Field Study/Trips - Policy and Procedures

Transcription

1 Field Study/Trips - Policy and Procedures School Sponsored Trips Catholic schools sponsor travel opportunities and field trips as part of their curriculum, athletic programs and/or extra-curricular programming. The following procedures are to be followed. If parents have a question regarding a student trip, they should contact the school administration to ensure whether a proposed travel is school-sponsored and school-sanctioned. Prohibition of Other Travel The Diocese of Orange does not sanction any other trips with current undergraduate students or with graduated students from any of our schools. This includes trips during summer vacation and other periods in which school is not in session. Parents should not assume that any non-sanctioned trip will provide adult supervision of their children. The school and the Diocese of Orange will not accept any liability for any trip that it does not sponsor as part of its curriculum. 1. No school faculty or staff member can serve as a paid or unpaid tour guide, sponsor, or chaperone for student travel that is not school-sponsored. 2. No faculty or staff member may utilize school facilities or resources to promote or advertise a travel program which does not have school sponsorship. Unauthorized use of school resources include: [1] use of classrooms or school offices for organizational meetings, [2] use of classroom time for discussion and promotion of travel programs, [3] use of school computers for communication or preparation of printed materials and, [4] use of duplicating equipment. 3. Any promotion of private business interests is a violation of the Conflict of Interest directives contained in the Employee Handbook for Lay Personnel of the Diocese of Orange. Such infractions may affect employment eligibility. Neither the school nor the Diocese of Orange will accept any liability for any trip that it does not sponsor as part of its curriculum, athletic competition, or extracurricular programming. Process for Approval Diocesan Administrative Handbook Diocese of Orange Section 6720 (Revised August, 2007) 1. Using the proper form, permission is to be requested in writing by the sponsoring teacher or staff member. 2. The travel request form will outline details regarding: [1] number of student participants, [2] the curriculum-related purpose of the travel, [3] the student supervision plan, [4] all travel arrangements (including mode of transportation, itinerary, accommodations and provision of meals), and [5] all anticipated costs and source of funding. 3. Certification of insurance for all trips is to be documented in compliance with directives from the Office of Risk Management (714/ ). See attached information. 4. Daytime trips which occur during regular school hours and all travel extending outside regular school hours require the approval of the school principal. No promotion of the trip is permitted until the school principal has granted approval in writing. 5. No purchase of tickets, monetary deposit or other financial commitments is permitted until the completed form has been signed by the principal. Travel Procedures 1. All school policies, regulations, and disciplinary procedures are applicable to students during travel programs and field trips. Unless specifically waived, students should presume that all school rules apply. Student dress code may be waived by the principal. 2. All student participants must obtain written permission from their parent and/or guardian on the appropriate diocesan form provided. Day trips (within school hours) require the use of the "Field Study/Trip Permission Form" and extended trips necessitate the use of the "Extended Travel Permission Form".

2 3. It is the responsibility of the sponsoring teacher or staff member to guarantee and coordinate appropriate supervision for students at all times (at least one chaperone for every 10 students depending upon the age of the students). 4. Besides employees of a contracted agency, no individual(s) outside designated school personnel and parent chaperones may accompany students on the school sponsored trip. 5. The sponsoring teacher or staff member is required to report to the principal any incident of medical emergency, inappropriate behavior, disciplinary infraction, and/or any incident involving alcohol and/or drugs that occur during the trip. 6. Violation of school rules or policy during a school-sponsored trip may constitute sufficient cause for cancellation of the trip and immediate return to point of origin. Depending upon the circumstance, this penalty may be applied to an individual student or to the entire group. Should such a penalty incur additional expense, these costs will be borne by parents and/or guardian of the student(s) involved.

