Policies and Procedures Handbook
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Last Updated: 09/13/2013
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Leaving School for Curricular, Co-Curricular or Extra-Curricular Events

Administrative Procedure

         In order to assist in providing direction for the use of student time in conjunction with curricular and co-curricular activities, the following guidelines are to be utilized:

  1. Principals are responsible for ensuring that all curricular and co-curricular field trip activities provided by their school are integrated with the curriculum content currently being taught, including experiences included in Individualized Education Programs (I.E.P’s).

  2. The principal and instructional supervisor shall verify the authenticity and credibility of the event and the travel arrangements.As part of the initial planning in approving field trips, principals are to consider the impact such trips will have on the completion of the year-long instructional objectives for each individual class. In addition, principals should attempt to schedule field trip experiences, which are not duplicative for students as they advance through the various grade levels in their school.

  3. The proper forms, releasing the school, its personnel, and the Board of Education of liabilities, must be submitted prior to the event.

  4. Because of our location relative to many points of interest and historical significance, long distances to be traveled in conjunction with major field trips have to be a realistic consideration. As a result, the following table lists maximum distances to be traveled at various grade levels along with the maximum number of long-distance field trips that may be scheduled for each grade-level range.

  5. Grade Level Distance (One-Way Mileage) Max. No. of Major
    Trips/School Year
    Pre-K to Grade 3
    Grades 4 to 8
    Grades 9 to 12
    120 miles (e.g., Pittsburgh, Pennsylvania)
    200 miles (e.g., Baltimore/Washington)
    200 miles and beyond (See above)
    1
    1
    not applicable

     

    Circumstance Approval Needed Date of Notification
         
    Over 200 miles Board of Education One month prior to a Board meeting
    Overnight Board of Education One month prior to a Board meeting

    Recognizing that the smaller-sized elementary schools may want to schedule one major field trip for the entire school, the distance limitation to be used is for the highest grade level involved. It should be understood that staff supervision in conjunction with long-distance trips is subject to the applicable language of current employee negotiated agreements.


    Refer to Exhibit 348.76 for a list of acceptable curricular related field trips. Each grade level (PK-8) may select a maximum of three (3) trips per academic year. The allowable number of trips does not include county-level trips such as I Can Swim, CHOPS, Hickory, GLAF, etc.

     

  6. Events consisting of overnight stays shall be limited to a maximum of two days out of school. Events exceeding the maximum are subject to additional Board review.

  7. Permission Request Form Exhibit 348.72 must be approved by signature of the principal, instructional supervisor, and the assistant superintendent with a copy to the Director of Transportation

  8. To enhance the supervision of curricular and co-curricular field trips, parent volunteers may be requested.

  9. In order to provide maximum seating for students as well as provide adequate supervision, adult chaperones over the age of 21will be solicited on the basis of one adult (including staff) per five students (or fraction thereof) for grades PreK to 3 and one adult (including staff) per ten students (or fraction thereof) for grades 4 to 12. All adult chaperones will be provided a copy of “Duties of Chaperones” and these duties and any other special assignments must be discussed with the Chaperones. (See Field Trip Permission Form Exhibit 348.73)

  10. Only those students, staff, and parents who are eligible to participate on the trip may benefit from the school sponsorship.
            A. Neither staff members nor adult chaperones may bring additional guests ( eg. spouses, older or younger siblings, children not enrolled in the school or grade, etc. )
            B. All students participating in the event must ride the bus to the destination to be counted present for the school day.
           C. Parents or guardians who choose to transport their child home must sign a release form. Exhibit # 1 A student will only be released to his/her legal parent/guardian or person listed on the emergency release form.

  11. Only those field trip experiences that have a direct relationship to the curriculum are to be scheduled on school days

  12. A single culminating activity as defined in item 14 may be planned per academic year.

  13. Unless qualifying as a field trip as defined in item 14, trips to amusement parks, movie theaters, bowling alleys, ice shows, sporting events, boat rides, picnics, and the like are to be scheduled after school hours, on holidays, or on weekends. As part of the initial planning for these activities, and prior to giving approval for the same, principal should consult with the appropriate instructional supervisor. Exceptions to this stipulation for extracurricular trips may be granted only after consultation has occurred with the appropriate instructional supervisor as provided in item 14.

  14. Principals shall give primary consideration to testing schedules in planning for any trips defined in item 14.

  15. In order to facilitate and to assist teachers in arranging field trips the following definitions and procedures are given:

DEFINITION PROCEDURE
  1. Curricular Field Trips to Hickory Environmental Educational Center (HEEC) Nature Hall/Planetarium.
  1. Secure parental approval by completing Form Exhibit 348.73.
  1. Local Curricular and Co-Curricular Trips: Those educational experiences occurring within the county which are an extension or enrichment of the regular program offerings
  1. Secure approval from the principal of the school in compliance with policy 348.7 and procedure 348.75.
  2. Complete the "Permission Request Form 348.72" which is supplied to the principal of each school.
  3. Secure the signature of the principal.
  4. Send the "Permission Request Form 348.72" to the appropriate professional at the Board of Education building.
  5. Notification within four school days will be made of approval or disapproval of the trip.
  6. Secure parental approval by completing Form Exhibit 348.73.
  7. Payment is made from budgeted monies, if available.
  1. Non-local Curricular and Co-Curricular Trips: Those educational experiences which are an extension or enrichment of the regular program offerings.
  1. Secure approval from the principal of the school in compliance with policy 348.7 and procedure 348.75.
  2. Complete the "Permission Request Form 348.72" which is supplied to the principal of each school.
  3. Secure the signature of the principal.
  4. Send the "Permission Request Form 348.72" to the appropriate professional at the Board of Education building.
  5. Notification within four school days will be made of approval or disapproval of the trip.
  6. Secure parental approval by completing Form Exhibit 348.73.
  7. Payment is made from budgeted monies, if available.
  1. Extra-Curricular Field Trips: Those educational experiences not found in the regular program offerings and/or are essentially competitive in nature or are by special interest groups.
  1. Secure approval from the principal of the school in compliance with policy 348.7 and procedure 348.75.
  2. Complete the "Permission Request Form 348.72" which is supplied to the principal of each school.
  3. Notification within four school days will be made of approval or disapproval of the trip.
  4. Secure parental approval by completing Form Exhibit 348.73.
  5. Sponsors make arrangements for contracting buses, etc.
  6. Payment is made by the sponsoring group.
  1. Culminating Activity: a one-day trip or event, during the school day, specifically for the highest grade level in each school.
  1. Secure approval from the principal of the school in compliance with policy 348.7 and procedure 348.75.
  2. Complete the "Permission Request Form 348.72" which is supplied to the principal of each school.
  3. Notification within four school days will be made of approval or disapproval of the trip.
  4. Secure parental approval by completing Form Exhibit 348.73.
  5. Sponsors make arrangements for contracting buses, etc.
  6. Payment is made by the teacher and/or school involved.

All events subject to this procedure must follow these general regulations:

1.    Planning for field trips should be made at the minimum of two weeks in advance.
2.    Field trips must use a Garrett County Public School contracted bus unless permission is granted by the appropriate administrator.
3.    All sponsors of field trips must see that the proper papers are processed and that payment is made to the appropriate person/persons.
4.    All trips requiring Board approval must obtain said approval prior to making binding and/or contractual commitments.

 


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Instruction 348.75 JJR
Adopted 9/17/90 Revised 10/14/03, 12/11/12 KDH, Revised 6/11/13 BB