6625P Instructional Field Trips and Extracurricular Events

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Procedure No. 6625 Management Support

Instructional Field Trips and Extracurricular Events Travel Procedure This procedure specifies the approval processes and permission forms necessary to conduct instructional field trips and extracurricular events held off campus, and the required means for transporting students to and/or from such off-campus events. It is the responsibility of principals (or their administrative designees) to ensure that all coaches/teachers/advisors are informed about this procedure prior to conducting any instructional field trips or extracurricular events which involve travel off campus and to further ensure that all coaches/teachers/advisors follow this procedure.

Table of Contents I. Definitions II. Instructional Field Trips

A. Instructional Field Trips on/during A School Day (Whether Occurring Within or Outside of the District)

B. Instructional Field Trips After the School Day or on a Non-School Day (Occurring Within the District)

C. Instructional Field Trips After the School Day or on a Non-School Day (Occurring Outside the District)

D. Instructional Field Trips on Any Day Involving Overnight Stay (Occurring Within or Outside the District)

E. Instructional Field Trips on Any Day Involving Long-Distance Travel

III. Extracurricular Events A. Extracurricular Events During A School Day (Whether Occurring Within or Outside of the

District)

B. Extracurricular Events After the School Day or on a Non-School Day (Occurring Within the District)

C. Extracurricular Events After the School Day or on a Non-School Day (Occurring Outside the District)

D. Extracurricular Event on Any Day Involving Overnight Stay (Occurring Within or Outside the District)

E. Extracurricular Event on Any Day Involving Long-Distance Travel (Occurring Outside the District)

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IV. High School Athletic Team Practices A. Off-Campus Athletic Team Practices (Within The District) B. Off-Campus Athletic Team Practices (Outside of the District)

V. Elective Courses or Elective School-Sponsored Programs

VI. Non-School Sponsored Trips

I. Definitions For purposes of this procedure, the following terms shall have the following definitions:

A. “Student” includes elementary, middle, and high school students unless the procedure

expressly provides otherwise.

B. “Off-campus events” include instances where a student or a group of students travel to a district- or school-sponsored event away from their school campus, regardless of the location. For purposes of this procedure, any athletic team practice that occurs at a location away from the team's school campus within the district is not considered an "off-campus event."

C. An “instructional field trip” is a trip to a destination off campus, which is directly related to meeting learning objectives as specified by a teacher.

D. An “extracurricular event” is an event that occurs at a location off campus and that is

conducted for co-curricular purposes or interscholastic activities.

E. “Long-distance travel” refers to travel to a destination either 500 miles or more one-way from the student's school premises, or anywhere outside Idaho, Oregon, or British Columbia.

F. “International travel” refers to any travel whether by vehicle or airline to a destination

outside of the United States of America, excluding British Columbia. Travel to British Columbia is to be treated as domestic travel.

G. A “non-school-sponsored trip” is a trip to a destination off campus where a student or group of students travel(s) under the following circumstances:

1. The trip is neither an instructional field trip nor an extracurricular event; and

2. The travel is organized, promoted, or led by a person who is employed and paid by

a third party for purposes of such organization, promotion, or leading activities, regardless of whether such person is otherwise employed by the district.

H. “District-provided vehicle” refers to:

1. A vehicle owned or rented by the district and operated by a district employee within

the scope of such employment;

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2. A vehicle and operator provided by the district either under a contract with a third

party or an independent contractor transportation provider, or under an agreement with an independent charter motor carrier company, or operated by a public transportation authority (i.e., Spokane Transit Authority); or

3. A vehicle owned by a district-employed teacher/advisor/coach if operated by such employee to transport students for a school-sponsored and approved event within the course and scope of his or her employment.

