Procedure 3300 - Student Out-of-District Overnight Travel

The following guidelines will apply to student out-of-district overnight travel: 

1. The trip should not require students to miss any school time. Lost school time will be a primary consideration for approval of the trip. 
2. Regularly scheduled Washington State Interscholastic Activities (WIAA) competitions are subject to WIAA procedures and policies. 
3. The trip must be directly related to current material being taught by the sponsoring teacher or be an approved ASB activity or sport. 
4. The trip is valid if experiences of comparable value are not available locally. 
5. The trip must be appropriate for the age and maturity levels of the students eligible to participate. 
6. The trip must not endanger students and must fit within the risk parameters covered by district insurance. 
7. The trip must be organized so that all students enrolled in the sponsoring teacher's class or ASB activity may participate, with parental permission, without personal financial commitment. Exceptions must have approval of principal and superintendent or designee. Provisions must be made for individual group members for whom there is a financial hardship. 
8. The system or organization that results in competition on a national level will be examined in detail. The program must demonstrate validity and will be examined on a case-by-case basis. 

Procedures for Requesting Overnight Travel: 

1. Preliminary Approval

Prior to any discussion with students or parents, and at least 90 days before the desired departure date, the staff member proposing a trip that requires students being away from home overnight must meet with the building principal or designee, the Assistant Superintendent, and the district risk manager to describe the purpose and circumstances of the trip and request approval to proceed with planning. It is the principal or designee's responsibility to determine whether a proposed trip meets the policy guidelines. 

2. Fundraising

Fundraising for the trip should not significantly impact financial resources for other school activities and should not be conducted during school instructional time. Fundraising programs and activities must be submitted and approved 90 days prior to the date the fundraiser is to begin and be provided for in the current year ASB and/or District budget. Approved programs and activities may be modified with principal or designee approval. 

3. Parental Support 

The principal or designee and advisor must agree upon a process for determining the level of support for the trip by the parents of students in the group. Parents must have all pertinent information and be allowed to state their opinions individually. Financial obligation must be included on permission forms, signed by parents and submitted two weeks prior to departure. 

4. Itinerary 

An itinerary, including departure time and place, major events, travel 

Arrangements, planned stops and time, place for return and phone tree, must be submitted two weeks prior to departure date to the principal or designee. 

5. Housing 

Housing information must include name, address and telephone number of the proposed housing unit. Housing of students in private homes will be approved only if organized and sponsored by a host organization. In such instances, prior notification of arrangements must be sent to parents, including information regarding transportation arrangements between private homes and activity locations. 

6. Expenses 

The trip must be financed and organized so that no Richland School District employee will benefit financially from it. Financial benefit may include direct or indirect subsidy of transportation costs, per diem, stipends or other expenses of the employee paid by students, their parents or any organization other than the Richland School District. 

7. Funding 

All required funds will be deposited in the school, ASB, or District account at least two weeks prior to departure. Provisions must be made for individual group members for whom there is a financial hardship. 

8. Foreign Students 

Foreign students and aliens will be advised to determine their immigration status before leaving the country and to take appropriate credentials with them on the trip. All other students should be advised to take appropriate identification. 

9. Chaperones 

Adult chaperones will be secured and advised as to their responsibilities. The appropriate number of adult chaperones will be determined by the principal or designee and be subject to review by the superintendent or designee. 

10. Parent Meeting 

An informational meeting for parents and students will be held at the principal or designee's discretion. Agenda should include, but is not limited to: 

Adoption: