DALLAS INDEPENDENT SCHOOL DISTRICT ADMINISTRATIVE PROCEDURES F Students No. 4 F4 Page 1 of Attachment(s): September 1, 2013 FIELD TRIPS AND OUT-OF-SCHOOL ACTIVITIES Field trips and out-of-school activities that are instructional in nature as well as those trips that are activities of school clubs and organizations (e.g., Student Council, special interest clubs) and school-affiliated organizations, whether or not they occur during the instructional day, are addressed in this procedure. However, those trips or out-of-school activities that are UIL-related (e.g., athletics, one act play, etc.) are not addressed in this procedure; UIL guidelines as established within the District shall be followed. CATEGORIES OF TRIPS AND ACTIVITIES All field trips and out-of-school activities must submit the appropriate, complete and correct forms for approval. The only Field Trip Checklist [FORM F4-A] is a cover page for the field trip and out-of-school activities packet that is to be submitted for all field trips and out-of-school activities. The completed packet for approval should be submitted to the appropriate personnel for approval within the time frame designated in the procedure. 1. Instructional trips/activities related to the class curriculum: a. Classroom trips organized by teachers to enhance instruction. If grant funds are utilized for the class field trip, then the teacher/grade level/department must complete the Grants Management Field Trip Approval Form [FORM F4-D]. b. Academic competitions (not UIL), such as Latin competitions, social studies competitions, science fairs, and vocational competitions. 2. Other field trips/ out-of-school activities: a. Club and organization trips/activities, include those for Student Council and other extracurricular clubs and organizations, whether the trip/activity is for the purpose of providing service or a social activity for the members. b. School-affiliated organization trips/activities include those for students who are involved with community or collaborative groups. Since these are District students and they are involved with a school-sanctioned group, approval for the trip/activity must follow this procedure. GENERAL GUIDELINES AND PURPOSE INSTRUCTIONAL TRIPS/ACTIVITIES 1. All instructional field trips and other out-of-school activities must be relevant to learning and related to current content/units of study or for the purpose of course-related competition or performance. 2. For instructional field trips utilizing grant funds, a Grants Management Field Trip Approval Form [FORM F4-D] must be completed. 3. All trips shall be curricular related, not rewards for select groups during the school day.
Page 2 of 7 4. Vertical planning at the campus level shall occur to enhance a student s exposure to diverse experiences over the course of time. 5. In the event, any student(s) participating will require a medical procedure while on the field trip; the teacher sponsor should know what to do in the event of an accident or illness while on a trip. The teacher sponsor should: a. Be aware of any student on prescribed medication and keep and monitor the administration of the prescribed medication while on the trip. The sponsor must have a signed copy of the student s Physician/Parent Request for Administration of Medicine or Special Procedures by School Personnel, a copy of which may be obtained from the school nurse. b. Plan, with the school nurse, what to do in case of an accident or illness prior to leaving on the trip. c. Render first aid for minor injuries, such as minor scrapes and cuts. d. Call the local police department/emergency medical service for more serious injuries. If the emergency medical service transports the student to the hospital, the sponsor or his/her adult designee must accompany the student and remain with the student until the parent/guardian arrives. e. Notify the parent/guardian. f. Not assume hospital costs. This is the responsibility of the parent/guardian. g. Upon return, make a report of the accident to the principal, who will provide a coy to the school nurse and the School Leadership Executive Director. 6. In no case shall field trips result in more than 10 days absence from any course or class for any given student. 7. Field trips within 3 (three) school days of state exams must be approved (does not apply to out-of-district scheduled competitions) for those grade levels scheduled for the specific exam by the appropriate Executive Director and Division Assistant Superintendent. 8. All field trips authorized by the District shall be under the auspices of a school staff person. The District does not sanction any field trip or activity conducted by a school employee who is acting as an individual. GENERAL GUIDELINES AND PURPOSE OTHER TRIPS/ACTIVITIES 1. In most cases, trips/activities that are not instructional in nature shall be scheduled for times or days outside the instructional day. 2. In no case shall trips result in an absence from any course or class for any given student. TIMELINES In order for the field trip approval process to work timely and consistently ONLY completed packets are to be submitted within the following timeframes: Field Trip Location Within Dallas County Outside of Dallas County but in Texas Outside of Texas, but within the contiguous United States Outside the continental United States Completed Packet Submission at least 15 days prior to the trip at least 15 days prior to the trip at least 30 days prior to the trip at least 45 days prior to the trip Only COMPLETED packets are to be submitted. Incomplete packets will be returned to the campus initiating
Page 3 of 7 APPROVAL The teacher/sponsor shall plan any field trip or other out-of-school activity in accordance with District and campus procedures. The teacher/sponsor shall submit a completed Field Trip Proposal [FORM F4-B] to the principal for initial approval and subsequent scheduling on the school calendar. Once initial schedule approval has been received, the additional documentation and Field Trip Checklist [FORM F4-A] information will be gathered and submitted for approval. If the field trip/out-of-school activity utilizes grant funds, then the Grants Management Field Trip Approval Form [FORM F2-D] must be submitted with the Field Trip Checklist [FORM F4-A] packet. Instructional trips/activities: a. Pre-approved instructional trips or other trips/activities within Dallas County without an overnight stay are provided on Exhibit F4-A. Following principal approval, these destinations do not need approval by the appropriate Executive Director. However, prior to approval and scheduling, the principal shall ensure that the requested trip meets all of the guidelines noted at the beginning of this procedure and that the Executive Director is notified of the approval. If the proposed trip is on the Pre- Approved Field Trips/Out-of-School Instructional Activity Listing, the Field Trip Proposal and any additional documents must still be completed, to include the Grants Management Field Trip Approval Form [FORM F4-D] if grant funds are being utilized. A Pre-Approved Field Trips/Out-of-School Instructional Activity Listing [EXHIBIT F4-A] is provided to identify sites that only require principal approval and Executive Director notification prior to the date. A campus may submit recommendations for sites to be added to the pre-approved list to their respective Executive Director and Division Assistant Superintendent. b. Trips not listed as pre-approved: The principal shall submit a copy of the Field Trip Checklist [FORM F4-A] and attached packet of information for approval to the appropriate Executive Director for field trips within Dallas County not on the pre-approved list at least 15 days prior to the date of the trip or activity. The Executive Director shall return the form to the principal with an indication of approval or disapproval. Other field trips/out-of-school activities a. Principal and Executive Director approval is required for those trips/activities that take place after school or on the weekend within Dallas County that do not entail an overnight stay. All requests should be submitted at least 15 days in advance of the field trip/activity. b. Principal, appropriate Executive Director, and Division Assistant Superintendent approval is required for any trip/activity that includes an overnight stay or any that takes place outside of Dallas County but within Texas. All requests should be submitted at least 15 days in advance of the field trip/activity. c. The principal, respective Executive Director, Division Assistant Superintendent and Chief of School Leadership approval is required on any trip/activity that takes place outside of Texas but within the contiguous United States. All such requests should be submitted at least 30 days in advance of the field trip/activity. d. Any trip or activity that takes place outside of the continental United States will require the approval of the Chief of School Leadership and Superintendent of Schools. All requests should be submitted at least 45 days in advance of the field trip/activity.
Page 4 of 7 PLANNING AND ORGANIZATION 1. Transportation- Schools shall comply with District procedures regarding the mode of transportation. a. Buses: Requests for District buses shall be made according to DISD Transportation Department procedures. For Dallas County buses, see below: Trips must be entered into Powerfleet no later than 15 days before the trip date. Trips must be approved no later than 7 days prior to the trip date. Make a note of service center contact information and trip number in case you have questions on the trip date. Contact the service location listed on the trip for any trip changes and make sure you receive a response. Trip charges begin when drivers clock in at the service center until they return. Bus rates are the same for in-county and out-of-county travel. Dallas County Schools cannot travel outside the State of Texas. Customer must pay driver s food and lodging on overnight trips. No Drop/Return trips unless the travel time conflicts with route times. No Drop/Return trips on weekends, with the exception of Track and Field and Wrestling, 3 hour minimum. Customer should always sign the trip sheet at the end of the trip. Add driver notes with details that will assist the driver during the trip. Watch Powerfleet Dashboard for notices and updates. Check Powerfleet daily for notifications. Return time is when the bus should return to the origin, NOT when the bus will leave the destination. Food and drink may NOT be consumed on the bus. All stops must be pre-authorized. If the students are not loaded in time for bus to return to school by the return time, the drive may need to leaver for their after-school route and return to pick them p after 4:30 P.M. Vanguard/Academy/Magnet trips are entered by DCS. Submit the approved DIST Field Trip Approval Form to trips@dcschools.com for entry. All after-school program transportation will be added to a route unless your campus has grant or title funds to pay for the transportation for that particular after-school program. Bus requests for UIL athletic events are managed through the district Athletic Department. b. Private car: When a private car is used, the car shall be under the general supervision of a member of the school staff. The owner shall provide proof of personal liability insurance and the driver shall provide proof of a valid driver's license completing the Staff Provided Transportation paperwork [FORM F4-F]. In the case, where each parent/guardian is providing transportation for their child, the Parent-Provided Transportation [FORM F4-G] is required. c. Passenger vans: May be used when transporting small numbers of students if they meet the requirements of the Transportation Code.