II. Instructional Field Trips A. Instructional Field Trips On/During a School Day (Whether Occurring Within or

Outside of the District) The following requirements apply to instructional field trips occurring within or outside of the district on a school day with a starting time before 5:00 p.m.:

1. Parent/Guardian Permission Form No student may participate in such an instructional field trip without a completed and signed Parent/Guardian Instructional Field Trip Permission Form (Appendix C).

2. Student Fees No student may be required to pay an admission or participation fee or similar charge related to such an instructional field trip.

3. Approval The principal has the authority to approve such instructional field trips.

4. Budget Control

The principal has the authority to approve a budget for such instructional field trips, provided the authority to approve a budget for specific district-wide instructional field trips is the responsibility of the appropriate program coordinator.

5. Student Transportation

Students may only be transported to and during such field trips, including to and from an airport, as follows: a) By district-provided vehicle pursuant to subsection 6 below departing from the

school to the event and returning to the school after the event; or

b) By commercial airline carrier, however travel via airline carrier is conditioned on a student’s parent or guardian first completing and returning to the teacher/advisor/coach the Parent or Guardian Airline Travel Permission Form (Appendix H) for each student. Moreover, the district shall not be liable to any student, teacher, advisor, coach, or chaperone for personal injury, bodily injury, death, or property damage arising out of such person’s transportation by aircraft; nor shall the district be liable for any personal injury, bodily injury, death, or

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property damage arising out of the use, loading or unloading of any aircraft. The district shall not maintain any medical expense payment or liability insurance coverage for claims against the district for any event, casualty, or loss arising from such transportation, use, loading, or unloading; or

c) By private vehicle to and/or from the event if operated by the student's own parent or guardian, if:

i. The teacher/advisor/coach does not elect to mandate that the entire

student group travel in district-provided vehicles;

ii. A Parent/Guardian Driver Approval Form (Appendix A) is completed, signed and provided by the driving parent/guardian prior to departure;

iii. No student participating in the event, other than the driving parent/ guardian's own student rides in the private vehicle; and

iv. The parent or guardian that is transporting his or her student is not driving as an agent, employee, or servant of the district in any respect.

6. Use of District-Provided Vehicles for Field Trip Transportation

6.1 School Buses

To arrange for transportation by a school bus, the teacher/advisor/coach responsible for such an instructional field trip must complete and provide to the district’s Transportation Services Department an Extracurricular and Instructional Field Trip Request Form (Appendix B) at least seven (7) working days before departure.

6.2 Rental Vehicles To arrange for transportation by a car or van rented from a vehicle rental agency, or a charter bus secured from a charter motor carrier company, the teacher/advisor/coach responsible for such an instructional field trip must use a vehicle rental agency or charter motor carrier company that is identified as approved on the current list maintained by the district’s Transportation Services Department.

6.3 Personal Vehicles of Teacher/Advisor/Coach a) Guidelines

While acting within the course and scope of his or her employment, a teacher/advisor/coach may operate his or her own personal vehicle to transport students for such an instructional field trip provided the following guidelines are met:

i. The teacher/advisor/coach must have a valid driver's license;

ii. The teacher/advisor/coach must follow all rules of the road,

including requiring students to wear seat belts at all times; and

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iii. The teacher/advisor/coach must maintain such insurance on the vehicle, and the occupants of it, meeting or exceeding the insurance coverage required by Washington law.

b) Liability

For purposes of such transportation and in the result of any accidents, property damage, or personal injury casualties arising therefrom, the district and/or its liability insurer(s) shall defend any claims made against the driving teacher/advisor/coach to the extent his or her conduct would be vicariously imputable to the district under governing law. If an accident occurs when the teacher/advisor/coach is operating his or her own personal vehicle in the manner described within this provision, neither the district nor any of its insurer(s) shall be liable to such teacher/advisor/coach for any personal injuries or related losses or damages suffered by the teacher/advisor/coach, nor for any damages to his or her vehicle. This means the district will not cover or pay for, either with insurance or otherwise, any personal injuries or related losses or damages suffered by the teacher/advisor/coach, nor any damages to his or her vehicle. If an accident occurs when the teacher/advisor/coach is operating his or her own personal vehicle in the manner described within this provision and a third party makes a claim, the personal automobile insurance of the teacher/advisor/coach shall provide primary coverage as to such third party claim and will be exhausted prior to application of the district’s insurance to such third party claim. Insurance deductibles under the driver’s personal insurance policy are the responsibility of the driver and are not reimbursable by the district.

