HAMILTON-WENHAM REGIONAL SCHOOL DISTRICT
SCHOOL-SPONSORED FIELD TRIPS
The Hamilton-Wenham Regional School Committee recognizes that it is desirable and valuable, on occasion, to supplement and extend classroom activities with voluntary and optional domestic and international academic and extracurricular field trips to broaden perspectives and educational experiences of students. The HW Regional School Committee encourages activities that augment classroom instruction and promote healthy social development.
The following definitions apply for the purpose of this policy:
Only field trips meeting the following conditions are permitted. The sponsoring faculty member shall ensure that
C. AUTHORITY TO APPROVE/DISAPPROVE – Domestic and International
D. APPROVAL DOCUMENTATION – Domestic and International
Approval for all trips must be received prior to making any financial contractual arrangements. All field trips must be approved in writing by the appropriate authority as specified in this policy. The initial documentation to request a field trip must include:
1. Proposed dates and itinerary.
2. Description of the process that will be used to determine student eligibility.
3. Estimated number of students expected and percentage of eligible students participating.
4. Cost per student (if applicable).
5. Mode of transportation and schedule.
6. Ratio of chaperones/teachers to students
(Recommended ratio – HS 1:10; MS 1:10 min.; Elementary 1:10 min.; International 1:6)
7. Description of arrangements for meals and lodging (if applicable). Accommodations will include enough rooms so that no chaperones are rooming with students.
8. Description of security features for transportation and accommodations.
9. Means of financing.
10. Draft copy of any contract and refund policies associated with the trip.
11. Draft copy of the letters to be sent to parents and guardians referencing the specifics of the trip including all of the above and any rules specific to the trip which are in addition to the HWRSD student conduct policies, student handbook rules or regulations, and the MA Interscholastic Athletic Association (MIAA) rules and regulations. For international field trips, the sponsoring faculty member will provide parents a copy of the State Department travel advisory and Homeland Security Alert Status for all countries to be visited.
12. In the case of academic field trips, there must be a description of the educational alternative and mapping of that alternative for students not attending the trip, if applicable.
- Additional information may be requested from the appropriate authority prior to making a decision.
- Should external circumstances change after the initial trip approval detailed modifications to the relevant approval documentation (see above) will be required.
E. FUNDRAISING AND SCHOLARSHIPS
1. Fundraising events and activities may be planned to offset the costs for academic and extracurricular field trips. Any such fundraising shall take place in accordance with the HWRSD and individual school policies on fundraising.
2. Where an individual fee is charge for an academic field trip which is part of the approved curriculum, the principal may provide a partial or full scholarship to a student if, due to financial hardship, such scholarship is necessary to allow a student’s participation. However, no student is guaranteed a partial or full scholarship for the purpose of attending an optional and/or voluntary extracurricular field trip.
F. DISCIPLINE OF STUDENTS AND FIELD TRIPS – Domestic and International
1. All Hamilton-Wenham Policies on Student Behavior, Student Handbook rules and regulations, MA Interscholastic Athletic Association (MIAA) rules and regulations, regarding student conduct will apply and be in effect at all times for academic and extracurricular field trips.
2. If a student violates any Hamilton-Wenham student conduct policies, student handbook rules or regulations, MA Interscholastic Athletic Association (MIAA) rules and regulations, or otherwise misbehaves while on a field trip, the student will be immediately suspended from the field trip and sent back to school or home, as appropriate, by the faculty sponsor at the parent’s/guardian’s expense. In addition to being sent home, the individual will be subject to the consequences for the action/infraction upon his/her return to school as defined by the aforementioned student conduct policies, student handbook rules and regulations, and MA Interscholastic Athletic Association (MIAA) rules and regulations.
3. Hamilton-Wenham Policies on Student Behavior, Student Handbook rules and regulations, MA Interscholastic Athletic Association (MIAA) rules and regulations, regarding student conduct will be given to chaperones. Chaperones shall agree to implement and enforce them; failure to do so will result in not being able to chaperone future school sponsored trips.
G. ADMINISTRATION OF MEDICATIONS on FIELD TRIPS – Domestic and International
In accordance with the HWRSD Policy on Administration of Medications (H 8010), the administration of medications while on a day field trip is discouraged if medically feasible. However, in the event that it is medically necessary for a student to be administered medication while on a field trip the procedures promulgated in the Policy on Administration of Medications will apply. Parents/legal guardians will receive a copy of the HWRSD Policy H 8010 – Administration of Medications in advance of the field trip as part of the trip materials. Student (if appropriate) and parents/guardians must sign an Emergency Treatment and Medications Consent.
