Field Trips, Excursions and Outdoor Education
BSD Policy 2320 and Procedure 2320P

A field trip is defined as travel away from school premises, under the supervision of a teacher, coach or adviser, for an approved course of study or extra-curricular activity for the purpose of affording students a direct learning experience not available in the classroom or provided by the school activity.

A field trip is considered “school-sponsored” when the trip is planned at the school, the school is being used to advertise the trip, and/or a teacher, coach, adviser or other staff member is using his/her position as a public school employee to gain access to students to recruit and plan for a trip.

BSD has defined the specific process, forms, and approval required to successfully organize a field trip. See below for details …

Approval

  • All field trips require the appropriate level approval in advance. Failure to obtain approval shall be reason to cancel a field trip.
  • Activities that are considered high risk and/or not covered by district insurance are not permitted. For more details on Risk Management, see the “High Risk Activity Guidelines” [coming soon]
  • All volunteer supervisors/chaperones must complete the BSD volunteer screening process and attend orientation/training.
  • Parent/guardian permission is required for all participating students.

Principal approval required: submit completed application to building Office Manager.

The proposed field trip, if during the school day, must be directly related to and a logical extension of the subject material being taught by the teacher and being studied by the students. The proposed trip will contribute to the completion of course objectives and will increase student’s appreciation for, knowledge of, or skills in the subject matter.

All completed application materials as defined in 2320P Exhibit A1 (below) must be submitted to the building Office Manager at least three school weeks in advance.

For the field trip application and planning assistance, see BSD Class Field Trip Application and Approval Process. Notifications will be sent when the field trip application has been approved by the principal.

District/Board approval required: submit application materials to Athletics and Activities Department (at least two school weeks prior to Board meeting).

Note: There are circumstances when Superintendent approval is also required.

Proposed overnight field trips must be carefully planned and approved at the building, district, and board level prior to any costs being incurred or collected. Though no costs may be incurred, estimated travel costs may be collected as a deposit in advance of approval. All overnight trips are defined in Procedure 2320P – Field Trips as optional and should follow all ASB guidelines.

Application materials required:

For planning assistance:

Approval Process:

  1. Application is submitted by field trip sponsor(s) to building Principal or Principal Designee at least four school weeks prior to the date needed for Board approval.*
  2. Application with Principal approval is submitted by field trip sponsor(s) to Department of Athletics and Activities (Attention: Amy Li liam@bsd405.org) at least two school weeks prior the date needed for Board approval.*
  3. Application is received by Athletics and Activities Department, acknowledgement email is sent to sponsor(s), and application is reviewed with additional info collected from sponsor(s) as needed.
  4. Application is forwarded for approval to Board (and Superintendent as needed).
  5. Notification of approval is sent via email by Department of Athletics and Activities to sponsor(s).
  6. Once approved, financial commitments may be made.

Timeline*

  •  An application timeline, which includes School Board meeting dates, can be found by clicking on the “Timeline for Overnight/Out of State Field Trip Approval” (a red toggle) below this section.

District/Board approval required: submit application materials to Athletics and Activities Department (at least 40 days prior to planned trip).

Note: There are circumstances when Superintendent approval is also required.

The proposed international field trip must be carefully planned and approved at the building, district, and board level prior to any costs, such as travel arrangements or program fees, being incurred or collected. Though no costs may be incurred, estimated travel costs may be collected as a deposit in advance of approval. All international trips are defined in Procedure 2320P – Field Trips as optional and as such should follow all ASB guidelines.

Application materials required:

For planning assistance:

Approval Process:

  1. Application is submitted by field trip sponsor(s) to building Principal or Principal Designee at least 12 school weeks prior to the date needed for Board approval.*
  2. Application with Principal approval is submitted by field trip sponsor(s) to Department of Athletics and Activities (Attention: Amy Li liam@bsd405.org) at least 8 school weeks prior the date needed for Board approval.*
  3. Application is received by Athletics and Activities Department, acknowledgement email is sent to sponsor(s), and application is reviewed with additional info collected from sponsor(s) as needed.
  4. Application is forwarded for approval to Board (and Superintendent as needed).
  5. Notification of approval is sent via email by Department of Athletics and Activities to sponsor(s).
  6. Once approved, financial commitments may be made.