7. Supervision/Chaperones

Appropriate supervision and/or chaperones as described in Policy 2321 are required for such instructional field trips.

B. Instructional Field Trips After the School Day or on a Non-School Day (Occurring Within the District)

The following requirements apply to instructional field trips occurring within the district on a school day, but that have a starting time after 5:00 p.m., or that occur at any time on a non-school day (see below for such trips that occur outside the district):

1. Parent/Guardian Permission Form No student may participate in such an instructional field trip without a completed and signed Parent/Guardian Instructional Field Trip Permission Form (Appendix C).


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3. Approval

The principal has the authority to approve such instructional field trips.

4. Budget Control



Generally, no district-provided vehicles will be provided for such instructional field trips. Transportation of students to and from such instructional field trips shall be the sole responsibility of a student's parent/guardian. No driver to or from such an instructional field trip shall be considered to be driving as an employee, agent, or servant of the school district in connection with such transportation. The assessment and decision whether it is safe to allow a student to ride to such an instructional field trip with another student's parent or guardian driving is a family decision to be made by the parents/guardians of the students involved. Additionally, as to high school students who have driver's licenses, the assessment and decision whether it is safe to allow a student to drive to such an instructional field trip, or to allow a student to ride with another student driving, is a family decision to be made between students and their own parents or guardians, and in accordance with applicable law. Notwithstanding the foregoing, if the teacher/advisor/coach responsible for an after school day or non-school day instructional field trip within the district so chooses, he or she can require all students in the group to travel to and from the instructional field trip in district-provided vehicles, departing from and returning to the students' school. If the teacher/advisor/coach elects to use district-provided vehicles for student transportation for such instructional field trip, students may only be transported as follows: a) By district-provided vehicle pursuant to subsection 6 below departing from the


b) By private vehicle to and/or from the event if operated by the student's own parent or guardian, if:

i. The teacher/advisor/coach does not elect to mandate that the

entire student group travel in district-provided vehicles;

ii. A Parent/Guardian Driver Approval Form (Appendix A) is completed and signed by the driving parent/guardian and is returned to the teacher/advisor/coach prior to departure;

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iv. It is understood by the parent or guardian that in transporting his

or her student, the parent or guardian is not driving as an agent, employee, or servant of the district in any respect.

6. Use of District-Provided Vehicles for Student Transportation

6.1 School Buses



6.3 Personal Vehicles a) Guidelines

A teacher/advisor/coach acting within the course and scope of his or her employment with the district may operate his or her own personal vehicle to transport students for such an instructional field trip provided the following guidelines are met:



including requiring students to wear seat belts at all times; and

iii. The teacher/advisor/coach must maintain such insurance on the vehicle, and the occupants of it, meeting or exceeding the insurance coverage required by Washington law.

b) Liability

For purposes of such transportation and in the result of any accidents, property damage, or personal injury casualties arising therefrom, the district and/or its liability insurer(s) shall defend any claims made against the driving teacher/advisor/coach to the extent his or her conduct would be vicariously imputable to the district under governing law.

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Neither the district nor any of its insurer(s) shall be liable to such teacher/advisor/coach for any personal injuries or related losses or damages suffered by the teacher/advisor/coach, nor for any damages to his or her vehicle. This means the district will not cover or pay for, either with insurance or otherwise, any personal injuries or related losses or damages suffered by the teacher/advisor/coach, nor any damages to his or her vehicle.

