parent/guardian of all students involved in the student trip activity.

J. The staff member will make provisions for those students in their responsibility not participating in the student trip.

K. Staff will receive annual training from the school nurse that allow them to administer oral and emergency medications on student trips. Designated staff will give the school office at least 24 hours’ notice to prepare the authorization form and medications. Specifically, the following must be assured:

1. 1. 1. 1. 1. Availability of designated personnel.
            2. Proper security and storage for the medication.
            3. A copy of the health professional’s directions for administration of the medication.
            4. An appropriately labeled container.
            5. The appropriate dosage; and
            6. Documentation on the Authorization for Medications at School (see Policy 3416.)

Trips Using a Privately-Owned Boat for Transportation

In addition to previously stated procedures for all trips, teachers planning to take students on any trip that involves privately-owned boats need to take the following steps:

A. The staff member must notify Risk Management of the privately-owned boat trip. Risk Management will then obtain the following:

1. 1. 1. 1. 1. A certificate of insurance proving insurance coverage on the vessel, including liability insurance.
            2. A copy of the licensing and bonding of the vessel.
            3. A copy of the current Coast Guard inspection of the vessel.

B. The following documents need to be on file at the school:

1. 1. 1. 1. 1. Student Trip Permission Form (2320F-5) for each child; and
            2. A copy of the itinerary for the trip.

Overnight Trips – One Night Only

In addition to previously stated procedures for all trips, staff planning to take students on single night overnight trips need to take the following steps:

A. The staff member must provide a detailed plan for the trip, including itinerary, housing, transportation and chaperone plans.

B. The trip shall be considered for approval by the school supervisor, superintendent or designee after approval by the principal.

C. One or more of the accompanying staff members or adult chaperones shall have a current First Aid and CPR card.

D. Fingerprinting required/verified for any accompanying staff member or adult chaperone.

E. Each student participating in an overnight trip who will bring and/or use any medication during the trip must first submit an Overnight Student Trip Medication Request Form (Form 2320F-7) signed by their parent/guardian and licensed health care provider, if applicable; submitted at least five days prior to the trip.

F. All students must have individual sleeping accommodations/access to their own space to sleep (e.g., bed, cot, pull-out couch)

Note: Overnight trips longer than one night and those dependent on student/parent fundraising activities must also be submitted to the superintendent for approval prior to the initiation of fundraising activities (Approval in Concept Form 2320F2). Use Form 2320F-1 as a planning guide.

 

Out-of-State and Multi-Night In-State Trips

In addition to previously stated procedures for all trips, staff planning to take students on out-of-state or multi-night trips need to take the following steps. All trips in this category require the trip to be approved by the superintendent or designee prior to the solicitation of parents/guardians and students and the beginning of fundraising activities. Use Form 2320F-1 as a planning tool.

A. Approval in Concept. Prior to any detailed planning, parent/guardian or student involvement, the staff member will prepare a conceptual description of the proposed trip including the curricular/extracurricular rationale. Upon approval of the principal to proceed, the proposal will be forwarded by the principal to the school supervisor. If approved by the school supervisor, the proposal will then be forwarded to the superintendent for final approval. The principal and staff member may be responsible for a presentation to the superintendent. At this point, the superintendent can choose to give approval to develop a detailed plan or to deny approval to proceed further. Approval in concept should occur at least six months in advance of the trip when circumstances permit.

B. After approval in concept, the staff member is responsible to work with the principal to develop a detailed plan including curricular/extracurricular rationale, supervision including first aid/CPR coverage, domestic travel considerations for undocumented students/chaperones, itinerary, cost, housing, student costs, fundraising plans and other pertinent details. The plan will then be presented to the school supervisor. If the detailed plan is approved and all conditions outlined are met, the superintendent will be informed in writing and the trip planning can proceed. The request should occur at least three months before the trip when circumstances permit.

C. After final approval by the principal, school supervisor and superintendent, a written description of the trip shall be sent to the parents/guardians. Staff members will publish and distribute an announcement of the trip to all appropriate personnel and students to assure equal opportunity for student participation by all who are eligible.

D. Upon notification of approval, the staff members will meet with the school’s business office to establish budget and purchasing procedures. All funds collected for these activities will be deposited and disbursed through district accounts.

E. Each student participating in an overnight trip who will bring and/or use any medication during the trip must first submit an Overnight Student Trip Medication Request Form 2320F-7 signed by their parent/guardian and licensed health care provider, if applicable. Form 2320F-7 must be submitted at least five days prior to the trip.

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Out-of-Country Trips

In addition to previously stated procedures for all trips, staff members planning to take students on an out-of-country trip need to take the following steps.

A. The student trip permission form must include student name, home address, date of birth and clearly indicate that the parent/guardian understands that the trip involves crossing an international border. The parent/guardian must attach the documentation of the student’s citizenship.

B. The staff member must have a list of all the persons (including chaperones) that includes name, address, date of birth and country of citizenship.

 

For trips to Canada only

1. 1. 1. 1. 1. US Citizens. All persons on the trip, including bus driver, teacher and any chaperones must have a certified copy of their birth certificate or a valid US passport.
            2. Permanent Residents. All persons must have the actual green card, a copy will not be accepted.
            3. Exchange Students/Other. All students must have a passport, visa, I-94 and either I-20 or IAP-66.

 

For all other international trips, US citizens must have a valid passport. Students of other countries of origin should be instructed to check with their home country and the destination country for immigration rules. Staff need to consider when planning international trips if doing so potentially excludes undocumented students/chaperones.

 

Exchange Trips From Other Countries

An outside agency or district employee interested in bringing a group of students from another country to visit and/or attend Bellingham Public Schools must request approval for such a visit using the following process.

A. The agency or district employee must be a non-profit organization.

B. The agency or district employee should submit a written request for such a visit or exchange trip at least six months in advance. The building principal will review the request and, if approved, provide information to the school supervisor about the exchange trip.

C. The request should be sent to the superintendent or designee and should include the following information:

1. 1. 1. 1. 1. Number of students.
            2. Age/grade level of students.
            3. Length of trip and number of days of school attendance.
            4. Expectations for school attendance: number of classes per day, subject areas, etc.
            5. Expectations for students participating in the exchange.

D. Associated Student Body Travel – get from accounting.