Policies and Regulations NEPN Code: JJH-R SFSD Logo

Students
Student Travel

Student travel is divided into four types of travel—1. Field Trips; 2. Activity Trips; 3. Extended District Curriculum Travel and 4. Music Rotational Travel.

Participation for all District student travel is limited to assigned students, official chaperones and designated staff members. No other individuals may travel with the District. This does not preclude individuals or groups from making separate arrangements to travel in conjunction with a student trip.

Definitions:

Field Trip: A trip that is one day or less in length within or outside the School District’s boundaries. Field trips are directly related to a specific subject or course.

Activity Trip: A trip that is part of a school sponsored extracurricular activity, club, sport, or an event sanctioned by the South Dakota High School Activities Association (SDHSAA). The SDHSAA travel rules must be adhered to except when the School Board has identified additional requirements.

Extended District Curriculum Travel: A trip that is course/subject-related, includes at least one overnight.

Music Rotational Travel: A trip scheduled for music groups once during a student’s high school career and includes at least one overnight stay. The Coordinator of Fine and Performing Arts will create the rotation schedule for music ensembles.

  1. Field Trips
    A field trip is one day or less in length within or outside the District’s boundaries. Field trips are directly related to a specific subject or course.
    1. Approval Process:
      A written plan must be submitted to the building principal or designee at least two weeks prior to the trip. When one group is taking multiple trips, they may be submitted on one document. The written plan must specify the following:
      • Destination
      • Educational objectives that will be accomplished
      • Time of departure and return
      • Educational alternatives for students who do not participate in the trip
      • Space for Principal’s signature
        The principal must sign the written request, keep a copy, and return a signed copy to the teacher.
    2. Transportation:
      If commercial transportation is used, it must be provided by the District’s contracted carrier.

      If the school arranges private vehicle transportation, an insured parent/guardian/teacher (adult over 21 years of age) must drive each vehicle. Adult drivers must be an approved unsupervised volunteer and provide a valid driver’s license and proof of liability insurance to the principal at least five days in advance of the trip. Students may not be transported in vans or other personal vehicles with a capacity rating of ten or more persons.

      A student may travel to and/or from the field trip with his/her own parent/guardian if a written request from the parent/guardian has been submitted no fewer than five days in advance of the event, and must be approved by the building administrator or designee. The parent/guardian must check in with the building principal/designee prior to leaving the event.

      A person who is not an approved unsupervised volunteer may not transport any child other than his/her own.

      At the high school level, when a field trip requires students to both leave and return to the school building during instructional hours, the school must arrange transportation.

    3. Chaperone Requirement:
      At least one chaperone per group as assigned by administration must accompany students on a field trip.
    4. Student Approval Forms:
      Parents/guardians must receive notification about any field trip. The Annual Emergency Health, Student Update and Authorizations Form must be signed and on file in the building office.
    5. Student Fees and Fee Waivers:
      Students may be requested to contribute to the cost of the field trip. Any parent/guardian or student request to waive the cost will be automatically honored by the building principal/designee. Expenses for meals are the individual student’s responsibility.
  2. Activity Trips
    An activity trip is part of a school sponsored extracurricular activity, club, sport or an event sanctioned by the South Dakota High School Activities Association (SDHSAA). The SDHSAA travel rules must be adhered to except when the Board has identified additional requirements.
    1. Approval Process:
      A minimum of three weeks before the start of each semester or season the activity sponsor, advisor, or coach shall submit to the principal or designee for approval a list of all in-district and out-of-district travel related to the activity, club, sport, or SDHSAA sponsored events. Requests for music groups to travel to non-bordering states must be accompanied by a completed application to the SDHSAA for approval of out-of-state music contest/festival travel. The principal or designee shall give written approval to the travel schedule. A copy of the signed approved travel schedule and pertinent SDHSAA forms shall be forwarded to the appropriate Curriculum Services Department coordinator.
    2. Duration of the Activity Trip:
      Whenever possible, activity trips should be restricted to one-day trips and should occur during the evening or on weekends or vacation periods. No more than three overnight trips per activity group per semester or six overnight trips per school year may occur.
    3. Transportation:
      If commercial transportation is used, it must be provided by the District’s contracted carrier.
      If the school arranges private vehicle transportation, an insured parent/guardian/teacher (adult over 21 years of age) must drive each vehicle.