If an accident occurs when the teacher/advisor/coach is operating his or her own personal vehicle in the manner described within this provision, his/her own personal automobile insurance shall provide primary coverage and will be exhausted prior to application of the district’s insurance. Insurance deductibles under the driver’s personal insurance policy are the responsibility of the driver and are not reimbursable by the district.


Appropriate supervision and/or chaperones as described in Policy 2321 are required for such instructional field trips.

C. Instructional Field Trips After the School Day or on a Non-School Day (Occurring Outside the District)

The following requirements apply to instructional field trips occurring outside the district on a school day, but that have a starting time after 5:00 p.m., or that occur at any time on a non-school day (weekend, holiday, or during a school vacation): 1. Parent/Guardian Permission Form

No student may participate in such an instructional field trip without a completed and signed Parent/Guardian Instructional Field Trip Permission Form (Appendix C).


3. Approval The principal has the authority to approve such instructional field trips.

4. Budget Control



Students may only be transported to and during such field trips, including to and from an airport, as follows:

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a) By district-provided vehicle pursuant to subsection 6 below departing from the school to the event and returning to the school after the event; or

b) By commercial airline carrier, however travel via airline carrier is conditioned on a student’s parent or guardian first completing and returning to the teacher/advisor/coach the Parent or Guardian Airline Travel Permission Form (Appendix H) for each student. Moreover, the district shall not be liable to any student, teacher, advisor, coach, or chaperone for personal injury, bodily injury, death, or property damage arising out of such person’s transportation by aircraft; nor shall the district be liable for any personal injury, bodily injury, death, or property damage arising out of the use, loading or unloading of any aircraft. The district shall not maintain any medical expense payment or liability insurance coverage for claims against the district for any event, casualty, or loss arising from such transportation, use, loading, or unloading; or



entire student group travel in a district-provided vehicle;

ii. A Parent/Guardian Driver Approval Form (Appendix A) is completed and signed by the driving parent/guardian and is returned to the teacher/advisor/coach prior to the departure;

iii. No student participating in the event, other than the driving

parent/guardian's own student, rides in the private vehicle; and

iv. It is understood by the parent or guardian that in transporting his or her student, the parent or guardian is not driving as an agent, employee, or servant of the district in any respect.

v.


6.1 School Buses To arrange for transportation by a school bus, the teacher/advisor/coach responsible for such an instructional field trip must complete and provide to the district’s Transportation Services Department an Extracurricular and Instructional Field Trip Request Form (Appendix B) at least seven (7) working days before departure.


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6.3 Personal Vehicles

a) Guidelines



ii. The teacher/advisor/coach must follow all rules of the road, including requiring students to wear seat belts at all times; and

iii. The teacher/advisor/coach must maintain such insurance on the

vehicle, and the occupants of it, meeting or exceeding the insurance coverage required by Washington law.

b) Liability




7. Supervision/Chaperones Appropriate supervision and/or chaperones as described in Policy 2321 are required for such instructional field trips.

D. Instructional Field Trips on Any Day Involving Overnight Stay (Occurring Within or

Outside the District)

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1. Parent/Guardian Permission No student may participate in such an instructional field trip without the Parent/Guardian Overnight Excursion Permission Form (Appendix D) being completed, signed and filed with the principal/designee


3. Approval Trips for High School Students: A teacher/advisor/coach organizing the event must submit a completed Prospectus Form for Overnight Excursion (Attachment E) and must receive approval for the trip from the principal. International travel is prohibited. Overnight Trips for Elementary and Middle School Students: With the exception of outdoor education experiences, overnight excursions by elementary and middle school students are discouraged by the Board of Directors. A teacher/advisor/coach organizing the event must submit a completed Prospectus Form for Overnight Excursion (Attachment E) and must receive approval for overnight excursions involving elementary and middle school students from the principal, supervisor/director of elementary or middle schools and Board of Directors at least four weeks prior to departure. International travel is prohibited.



