NORWICH FREE ACADEMY
STUDENT TRIP POLICY
To the extent the budgetary resources permit and as otherwise consistent with Board of Trustee policies and educational mission, the Norwich Free Academy Board of Trustees and Administration and Faculty encourage planned student visits to places outside the regular classroom for the purpose of providing firsthand knowledge, stimulating the imagination, and encouraging further reading and investigation. The school staff, under the direction of the administration, shall take all reasonable and prudent steps to safeguard the physical and educational welfare of participating students.
Field trips must be planned and conducted in accordance with administrative guidelines which will include provisions for notifying parents in advance of the details of proposed trips and ensuring the adequate supervision of students who participate.
All field trips that return to campus the same day they depart must be approved in advance by the academic department head and the administrator whose responsibility it is to do so. Field trips with an overnight component must be approved at least one month in advance by the Superintendent/ Head of School who, in turn, will provide this information to the Board of Trustees. Field trips outside of the country must be approved at least one month in advance by the Board of Trustees.
Except in cases where the Board of Trustees vote to provide funds for students who might be excluded from participation due to financial constraints, the cost of any such trip shall be borne by those students participating on a pro-ratio basis.
Any outside, for profit agency, such as a travel agency, must be approved by the Superintendent/ Head of School before they are allowed to solicit or advertise on campus and must be acting as the agent for a recognized school organization, i.e. the French Club.
The Board of Trustees recognizes the value of student excursions designed to provide a healthy recreational experience on non-school time or a memorable culminating activity for high school seniors.
Recreational trips must be planned and conducted in accordance with administrative guidelines which will include provisions for notifying parents of the details of proposed trips and ensuring the adequate supervision of students who participate.
All recreational trips must be approved at least one month in advance by the Board of Trustees.
Any outside, for profit agency, such as a travel agency must be approved by the Superintendent/Head of School before they are allowed to solicit or advertise on campus and must be acting as the agent for a recognized school organization, i.e. the Outing Club.
1. The following procedures are to be followed for any field trip involving students in a school related or sponsored activity:
2. All trips must be carefully planned and approved by the appropriate person well in advance.
3. Whenever five or more persons are involved, transportation must be by a properly insured public carrier (i.e., school bus, train, etc.).
4. Parents/guardians are to be informed before the trip as to its details, including but not limited to, purpose, possible cost, timing, etc.
5. Although parents/guardians may not be able to waive the rights of their children as per liability claims, they are to be asked for written permission for their children to participate in the trip. In some cases this might be blanket permission for a season (i.e., athletics) but in any case it should be received prior to any travel.
6. All trips must be under the constant, direct supervision of a Norwich Free Academy employee as designated by the Superintendent/Head of School as "trip leader". The chaperone/student ratio should not be less than 1:20.
1. The category includes all trips extending beyond one school day.
2. Prior to discussion with students, any teacher wishing to take a group on an extended trip shall first clear with the administration and the Superintendent/Head of School and have the following available:
a. Tentative itinerary and timetable
b. Cost per student
c. Reliability of the agency sponsoring trip
d. Anticipated numbers and qualifications of chaperones
e. Anticipated numbers of students to go
f. Reason and purpose of trip
g. Proposed means of obtaining financing for the trip
h. Proper liability and accident insurance to cover participants must be determined as sufficient by the administration.
3. The following guidelines will be used in approving or not approving the trip and deciding upon financial support if requested:
a. The educational value of the trip and its relationship to the curriculum and school goals will be the major criteria for approval.
b. The trip is not to be taken for profit by the staff member(s) involved. (This does not preclude an agency's paying travel and admission expenses for the chaperone.)
c. Excessive class time should not be lost because of the trip.
d. Sponsors of trips, including travel agencies, should carry sufficient insurance, as suggested by the Board's insurance agent, to be fully covered against liability or accident claims. The Board of Trustees shall be held "save harmless" by the sponsor.
e. In foreign language classes, out-of-the-country trips generally will be for students taking that language.
f. The parents and students must be willing to assume all costs on a pro-rated basis.
g. Method of raising funds by the organization and proposed budget must be approved in advance by the administration.
Policy Adopted: December 8, 1992
Policy Revised: April 22, 2008