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603.3-E - Excursions and Trips Request Form

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Date Request Received by CFO/COO: ________________

A written request for overnight excursions/trips must be submitted to the Chief Financial/Operating Officer NOT LESS THAN FOUR WEEKS PRIOR TO the proposed excursion/trip and prior to any travel arrangements being finalized.

Overnight excursions/trips require prior approval of the building administrator, the superintendent [or designee], and the school board. In authorizing excursions/trips, the building principal will consider the financial condition of the school district, the educational benefit of the activity, the inherent risks or dangers of the activity, and other factors deemed relevant by the superintendent including the participation of the membership of the regular activity group. Students who have graduated may not participate in school sponsored excursions/trips unless the event is sanctioned by the state athletic associations.

The request will include:

  1. Rationale for the excursion/trip including the purpose and objectives
  2. Clarification if request is dependent upon pre-qualifying for event
  3. Detailed plans for student supervision
  4. Proposed itinerary
  5. Cost and source of funding
  6. Number of student participants
  7. Copy of required participation paperwork
  • Within three weeks of the completion of the excursion/trip the sponsor will submit a written summary of the event to the building principal.
  • The building will be responsible for obtaining a substitute teacher if one is needed.
  • Students eligible for a fee waiver will be covered through contingency/discretionary funds as appropriate.

EXCURSION/TRIP CRITERIA: The following checklist MUST BE signed and submitted to the Chief Financial/Operating Officer with required documentation NOT LESS THAN 4 WEEKS PRIOR TO the proposed excursion/trip and prior to any travel arrangements being finalized:

Group Name: _____________________________________________________________
Submitted By: ____________________________________________________________

Criteria   Description Provided
Purpose REQUIRED Purpose of excursion/trip is clearly defined and "...is a vital part of the curriculum or current activity." Reference Board Policy 603.3.  
Pre-Planning REQUIRED Evidence of pre-planning that will maximize the learning experiences of students on this excursion/trip. (Dates, location, number of student participants, plan for supervision, proposed itinerary, hotel, cost/budget source, required participation paperwork, clarification if request is dependent upon pre-qualifying for an event, etc.)  
Follow-Up REQUIRED Evidence of planning for follow-up in order to maximize the learning experiences of students on this excursion/trip.  
Assessment REQUIRED Evidence that students will be required to demonstrate their understanding of the learning expected from this experience.  
Funding REQUIRED Source of funding has been determined that meets Department of Education and district guidelines. Reference Board Policy 603.3.  
Common Experience Recommended This excursion/trip is a common experience that all students at this grade level or activity group should have.  
Multi-Disciplinary Recommended This excursion/trip addresses more than one curricular area and offers the opportunity for curriculum integration.  
Building Principal Approval   Date:
Chief Financial/Operating Officer Approval   Date:
Board of Directors Approval   Date:

Adopted: 2/99
Reviewed: 7/11; 9/12; 9/13; 2/15; 4/18; 6/21; 2/24
Revised: 8/16; 11/17
Related Policy: 502.1; 503.6; 603.3; 603.3-R