H. TRANSPORTATION, LODGING, AND SCHEDULING - Domestic and International
I. PERMISSION, CONSENT and RELEASE FORMS – Domestic and International
Any student going on a school sponsored field trip must submit a properly completed and signed “Permission to Participate, Emergency Treatment and Medications Consent and Release Form” prior to engaging students in fundraising activities or other preparations for the trip. This form must be signed by the student (if appropriate) and the student’s parent or legal guardian prior to a student taking part in any school sponsored field trip.
For athletic teams or other extracurricular school groups that routinely travel as part of their activities, the student (if appropriate) and the student’s parents/guardians may submit one consent/release form to cover all events for the season.
The permission, consent, and release forms will include a section in which the student (if appropriate) and parents/legal guardians will be required to affirm and record that they have read the “Permission to Participate, Trip Emergency and Medications Consent and Release Form” and they understand the contents of the forms. The release form will include any and all claims related to or arising out of the field trip as well as those claims related to or arising out of cancellation of the trip by the School Committee as described in Section I-1. Since student safety is a primary consideration, the ultimate responsibility is a family choice. By signing the permission, consent and release forms, the student (if appropriate) and parents/legal guardians affirm that he/she/they have decided to allow the child to participate in the school-sponsored academic or extracurricular field trip with full knowledge that:
4. The School Committee, and its officers, agents, and employees shall be forever held harmless for remuneration of any and/or all costs associated with this voluntary trip.
J. INTERNATIONAL FIELD TRIPS
The District will sponsor international field trips. All school-sponsored international field trips must receive prior recommendation of the department chairperson (high school only) and approval by the principal, superintendent, and school committee in accordance with the specifics (A-JI set forth in this policy).
The School Committee reserves the right to cancel a trip up to the departure date or to recall a trip in progress if national and/or international conditions so warrant or if security and safety concerns over which the HWRSD had no control render it appropriate to cancel the trip. The HW School Committee will take the following criteria into consideration: (a) U.S. Department of State Travel Advisory; (b) Homeland Security Advisory (alert status); (c) Declaration of War or armed conflict. Additionally, the critical judgment of the School Committee, with input from the Superintendent, Principal, and Faculty Sponsor, will be taken into consideration.
The Superintendent will alert the School Committee to final deadlines regarding required commitment of funds if there are national/international events/situations which might make the School Committee cancel or recall a trip due to safety concerns or other reasons.
Student if appropriate) and parents/legal guardians will be required to affirm that they have read the Consent and Release Form and understand that the School Committee reserves the right to cancel or recall a school-sponsored field trip. The student and parent/guardian will sign to acknowledge and affirm that he/she may lose any and/or all of the funds expended for the trip.
K. NON-SCHOOL SPONSORED TRIPS
Teachers and other school staff sometimes privately conduct educational tours or trips involving the participation of Hamilton-Wenham Regional School District students. The HW School Committee neither sanctions nor prohibits such activities, nor assumes any responsibility for them. Teachers and other school staff are prohibited from soliciting students for privately run trips through the school district.
In information regarding non-school sponsored field trips teachers and other school staff are expected to clearly state that such trips are not school-sponsored and that the HW School Committee and the Hamilton –Wenham Regional School District do not sanction the trip or assume any responsibility.
The School Committee will only review for approval school-sanctioned trips which include a field trip request and required documentation as defined by Section D, Items 1-13. The School Committee will not review or approve trips that are privately organized and run without school sanctioning.
Massachusetts Department of Education Regulations 603 CMR 27.00
Massachusetts Department of Education Time on Learning Regulations
Massachusetts General Laws Chapter 71§ 37M and N
Massachusetts General Laws Chapter 71§38R
US Department of State Advisory
Homeland Security Advisory
Federal Motor Carrier Safety Administration (FMCSA) Carrier Ratings
United Motorcoach Association – Student Motor coach Travel Safety Guide http://www.uma.org/consumerhelp/syudentguide.asp
Department of Defense’s approved list of motor carriers
Adopted: December 4, 2003
Review: May 21, 2012