      Adult drivers must be an approved unsupervised volunteer and provide a valid driver’s license and proof of liability insurance to the building principal/designee at least five days in advance of the trip. Students may not be transported in vans or other personal vehicles with a capacity rating of ten or more persons.

      Students must travel with the class/group/team to and from the event in whatever transportation has been arranged by the school. In extenuating circumstances a student may travel to and/or from the event with his/her own parent/guardian if a written request has been submitted in advance and approved by the building administrator or designee. The parent/guardian must check in with the building administrator/designee prior to leaving the event. A student may ride only with his/her parent/guardian.

      When an activity trip requires students to both leave and return to the school building the same day during instructional hours, the school must arrange transportation.

      At the high school level, a school is not required to arrange transportation for an activity that starts prior to, or ends after, the school day, when the event is within 15 miles from the District. In such circumstances, parents/guardians will be informed that the school will not provide transportation.

    4. Chaperone Requirement:
      At least one chaperone per 10 students must accompany students on activity trips. For overnight trips male and female chaperones (adults over 21 years of age) are required when male and female students are involved. (See Regulation IJOC-R – School Volunteers for overnight chaperone requirements.)
    5. Student Approval Forms:
      Parents/guardians must receive notification about any activity trip. A signed parent/guardian consent, medical waiver, and waiver of liability form must be on file for activity trips.
    6. Fundraising :
      Students may be asked to defray some costs associated with an Activity Trip. These costs may be financed through student fundraising. An individual fundraising goal will be set each year per activity, not to exceed $300 per activity. The goal will be for each student to earn enough money through fundraising to meet the established goal. If a student chooses not to participate in fundraising, a donation may be given instead. No student shall be denied participation in an Activity Trip for a financial reason. Funds must be available in each building (through the booster groups and fundraising) to provide assistance for students who do not reach the goal through fundraising and/or donations.

      Expenses for meals are an individual student’s responsibility.

  3. Extended District Curriculum Travel
    Extended District Curriculum Travel refers to classroom related trips that include at least one overnight.
    1. Approval Process:
      Prior to the start of the school year the school personnel shall submit to the principal or designee for approval a written plan that specifies the following:
      • Destination
      • Purpose of the travel
      • Educational objectives that will be accomplished
      • Time of departure and return
      • Educational alternatives for students who do not participate in the activity or trip
      • Estimated costs involved and a plan for how students can raise the funds if the cost is not covered by the District
      • Space for signatures of approval (Principal and Superintendent)
        The principal must sign the written request, keep a copy, and return a signed copy to the teacher.
    2. Duration of the Extended District Curriculum Travel:
      Whenever possible, Extended District Curriculum Travel experiences should be restricted to two school days in conjunction with weekends, or vacation periods. The maximum length for these travel experiences shall not exceed five days. The Superintendent or designee must approve the duration and calendar days of the trip.

      While travel may occur during long school breaks, every effort should be made to keep travel off of the actual holidays. Should circumstances make a trip exceeding five total days necessary for performance, educational, or cultural purposes, a written request for an exception shall be made to the Superintendent prior to the development of the formal proposal.

    3. Transportation:
      If commercial transportation is used, it must be provided by the District’s contracted carrier. When other modes of transportation other than bus are required, the most cost and time efficient mode of transportation will be used. Consideration must be given to the students’ safety regarding lodging, distances traveled, length of trip, safe travel within the destination city, and the safe transport of District students to and from all activities and events.

      If private vehicles are used, an insured parent/guardian/staff member (adult over 21 years of age) must drive each vehicle. The parent/guardian must be an approved unsupervised volunteer and provide a valid driver’s license and proof of liability insurance to the advisor/coach/director or building administrator at least five days in advance of the trip. Students may not be transported in vans or other personal vehicles with a capacity rating of ten or more persons.

      Students must travel with the class/group/team to and from the event in whatever transportation has been arranged by the school. In extenuating circumstances students may travel to and/or from the event with his/her own parent/guardian if a written request has been submitted in advance and approved by the building administrator or designee. The parent/guardian must check in with the advisor/coach/director prior to leaving the event. A student may ride only with his/her parent/guardian.