a) By district-provided vehicle pursuant to subsection 5 below departing

from the school to the event and returning to the school after the event; or





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ii. A Parent/Guardian Driver Approval Form (Appendix A) is

completed and signed by the driving parent/guardian and is returned to the teacher/advisor/coach prior to the departure;





5.1 School Buses




a) Guidelines






b) Liability

For purposes of such transportation and in the result of any accidents, property damage, or personal injury casualties arising therefrom, the

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district and/or its liability insurer(s) shall defend any claims made against the driving teacher/advisor/coach to the extent his or her conduct would be vicariously imputable to the district under governing law.




E. Instructional Field Trips on Any Day Involving Long-Distance Travel (Outside the District)

1. Parent/Guardian Permission Form No student may participate in such an instructional field trip without the Parent/Guardian Long-Distance Travel Permission Form (Appendix D) being completed, signed and filed with the principal/designee.


3. Approval Not less than three (3) months prior to the departure date, a teacher/advisor/coach organizing the event must submit a completed Prospectus Form for Long Distance Travel (Attachment E) and must receive approval for the long distance trip from the principal, supervisor/director, and the Board of Directors. The three month timeline and board approval may be waived upon a showing of good cause (such as situations where students or student groups win state/local competitions and are invited to compete on short notice in regional, national, or international competitions and, therefore, cannot meet the three month time deadline). In such situations where the three month timeline cannot be met, the Prospectus must be submitted as soon as possible and approval for the trip from the principal or supervisor is required (with notice to the Board at the next regularly scheduled board meeting).

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With the exception of outdoor education experiences, such instructional field trips by elementary and middle school students are discouraged by the Board of Directors. The Board, however, recognizes that there may be situations that require special consideration. International travel is prohibited.

4. Fundraising The district will not routinely provide funding for transportation for instructional field trips involving long-distance travel. For instructional field trips involving long-distance travel, the teacher/advisor/coach must make special arrangements for payment of such travel, which may or may not involve district-provided funds, depending on approval of the principal, supervisor, and the Board of Directors.

No fundraising for the trip shall occur prior to obtaining the required approvals.



a) By district-provided vehicle pursuant to subsection 6 below departing

from the school to the event and returning to the school after the event; or








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6.1 School Buses




a) Guidelines






b) Liability


Neither the district nor any of its insurer(s) shall be liable to such teacher/advisor/coach for any personal injuries or related losses or damages suffered by the teacher/advisor/coach, nor for any damages to his or her vehicle. This means the district will not cover or pay for, either

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with insurance or otherwise, any personal injuries or related losses or damages suffered by the teacher/advisor/coach, nor any damages to his or her vehicle.



II. Extracurricular Events

A. Extracurricular Events During A School Day (Whether Occurring Within or Outside

of the District) The following requirements apply to extracurricular events occurring within or outside of the district during a school day, or on but after the end of a school day with a starting time before 5:00 p.m.:

1. Student Transportation Students may only be transported to and during such an extracurricular event, including to and from an airport, as follows: a) By district-provided vehicle pursuant to subsection 2 below departing from the

school to the event and returning to the school after the event;





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iv. It is understood by the parent or guardian that in transporting his or

her student, the parent or guardian is not driving as an agent, employee, or servant of the district in any respect.


2.1 School Buses

To arrange for transportation by a school bus, the teacher/advisor/coach responsible for such an extracurricular event must complete and provide to the district’s Transportation Services Department an Extracurricular and Instructional Field Trip Request Form (Appendix B) at least seven (7) working days before departure.

2.2 Rental Vehicles To arrange for transportation by a car or van rented from a vehicle rental agency, or a charter bus secured from a charter motor carrier company, the teacher/advisor/coach responsible for such an extracurricular event must use a vehicle rental agency or charter motor carrier company that is identified as approved on the current list maintained by the district’s Transportation Services Department.