3 Student Travel Checklist To: Amy Barth From: Student Services Office Subject: Santa Margarita Catholic High School Field Trip Destination: International Thespian Festival at the University of Nebraska in Lincoln, NE Date of Trip: Monday-Sunday, June 19-25, 2017 Today s Date: October 31, 2016 This trip request has been approved. Please adhere to the following checklist: All students must submit signed parent permission on the appropriate diocesan form (Field Study/Trip Permission Form for day trips and Extended Travel Permission Form for overnight trips) and a signed Student Behavior Contract. An which includes the dates of the trip, periods missed, and an alphabetical roster of students attending must be sent to all teachers and the Attendance Office at least one week prior to the trip. School procedures in obtaining coverage for any needed classes must be followed. Turn in a Time-Off Request Form to the school s Front Reception Desk so they can arrange for substitutes. For every ten students participating in a trip, at least one adult chaperone is required. It is advisable that the gender of the adult chaperones be reflective of the student group. At least one gender-appropriate chaperone must accompany all-girl and all-boy trips. Co-educational trips must include a least one male and one female chaperone. No one under the age of 25 may transport students. If a bus is chartered, school/diocesan procedures must be followed. If you plan to use school vehicles, make arrangements with the Facilities Office as soon as possible. Only school employees who have been cleared through the HR Office are permitted to drive school vehicles. Remember, school vans only seat 10 (1 driver and 9 passengers). There must be a seatbelt available for each occupant. This trip must not be mandatory. Some students may not be able to afford the cost of the trip. Other students may not be able to miss their other classes. Students who are currently enrolled in Summer School will not be permitted to miss class to attend this trip. While on the trip, students need to follow school dress-code guidelines as stated in the school s parent/student handbook. While on the trip, a list naming every student attending the trip and their medical release form are to be available at all times. Accurate records need to be maintained to ensure that all students are accounted for. Inform the Attendance Office if any student scheduled to take the trip is absent or not attending. Contact Pat Mollica in the HR Office to obtain mandatory overnight trip insurance. All diocesan requirements regarding overnight insurance coverage must be followed. Plans need to be included for attendance at Mass on Sunday if a weekend is involved in a travel trip. A cell phone is to be taken in case of emergencies. Use of a cell phone while driving is strictly prohibited. The Student Services Office will need a phone number where you can be reached while you are on the trip. If private vehicles are used, drivers must be cleared through the school s Parent Volunteer Program. In addition, copies of valid driver s licenses and current proof of auto insurance for each driver must be on file. Drivers are required to obey all traffic laws and all occupants of the vehicle must wear a seatbelt. If your field trip includes overnight accommodations and/or airfare, you must pay for these accommodations with either a school credit card or school check. Accommodations and flights may be held on a personal credit card, but final payment must be made by the school. It is not acceptable to pay for overnight accommodations and/or airfare with your personal funds and then apply for reimbursement. Please see the Business Office for assistance. For all overnight trips, a student rooming list/roster must be submitted to the Business Office at least one week prior to the trip. In order to protect our students and chaperones from unexpected global threats, there may be times when an international trip is canceled after airline tickets have been purchased. All international airline tickets must have trip cancelation insurance to protect against loss of trip fees. All parent chaperones must be cleared through the school s Parent Volunteer Program. All cleared parents are listed in a booklet for your reference at the school s front desk. It is YOUR responsibility to confirm that all participating parent volunteers have been cleared before allowing them to chaperone. Non-compliance with this policy may result in denial of future field trip requests. Clearance consists of the following: (1) Complete the Parent Volunteer Sign-Up Form through the front office (annual requirement); (2) Read and sign the last page of the Diocesan Policy Booklet (one time requirement); (3) Have fingerprints cleared through the HR Office (one time requirement); and (4) Complete the Shield the Vulnerable Safe Environment Online Training (once every 4 years).