    4. Chaperone Requirement:
      At least one chaperone per 10 students must accompany students on a trip. For overnight trips male and female chaperones (adults over 21 years of age) are required when male and female students are involved. (See Regulation IJOC-R – School Volunteers for overnight chaperone requirements.)
    5. Student Approval Forms:
      Parents/guardians must receive notification about the scheduled trip. A signed parent/guardian consent, medical waiver, and waiver of liability form must be on file for each Extended District Curriculum Travel experience. The approval and waiver of liability must also indicate the family’s agreement to pay for the trip.
    6. Fundraising:
      The maximum a family may be required to pay per student is one-fourth of the total cost, or $300 (family maximum per student), whichever is less. The remaining costs are to be covered by student’s fundraising activities. Expenses for meals are an individual student’s responsibility. When the District pays transportation and lodging, reimbursement to vendors will be made in accordance with District policy.

      Fundraising opportunities shall be provided so that students can earn the entire individual travel amount through fundraising activities. The fundraising activities shall be sufficient so that the entire individual amount needed can be raised between the time of Superintendent approval and the time of departure for the trip.

  4. Music Rotational Travel
    Music Rotational Travel is scheduled for music groups that include a multi-night stay. These trips are scheduled to provide one trip per student in each music group once during their high school career. The Coordinator of Fine and Performing Arts/Designee will create the rotation schedule for music ensembles.

     

    Rotation Schedule   
    Year LHS RHS WHS
    2017-2018 Choir Orchestra Choir
    2018-2019 Orchestra Choir Orchestra
    2019-2020 Choir Band Choir
    2020-2021 Band Choir Band
    2021-2022 Choir Orchestra Choir
    2022-2023 Orchestra Choir Orchestra

     

    1. Approval Process:
      The activity sponsor or advisor shall submit a written proposal for approval to the building Principal or designee and the Coordinator of Fine and Performing Arts/Designee no later than March 1 of the school year preceding the proposed trip. The proposal must specify the following:
      • A detailed rationale for the travel destination, including tie(s) to the curriculum and educational growth and cultural opportunities
      • The estimated size of the travel group including students, directors, and chaperones
      • The proposed type of transportation to be used
      • A proposed itinerary including the dates, number of school days to be missed, planned activities and special events, transportation arrangements, responsible adults, and contact persons
      • A statement of estimated costs (maximum possible per student) including transportation, and accommodations
      • A list of activities proposed to raise the needed funds
      • A completed application to the SDHSAA for approval of out-of state music contest/festival travel.
      • Space for signatures of approval
        The document will need to be signed by the building principal, Coordinator of Fine and Performing Arts/Designee, the Director of Curriculum Services, and the Superintendent.

        Upon receipt of all approval signatures, the request will be submitted to the Board for approval. The Board must approve all Music Rotational Travel prior to implementation of the proposal.

        All final details, including a list of chaperones, a detailed itinerary and final costs, for the approved travel proposal shall be submitted in writing to the Coordinator of Fine and Performing Arts/Designee no less than 90 days prior to the departure date.

        Upon Board approval, and not before, the ensemble director shall:

      • Provide parents/guardians with specific written information about objectives, costs, deposit and payment timeline, itinerary, chaperones and accommodations.
      • Obtain a signed parent/guardian consent, medical waiver, and waiver of liability form for each student participant.
      • Select chaperones for the event, utilizing the chaperone application process outlined in the Activity Handbook.
      • Schedule conferences or orientation sessions for students and parents/guardians to assure that all plans and arrangements are clearly understood.
    2. Duration and Calendar Selection of Music Rotational Travel:
      Music Rotational Travel, when planned within the school year, shall be restricted to no more than two school days per trip. Trips shall be limited to five total days, including the travel days. If a driving trip is more than 1000 miles one-way, then the restriction will be three school days and six total days.

      While travel may occur during long school breaks, every effort should be made to keep travel off of the actual holidays. Should circumstances make a trip exceed the maximum total days necessary for performance, educational, or cultural purposes, a written request for an exception shall be made to the Superintendent prior to the development of the formal proposal.

      All non-travel days must include an educational or cultural opportunity or performance for students.

    3. Transportation and Lodging:
      In most cases, the most cost and time efficient mode of transportation will be used. Consideration must be given to the students’ safety regarding lodging, distances traveled, length of trip, safe travel within the destination city, and the safe transport of District students to and from all activities and events.
    4. Chaperone Requirements:
      Male and female chaperones (adults over 21 years of age) are required to accompany the group. The ratio shall be ten students to one adult of the same gender. (See Regulation IJOC-R – School Volunteers for overnight chaperone requirements.)
    5. Student Approval Forms:
      Parents/guardians must receive notification about the scheduled trip. A signed parent/guardian consent, medical waiver, and waiver of liability form must be on file for each student. The approval and waiver of liability must also indicate the family’s agreement to pay for the trip.
    6. Initial Deposit:
      When the Student Approval Forms are due, an initial $300 deposit is also due. The deposit may exceed $300 when required by the travel company. Fundraising opportunities will be provided prior to the date of the required deposit.