A teacher/advisor/coach acting within the course and scope of his or her employment with the district may operate his or her own personal vehicle to transport students for such an extracurricular event provided the following guidelines are met:



including requiring students to wear seat belts at all times; and iii. The teacher/advisor/coach must maintain such insurance on the


b) Liability

For purposes of such transportation and in the result of any accidents, property damage, or personal injury casualties arising therefrom, the district and/or its liability insurer(s) shall defend any claims made against

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the driving teacher/advisor/coach to the extent his or her conduct would be vicariously imputable to the district under governing law.


If an accident occurs when the teacher/advisor/coach is operating his or her own automobile insurance shall provide primary coverage and will be exhausted prior to application of the district’s insurance. Insurance deductibles under the driver’s personal insurance policy are the responsibility of the driver and are not reimbursable by the district.

3. Supervision/Chaperones Appropriate supervision and/or chaperones as described in Policy 2321 are required for such extracurricular activities.

B. Extracurricular Events After the School Day or on a Non-School Day (Occurring

Within the District)

The following requirements apply to extracurricular events occurring within the district on a school day, but that have a starting time after 5:00 p.m., or that occur at any time on a non-school day (weekend, holiday, or during a school vacation):

1. Student Transportation Generally, no district-provided vehicles will be provided for such extracurricular events. Transportation of students to and from such extracurricular events shall be the sole responsibility of a student's parent/guardian. No driver to or from such an extracurricular event shall be considered to be driving as an employee, agent, or servant of the school district in connection with such transportation. The assessment and decision whether it is safe to allow a student to ride to such an extracurricular event with another student's parent or guardian driving is a family decision to be made by the parents/guardians of the students involved. Additionally, as to high school students who have driver's licenses, the assessment and decision whether it is safe to allow a student to drive to such an extracurricular event, or to allow a student to ride with another student driving, is a family decision to be made between students and their own parents or guardians, and in accordance with applicable law. Notwithstanding the foregoing, if the teacher/advisor/coach responsible for an after school day or non-school day extracurricular event within the district so chooses, he or she can require all students in the group to travel to and from the extracurricular event in district-provided vehicles, departing from and returning to the students' school.

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If the teacher/advisor/coach elects to use district-provided vehicles for student transportation for such extracurricular event, students may only be transported as follows: a) By district-provided vehicle pursuant to subsection 2 below departing from the







iv. It is understood by the parent or guardian that in transporting his or

her student, the parent or guardian is not driving as an agent, employee, or servant of the district in any respect.


2.1 School Buses






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b) Liability





Appropriate supervision and/or chaperones as described in Policy 2321 are required for such extracurricular field trips.

C. Extracurricular Events After the School Day or on a Non-School Day (Occurring


The following requirements apply to extracurricular events occurring outside the district on a school day, but that have a starting time after 5:00 p.m., or that occur at any time on a non-school day (weekend, holiday, or during a school vacation):


Students may only be transported to and during such an extracurricular event, including to and from an airport, as follows:

a) By district-provided vehicle pursuant to subsection 2 below departing from the


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entire student group travel in a district-provided vehicle; ii. A Parent/Guardian Driver Approval Form (Appendix A) is


iii. No student participating in event, other than the driving

parent/guardian's own student, rides in the private vehicle; and iv. It is understood by the parent or guardian that in transporting his



2.1 School Buses



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b) Liability





Appropriate supervision and/or chaperones as described in Policy 2321 are required for such extracurricular activities.

D. Extracurricular Event on Any Day Involving Overnight Stay (Occurring Within or


1. Parent/Guardian Permission Form

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No student may be permitted to participate in such an extracurricular event unless the student’s parent or guardian has first completed and returned to the teacher/advisor/coach the Parent or Guardian Long Distance/Overnight Excursion Permission Form (Appendix D) for his or her student.