Timeline*

  •  An application timeline, which includes School Board meeting dates, can be found by clicking on the “Timeline for Overnight/Out of State Field Trip Approval” (a red toggle) below this section.

District/Board approval required: see building Program Supervisor (aka AD) for details.

For merit-based competitions, each Program Supervisors (aka Athletic Directors) submits a list at the beginning of the school year that describes the competition, dates, and location of the events that are not local, but are out of state and/or require an overnight stay. The School Board reviews the list and provides blanket approval, allowing the District Athletics and Activities Director the authority to approve participation if students qualify for an event.

If an athletic team or ASB activity qualifies for state, regional or national competition that is an overnight trip and was preapproved by the Board, the building Program Supervisor must email all event details to the District Athletics and Activities Director (and CC the principal) for approval.

For planning assistance, see the building Program Supervisor (aka Athletic Director).

2017-2018 Timeline for Overnight/Out of State Field Trip Approval

Submit completed application w/ ASB minutes as required to liam@bsd405.org.

International          Overnight or              School Board             Notification
Due Date                  Out of State               Meeting                       of Approval
                                    Due Date
(8 school weeks)        (2 school weeks)                                            (1 school week)
—                                  —                                  09/05/2017                  09/12/2017
—                                  09/05/2017                  09/19/2017                  09/26/2017
—                                  09/19/2017                  10/03/2017                  10/10/2017
—                                  10/03/2017                  10/17/2017                  10/24/2017
09/12/2017                  10/24/2017                  11/07/2017                  11/14/2017
09/26/2017                  11/07/2017                  11/21/2017                  11/28/2017
10/10/2017                  11/21/2017                  12/05/2017                  12/12/2017
10/17/2017                  11/28/2017                  12/12/2017                  12/19/2017
10/24/2017                  12/05/2017                  01/02/2018                  01/09/2018
11/07/2017                  01/02/2018                  01/16/2018                  01/23/2018
11/28/2017                  01/23/2018                  02/06/2018                  02/13/2018
01/02/2018                  02/13/2018                  03/06/2018                  03/13/2018
01/16/2018                  03/06/2018                  03/20/2018                  03/27/2018
01/30/2018                  03/20/2018                  04/03/2018                  04/17/2018
02/06/2018                  03/27/2018                  04/17/2018                  04/24/2018
02/27/2018                  04/17/2018                  05/01/2018                  05/08/2018
03/13/2018                  05/01/2018                  05/15/2018                  05/22/2018
04/03/2018                  05/22/2018                  06/05/2018*                 06/12/2018
04/17/2018                  05/29/2018                  06/12/2018*                 06/19/2018
05/01/2018                  06/12/2018                  07/10/2018*                 07/17/2018
                                                                        * tentative

For more School Board Meeting details, see the BSD School Board Meeting webpage.

Funds

  • No students shall be denied the opportunity to participate in field trips that are curricular or co-curricular (i.e. for a grade) due to insufficient funds.
  • No funds may be spent or committed to outside agencies or venues until the appropriate approval has been given for the field trip.
  • Funds must be deposited into a school/district account for all transportation and participation costs.
  • No staff member shall personally benefit from the trip.

Fundraising

  • Requires completion of the ASB Fundraising Plan. See the building ASB Advisor(s) for details.
  • Groups may fundraise for the cost of the entire group. Individual students may also fundraise; however, no student may be excluded due to inability to pay.
  • Any group unable to fundraise for the entire cost may request scholarship funds or additional funding from ASB.
  • For more additional info, see the BSD Fundraising FAQ.

Transportation