Field trips of long duration shall be considered any field trip whose total time to and from the destination shall be two days or more. Such field trips may be intercity, interstate, or international.
No field trips shall be approved by the School Committee that provide for individual contracts between the carrier and the student or the student’s parents or guardians.
Detailed plan must be submitted in writing to the principal for approval and to the Superintendent for final approval. Sufficient time will be allowed for submission of the plans for approval depending upon the extent, location and duration of the planned trip. These plans shall include:
- Purpose. A brief statement to include educational and other all inclusive objectives as well as specific reasons for selecting the activity.
- Dates. Whenever possible, trips of long duration should be planned to take place during the school vacation periods.
- Records of Students. Upon receipt of approval by the Principal, and with the filing of a parental permission form, a final list of names, address, telephone numbers of all participants, including staff and chaperones, is to be placed on file with the Principal.
- Chaperones. A sufficient number of adults must be provided to ensure adequate supervision. A ratio of 1 to 10 must be maintained.
- Method of Travel. The method of travel and number of vehicles must be listed; busses, air travel private car or other. In the event that a travel agent is necessary, the agency must be chosen with great care and must be identified in the plans submitted.
- Contract. A copy of the company’s contract must be submitted with the proposal. Close attention needs to be paid to the terms of the contract. Parents of students must be notified in writing that approval of this trip may be withdrawn if there were any official travel advisory issued by the State Department that involved the trip.
- Parents and students must be notified in writing that all applicable school rules and regulations, in addition to all Smithfield School Department policies, are in effect for the duration of this trip.
- Costs. All costs including travel and housing, meals, and gratuities, etc. must be listed and explained. Students’ share of the costs to pay for chaperones must be listed.
- Housing Arrangements. Identify the hotel, or motel, or other commercial housing by names, if these facilities are to be used. Telephone numbers should be included in case of emergencies. Include as well, arrangement for meals. If housing is to be in private homes, so indicate.
- Plans for Financing. Large-scale solicitation of the community must be avoided. Students must be encouraged to assume costs through individual effort. Booster organizations may assume the role of fund raiser for those students unable to provide their own. Instructional time should never be directed to fund raising.
- Insurance. Provisions must be made for whatever insurance coverage is required. The name of the company, the type of coverage, and the costs must be included in the plans.
- Itinerary. A detailed schedule of all stops, concerts, sightseeing, visits, etc. must be included.
- Medical Arrangements. Provisions for emergency care in the event of illness or accident must be included. The statement concerning the confidential medical list must be completed by indicating “yes”. In the event of foreign travel, immunization provisions, physical examinations, etc. must be included. Students must be advised that medications for their own use must be in original containers that indicate such medication was issued for their use.
- Bonded Treasurer. A person, identified by name, to act as a bonded treasurer in the collection of any monies associated with an extended trip, will be included in the submitted plan.
- Budget Procedure. The bonded treasurer will forward to the business office a report on budget procedures and periodic reports regarding fund raising activities. A detailed accounting of all expenditures will be submitted at the conclusion of the project. An accounting of disbursement of surplus fund, if any, is required.
- Follow Up Procedures. A written evaluation of the project will be submitted to the Superintendent at its conclusion in the form of a “Final Report”. The report should include but not be limited to:
- Final count of participants and chaperones
- Expense report with comment on disbursement of surplus finds, if any
- Major events and activities
- Future recommendations
- The Smithfield School Committee reserves the right to withdraw approval or cancel a trip if any situation arises that threatens the safety and welfare of the participants.