2. Approval Trips for High School Students: A teacher/advisor/coach organizing the event must submit a completed Prospectus Form for Overnight Excursion (Attachment E) and must receive approval for the trip from the principal. International travel is prohibited. Overnight Trips for Elementary and Middle School Students: With the exception of outdoor education experiences, overnight excursions by elementary and middle school students are discouraged by the Board of Directors. A teacher/advisor/coach organizing the event must submit a completed Prospectus Form for Overnight Excursion (Attachment E) and must receive approval for overnight excursions involving elementary and middle school students from the principal, supervisor/director of elementary or middle schools and Board of Directors at least four weeks prior to departure. International travel is prohibited.

3. Fundraising

No fundraising for the event shall occur prior to obtaining the required approvals.










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iii. No student participating in the event, other than the driving parent/guardian's own student, rides in the private vehicle; and

iv. It is understood by the parent or guardian that in transporting his



5.1 School Buses




a) Guidelines






b) Liability


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E. Extracurricular Event on Any Day Involving Long-Distance Travel (Occurring


1. Parent/Guardian Permission Form No student may be permitted to participate in such an extracurricular event unless the student’s parent or guardian has first completed and returned to the teacher/advisor/coach the Parent or Guardian Long Distance/Overnight Excursion Permission Form (Appendix D) for his or her student.

2. Approval Not less than three (3) months prior to the departure date, a teacher/advisor/coach organizing the event must submit a completed Prospectus Form for Long Distance Travel (Attachment E) and must receive approval for the trip from the principal, supervisor, and the Board of Directors. The three month timeline and board approval may be waived upon a showing of good cause (such as situations where students or student groups win state/local competitions and are invited to compete on short notice in regional, national, or international competitions and, therefore, cannot meet the three month time deadline). In such situations where the three month timeline cannot be met, the Prospectus must be submitted as soon as possible and approval for the trip from the principal or supervisor is required (with notice to the Board at the next regularly scheduled board meeting). Such extracurricular activities by elementary and middle school students are discouraged by the Board of Directors. The Board, however, recognizes that there may be situations that require special consideration. International travel is prohibited.

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3. Fundraising

The district will not routinely provide funding for transportation for extracurricular events involving long-distance travel. For extracurricular events involving long-distance travel, the teacher/advisor/coach must make special arrangements for payment of such travel, which may or may not involve district-provided funds, depending on approval of the principal, supervisor, and the Board of Directors.

No fundraising for the event shall occur prior to obtaining the required approvals.











parent/guardian's own student, rides in the private vehicle; and iv. It is understood by the parent or guardian that in transporting his



5.1 School Buses

To arrange for transportation by a school bus, the teacher/advisor/coach responsible for such an extracurricular event must complete and provide to

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the district’s Transportation Services Department an Extracurricular and Instructional Field Trip Request Form (Appendix B) at least seven (7) working days before departure.



a) Guidelines






b) Liability



If an accident occurs when the teacher/advisor/coach is operating his or her own personal vehicle in the manner described within this provision, his/her own personal automobile insurance shall provide primary coverage and will be exhausted prior to application of the district’s insurance. Insurance deductibles under the driver’s personal insurance

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policy are the responsibility of the driver and are not reimbursable by the district.


III. Travel for Athletic Team Practices

This section only applies to high school students. Elementary and middle school students may not have off-campus athletic team practices.

A. Off-Campus Athletic Team Practices Within The District (High School Students

Only) Generally, no district-provided vehicles will be provided for such off-campus athletic team practice within the district.

Transportation of students to and from such off-campus athletic team practices shall be the sole responsibility of a student's parent/guardian. No driver to or from such an off-campus athletic team practice shall be considered to be driving as an employee, agent, or servant of the school district in connection with such transportation.

