FIELD TRIPS AND SCHOOL-SPONSORED TRAVEL

The School Board recognizes that educational field trips and travel can provide desirable learning opportunities. The Superintendent has the responsibility for the development of administrative criteria governing field trips and other school-sponsored travel. Only experiences that grow out of the curriculum or are otherwise related to the academic program are permitted during instructional time. Other trips, such as those involving extracurricular activities, should be confined to non-instructional time, except where the school is engaged in competition or performance that requires the use of school time. Trips out of state or those involving distances of over 100 miles shall be submitted to the Assistant Superintendent of Curriculum and Instruction for approval.

The school principal shall develop a procedure to review and approve one-day field trips. It is expected that the principal will consider factors such as the purpose and timeliness of the trip in relation to the academic program, reasonable costs, and safety concerns. Measures should be taken to ensure that written parental permission is obtained for each student and that clear communication occurs concerning the destination, planned activities, mode of transportation, fees, and deadlines. A class should make no more than four field trips during a school year, and care should be taken to evenly space such trips. Special needs students involved in community-based education shall be permitted regular excursions into the community in fulfillment of life skills instruction.

The Superintendent shall be charged with the responsibility to set the field trip compensation schedule for bus owner/operators and regulations regarding its implementation, as well as periodic revisions, as needed.

The Board discourages the use of private vehicles to transport students to and from school-organized activities. However, it recognizes the need for such transportation at certain times. Use of private vehicles should be confined to short distances with provisions that parent permission is obtained for each student to ride in a private vehicle and that such vehicles are driven by properly licensed and insured adults. Requests to use private vehicles for longer distances shall be submitted to the Deputy Superintendent.

Periodically, schools may sponsor excursions within or outside the United States, which last overnight or longer. Such trips should be planned in conjunction with holidays and/or weekends to minimize time from the classroom. The school principal shall submit a travel itinerary, a plan of educational activities, and other pertinent information, such as the number of participants and mode of transportation, to the Assistant Superintendent of Curriculum and Instruction. The request shall be sent well in advance of the proposed date of travel, no information shall be disseminated to students or parents prior to approval being granted. If using a travel agent or other booking agent to arrange transportation or lodging, the agent must have insurance and be bonded. Such insurance coverage and bonding capacity shall be sufficient to insure recovery of all monetary advances as result of nonperformance. Schools must retain proof of insurance and bonding capacity with a copy of the agreement signed with the agent.

High schools may apply for elective credit for foreign travel and study. A course syllabus with details related to provisions for required instructional time shall be submitted to the school’s secondary supervisor for submission, with the Superintendent’s approval, to the Board of Elementary and Secondary Education for review. In cases where BESE approval has been granted for elective course credit in a previous year, a request to use the approved course and to sponsor foreign travel shall be submitted each year to the Assistant Superintendent of Curriculum and Instruction. No information shall be disseminated to students or parents prior to approval being granted.

Individuals, groups, or agencies organizing non-school sponsored travel within or outside the United States shall not be permitted to distribute information, recruit, hold meetings, or otherwise utilize the premises or work time of the St. Tammany Parish Public School System.

Ref: Revised 10-09-08

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Superintendent’s Regulations for Field Trip Compensation

BUS DRIVERS WILL BE PAID THE GREATER OF:

A minimum of $100.00 for a field trip
OR
Round Trip mileage @ $1.95 per mile + Time Spent @ $20.00 per hour) 

STIPULATIONS

An additional $10.00 for each extra stop will be paid to the bus driver.
Schools will pay for parking fees.
At the beginning of each semester, the amount per mile will be reviewed and adjusted up if necessary, but not lowered below $1.95 during the current school year.  A new per mile compensation amount may be set at the beginning of a new school year.Map Quest will be used to determine field trip miles.The per hour fee for the drivers shall be rounded up to the nearest one-quarter hour.  Hourly rate will begin at the time assigned by the school for the bus to arrive for student pick up and end when the last student departs the bus at the school at the end of the field trip.This formula does not preclude extra compensation for extenuating circumstances during the field trip.

NOTES

The formula is to be used for educational field trips during normal school hours.  If a field trip is booked with a driver in the first semester more than 30 days in advance of a field trip that will occur during the second semester, the second semester price, if different, shall be paid to the driver.

Schools must remit to the Business Affairs Department of the School Board 25% of the field trip fee payment for employer’s contribution for FICA, Workers Compensation and retirement.  The percentage is subject to adjustment, based on actual rates.