4 Extended Travel Parent Permission Form Page 1 of 2 SCHOOL: Santa Margarita Catholic High School ADVISOR: Amy Barth SPONSORING PROGRAM: Performing Arts GROUP: Talon Theatre Thespian Troupe TRIP DESTINATION: International Thespian Festival at the University of Nebraska in Lincoln, NE DATE OF TRIP: Monday-Sunday, June 19-25, 2017 START TIME: Monday Morning RETURN TIME: Sunday Afternoon MODE OF TRANSPORTATION: Air and Rented Vehicles I/we, the undersigned, request that my son/daughter be allowed to participate in the above school sponsored excursion. I/we agree to abide by all of the terms as described in this document. 1. Educational Purpose of the Trip. The experience of travel, education and sport in another region presents the student with a new experience and seeks to foster new development, understanding and appreciation for regional differences. This program seeks to broaden the horizons of young people and give them better perspective on and insight into their own life experience. I/we understand that student participants in this program will be accompanied by Amy Barth, a school appointed chaperone who will act as program coordinator. I/we agree to accept the authority of this individual. The student will afford appropriate respect, cooperation and obedience to the assigned individual. 2. Rules and Regulations I/we understand that my/our son/daughter will abide by the rules and regulations as set forth in this document, and will recognize his/her responsibility to the school, all who host him/her in the course of travel, and the other members traveling in the group. If there is a breach in this agreement, the student will be sent home unaccompanied at the expense of the parent(s)/guardian(s). 3. Unsupervised Time (Secondary School only) I/we understand that if this trip takes place over an extended period of time my son/daughter may reside with a host family. He/she will be under the care, discipline and direction of that household. Most activities will be of a group nature (supervised by host family parents or by a chaperone from school staff.) I/we realize that this trip may also include assigned periods of free time. During such periods, we give permission for our son/daughter to participate in recreational activities which are not supervised by school officials or by the host family. 4. Photography I hereby grant the school permission to use photographs, videotapes or movies of the participant taken in connection with this program. 5. Authorization for Medical Care If, in the opinion of the faculty chaperone (and/or host family), the participant should be in need of medical/hospital consultation or treatment at any time, I/we hereby authorize such consultation to treatment as is deemed necessary. Student Medical Release (Student s Name - PLEASE PRINT) I/we, the parent(s)/guardian(s) of the above named student, hereby, give my/our permission for his/her participation in the activity named above. I/we am not aware of any medical condition of my child which would render it inappropriate for him/her to participate in any such activity. Should it be necessary for my/our child to have medical treatment (including dental or hospital treatment) on this trip, I/we hereby give the school personnel permission to use their best judgment in obtaining medical service for my child, and I/we give permission to the physician selected by the school personnel to render medical treatment deemed necessary and appropriate by the physician.

5 Extended Travel Parent Permission Form Page 2 of 2 I/we agree that in the event my child is injured as a result of his/her participation in the above named activity, including transportation to and from such activity, whether or not caused by the negligence (active or passive) of the school or any of its agents or employees, recourse for the payment of any resulting hospital, medical, dental treatment or related costs and expenses will first be had against any accident, hospital, medical or dental insurance, or any available benefit plan of our family. Parent/Guardian Signature Parent/Guardian Signature (Home Address) (City) (Zip Code) (Home Phone Number) (Cell Phone Number) (Work Phone Number) (Date Signed) Insurance Company Policy Number Doctor's Name Phone Number Allergies/Medical Problems/Disabilities: Student Date of Birth: Age: Parent(s) Address(es):

6 Student Behavior Contract SCHOOL: Santa Margarita Catholic High School ADVISOR: Amy Barth SPONSORING PROGRAM: Performing Arts GROUP: Talon Theatre Thespian Troupe TRIP DESTINATION: International Thespian Festival at the University of Nebraska in Lincoln, NE DATE OF TRIP: Monday-Sunday, June 19-25, 2017 START TIME: Monday Morning RETURN TIME: Sunday Afternoon MODE OF TRANSPORTATION: Air and Rented Vehicles In order to ensure that this program is a positive experience for all involved, I understand and agree to the following while I am participating in this travel experience: 1. During this trip, I realize that I am a representative of the school. At all times, I will observe the rules of my home school as a guideline for appropriate behavior. 2. I will cooperate and abide by the rules/guidelines of chaperones, host families, groups and/or designated agencies. 3. I will satisfactorily complete all study, writing or work assignments associated with this program. 4. I understand that possession and/or use of alcoholic beverages, illegal drugs or tobacco is forbidden. 5. I will dress appropriately for all activities. 6. I will be expected to make restitution for any incurred damage to property or persons, at school or in the home, accidental or otherwise. I understand that if any of the above is jeopardized by my behavior, my parents will be notified and I will be at risk of being sent home immediately and unaccompanied at my parents/my own expense. Student Name (please print clearly) Student Signature Date Parent(s)/Guardian(s) Signature Date