The assessment and decision whether it is safe to allow a student to ride to such an off-campus athletic team practice with another student's parent or guardian driving is a family decision to be made by the parents/guardians of the students involved. Additionally, as to high school students who have driver's licenses, the assessment and decision whether it is safe to allow a student to drive to such an off-campus athletic team practice, or to allow a student to ride with another student driving, is a family decision to be made between students and their own parents or guardians, and in accordance with applicable law.

Notwithstanding the foregoing, if the teacher/advisor/coach responsible for an off-campus athletic team practices within the district so chooses, he or she can require all students in the group to travel to and from the off-campus athletic team practice in district-provided vehicles, departing from and returning to the students' school. If the teacher/advisor/coach elects to use district-provided vehicles for student transportation for such off-campus athletic team practice, students may only be transported as follows:

a) By district-provided vehicle departing from the school to the event and returning

to the school after the event; or


i. The teacher/advisor/coach does not elect to mandate that the entire student group travel in a district-provided vehicle;


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B. Off-Campus Athletic Team Practices Outside of the District (High School Students

Only)

The district will provide all transportation to and from such off-campus athletic team practices outside of the district.

1. Student Transportation Students may only be transported to such athletic team practices as follows:











2.1 School Buses

To arrange for transportation by a school bus, the teacher/advisor/coach responsible for such an off-campus athletic team practice must complete and provide to the district’s Transportation Services Department an Extracurricular and Instructional Field Trip Request Form (Appendix B) at least seven (7) working days before departure.

2.2 Rental Vehicles To arrange for transportation by a car or van rented from a vehicle rental agency, or a charter bus secured from a charter motor carrier company, the teacher/advisor/coach responsible for such an off-campus athletic team

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practice must use a vehicle rental agency or charter motor carrier company that is identified as approved on the current list maintained by the district’s Transportation Services Department.


a) Guidelines

A teacher/advisor/coach acting within the course and scope of his or her employment with the district may operate his or her own personal vehicle to transport students for such an off-campus athletic team practice provided the following guidelines are met:





b) Liability




IV. Travel for Elective Courses or Elective School-Sponsored Programs

No student shall be permitted to enroll in an elective course or elective school-sponsored program that would require him or her to travel away from the school premises unless the student's parent or guardian first completes and returns to the teacher or advisor of the course or program a Parent/Guardian Elective Course or Program Student Transportation Agreement (Appendix G).

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With the exception of district-provided transportation provided to high school students attending the Spokane NEWTECH Skill Center, circumstances where a student must travel off-campus as an individual to fulfill the requirements of an elective school-sponsored program (e.g., as part of his or her participation in a professional-technical course, or ASB service, or practicum in community involvement, or similar course or program) are not subject to the mandatory provisions of this procedure requiring transportation by a district-provided vehicle. Where a student travels individually as part of the requirement for such an elective course or school-sponsored program, arrangements for travel are solely the responsibility of the student's parent or guardian, and will not be provided or controlled by the district. The assessment and decision whether it is safe to allow a student to drive to such programs, or to allow a student to ride with another student driving, is a family decision to be made between students and their own parents or guardians, and in accordance with applicable law.

V. Non-School Sponsored Trips

Persons employed by third parties to attempt to organize, promote, or lead a non-school-sponsored trip, and who are otherwise employed by the district, shall not dedicate school hours to promotional, organizational, or leadership activities related to the non-school-sponsored trip. Persons employed by third parties to attempt to organize, promote, or lead a non-school-sponsored trip, and who are otherwise employed by the district, shall disclose to students and parents that their activities in organizing, promoting, or leading the trip are being performed for the benefit of a third party and not the district, and that the trip is not sponsored, sanctioned, or encouraged in any way by the school or the district. The district will not provide transportation for non-school sponsored off-campus events that are not financed by, nor arranged by the district or Associated Student Body.

Adopted: 03/27/1981 Amended: 04/17/1998 01/14/2015 04/03/2015 Superintendent: Dr. Shelley Redinger

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APPENDIX E Appendix E

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Documents

6625P Instructional Field Trips and Extracurricular Events