      Any payments made to the travel company on behalf of the student become non-refundable in accordance with the provisions in the agreement with the travel company. These provisions may vary slightly by company, schedule and destination.

    7. Trip Costs and Fundraising Opportunities:
      The maximum per student cost for a single Music Rotational Travel activity shall not exceed $1,500. The allowable amount shall increase by $30 per year beginning FY19.
      • Students are expected to fulfill the total cost of the trip, either through additional fundraising or by other means.
      • Fundraising opportunities must be made available for students to raise their entire share of the costs, including the initial deposit.
      • If the student has made every effort to participate in fundraising activities, but is still unable to raise the full amount, or if the student experiences extenuating circumstances, the family may apply for need-based financial assistance. The application must be made in writing to the principal at least one week prior to the next payment deadline. The application must include documentation of fundraising efforts and/or details of the extenuating circumstances that are a factor. A parent/guardian signature is required on the application. Building administration will determine approval of financial assistance with funds coming from the music group’s parent organization.
      • Students who do not make scheduled payments and do not utilize the fundraising activities may be excluded in the travel roster at the discretion of building administration
      • Monies raised by fundraising activities for the purpose of Music Rotational Travel will be kept in the school’s trust and agency account. Transfers will be made to district accounts as payments are made to contracted travel agents.
    8. Evaluation of Music Rotational Travel:
      Within one month of the completion of the Music Rotational Travel experience, an evaluation of the events shall be submitted to the building principal and the Coordinator of Fine and Performing Arts/Designee. This evaluation shall be a narrative, showing completion of the goals outlined in the approval process.
  5. Travel Contracts and Bidding
    The Coordinator of Fine and Performing Arts/Designee in conjunction with the Purchasing Supervisor will handle travel proposals for all groups. Trips requiring an overnight stay greater than one night shall require Board approval.
    The travel proposal will include the cost of up to two directors and the approved cost for the requisite number of chaperones in the per student cost for the trip.
  6. Disposition of Unspent Travel Money
    If, after taking a trip, a group has excess money over what was needed for travel, a plan will be submitted to the principal outlining the intended use of the excess funds.

    Refunds and transfers of trip money will be granted only in the following circumstances:

    • Unspent money in individual trip accounts of graduating seniors will be rolled into the general fund of the activity or group in which the student participated.
    • In the case of a student dropping out of an activity or not allowed to participate in an activity due to a violation of the District’s Discipline Policy, the money will revert to the general fund of the activity or group unless monies were paid into the student’s account by personal checks from the student or his/her family and then only back to a student or family, if the funds were not committed or expended on trip expenses.
    • In the case of a sibling being enrolled in the same school and participating in the same activity as the student who graduates or drops out, the funds may be transferred to the sibling’s travel account.
    • In no event will more than $300 per student be returned.
  7. Privately Sponsored Trips
    No promotion, fundraising, or enrollment of students for privately sponsored trips is permitted on school property, except by permission of the Superintendent or designee. Nor should employees of the District promote or enroll students for non-school sponsored travel on school property.

 

Related Policies/Regulations:

EEAG – Staff Transportation of Students in Private Vehicles
EEBB – Use of Private Vehicles in School Business
IJOC/IJOC-R – School Volunteers
JJAA/JJAA-R – School Activity Rules
JJE/JJE-R – Student Fundraising Activities
JK/JK-R – Student Discipline

 

Regulation   Board Action (formerly 6145.6)
Approved: 03-26-79 18098  
Revised: 08-09-93 27405.4j  
Revised: 10-23-95 28292  
Revised: 03-23-98 29016  
Revised: 08-14-00 29659  
Revised: 01-13-03 33415  
Revised: 09-08-03 33634  
Revised: 11-08-04 33961  
Revised: 12-28-05 34043  
Revised: 12-11-06 34600  
Revised: 09-08-08 35153 (eff. 3-09)  
Revised: 01-10-11 35931  
Revised: 05-13-13 36623  
Revised: 04-14-14 36885  
Revised: 10-13-14 37024  
Revised: 06-12-17 37789  
feedback