Page 5 of 7 2. Parent Permission - Teacher/sponsors shall obtain written permission from the parents/guardians of each student participating in the activity prior to the departure from the campus. a. The teacher/sponsors shall use the Field Trip Permission [FORM F4-E] for parent authorization. The form addresses the mode of transportation, the itinerary of the scheduled activities of the trip, and provides parental authorization to administer necessary medical treatment. A separate form must be obtained showing parent permission for each trip/activity. b. The teacher/sponsors shall take copies of the signed forms on the trip for the purpose of securing medical treatment and contact information if necessary. 3. Supervision - The principal is responsible for ensuring that adequate and proper supervision is provided during any field trip or out-of-school activity. The following guidelines are minimal and may be enhanced if the principal or teacher/sponsor deems the activity warrants additional adult supervision. Chaperones must meet District requirements as noted in the administrative procedure Chaperones for School Activities and each chaperone must complete the Chaperone Statement Acknowledging Responsibilities and Duties [FORM F4-H]. a. Every school shall provide at least one adult chaperone on each bus used for transportation. b. Schools shall provide at least one adult chaperone for every ten (10) students, and an additional adult for every fraction thereof. 4. Student Participation- In some circumstances, the principal/designee may prohibit a student from participating in a field trip or other out-of-school activity. a. Instructional trips/activities: The principal/designee may prohibit a student from participating in field trips when the student is assigned to in-school suspension or is suspended from school at the time of the field trip. Student participation in instructional field trips shall not be denied for any other purpose. b. Other field trips/ out-of-school activities: The teacher/sponsor may prohibit a student from participating in trips/activities when the student has violated the rules of the club or organization that have been disseminated to each student. In particular, such rules may require the student's participation in activities or practice that serve as preliminary to the trip or out-of-school activity. The teacher/sponsor may consult with the principal regarding these disciplinary actions. PAYMENT 1. Instructional trips/activities: A student shall not be charged any fee for any field trip/activity which is related to the instructional program or curriculum [Board policy FP (LEGAL)]. a. Funds for fees may be provided through the student activity funds or the school budget. b. The principal must approve the acceptance of donations and make sure that monetary donations are accepted in accordance with the acceptance of donations. If donations are accepted, all students must be allowed to participate in the field trip/activity, and the principal shall ensure that all donations received shall be equitably distributed. 2. Other field trips/ out-of-school activities: A student may be charged a fee for a field trip/activity. Teachers/sponsors shall inform the principal of fees required and shall gain approval from the principal prior to requesting fee payment from students. 3. The sponsor of the field trip/activity shall provide a description of the funds to be used for payment of the trip/activity. The description should include any and all fundraising activities.
Page 6 of 7 4. The trip sponsor will provide funding information on the Field Trip Proposal [FORM F4B] form as appropriate. STUDENT PERFORMANCE PARTICIPATION AND INVITATION REQUESTS There are times when students in DISD are asked to participate or are invited to participate in outof-school activities that pertain to community functions. School organizations may be used in public programs or performances outside their own building only when authorized by the appropriate Executive Director. Weekend performance for other than school purposes will be permitted only under exceptional circumstances upon approval of the appropriate Executive Director. School organizations may be used in public programs or performances at luncheon clubs or in other schools, school organizations will confine their performances to non-school hours. School organizations will be limited to no more than three out-of-town performances per year that involve overnight lodging, exclusive of UIL competition at the state level. No organization may miss more than one school day per year for out-of-town performances. The campus principal will check systematically to determine and eliminate excessive absences resulting from such performances and ensure that no student is penalized in any way or excluded from any activity of the organization due to failure to perform on Sunday or other holy day for religious or any other good reason. Non-UIL activities which are contests and/or competitive activities that are sponsored by outside organizations shall not be recommended to students unless the activities supplement and do not interfere with the regular school program. The following guidelines shall assist in determining school participation. 1. Advanced Notification: Notification of a request for participation or invitation for participation must be received four weeks prior to the event. 2. Function Purpose: The purpose of the function or event must be clearly defined and stated. 3. Safety Issues: When events involve active student participation; the sponsoring organization shall notify the school contact person of specific safety precautions such as first aid stations, police security, etc. 4. Transportation Issues: When involved in an out-of-school activity by request or invitation, the requesting organization must provide information to the school about the transportation issues (who is responsible for transportation, cost, etc.). 5. Sponsor Form: The student organization or club sponsor shall complete the Field Trip Proposal [FORM E2-B] and submit the form to the campus administrator or designee for approval. 6. Approval: All functions or events in which DISD students participate must be approved by the campus administrator or designee and the appropriate Executive Director.
Page 7 of 7 7. Participation in outside events such as parades or performances shall follow the UIL guidelines and rules, even if the event is not a UIL event. Attachments: FORM F4-A: Field Trip Checklist FORM F4-B: Field Trip Proposal FORM F4-C: Grants Management Field Trip Approval Form FORM F4-D: Field Trip Permission [E2-D/SP Spanish] FORM F4-E: Staff Provided Transportation FORM F4-F: Parent-Provided Transportation FORM F4-G: Chaperone Statement Acknowledging Responsibilities and Duties EXHIBIT F4-A: Pre-Approved Field Trip/Out-of School Instructional Activity Listing EXHIBIT F4-B: Field Trip Process Map References: Board Policy EFD (LOCAL); FMG (LOCAL); FMG (REGULATION); FMG (EXHIBIT); FP (LEGAL) Questions regarding this procedure should be addressed to the appropriate Assistant Superintendent/Executive Director, Division 1 (972) 925-3060; Division 2 (972) 925-4630; Division 3 (972) 925-3080; Division 4 (972) 925-3040; Division 5 (972) 925-3000; Student Services, 972-925-4610; located at 408 N. Haskell St., Dallas, Texas, 75204. The Grants Management Office is located at 3700 Ross Ave., Dallas, Texas, 75204 (972) 925-3298. Field Trip Transportation is coordinated through Dallas County Schools at (214)944-4562.