653 - FIELD TRIPS


     l.       PURPOSE


    The purpose of this policy is to provide guidelines for student trips and to identify the general process to be followed for review and approval of trip requests.



    The general expectation of the school board is that all student trips will be well planned, conducted in an orderly manner and safe environment, and will relate directly to the objectives of the class or activity for which the trip is requested. Student trips will be categorized within three general areas:

                    A.  Instructional Trips


    Trips that take place during the school day, relate directly to a course of study and require student participation shall fall in this category. These trips shall be subject to review and approval of the building principal and shall be financed by school district funds within the constraints of the school building budget. Fees may not be assessed against students to defray direct costs of instructional trips. (Minn. Stat. § 123B.37, Prohibited Fees)

                    B.   Supplementary Trips


    This category pertains to those trips in which students voluntarily participate and which usually take place outside the regular school day. Examples of trips in this category involve student activities, clubs, and other special interest groups. These trips are subject to review and approval of the activities director and/or the building principal. Financial contributions by students may be requested. (Minn. Stat. § 123B.36, Authorized Fees)

                    C.   Extended Trips

        1. Trips that involve one or more overnight stops fall into this category.


    Extended trips may be instructional or supplementary and must be requested well in advance of the planned activity. An extended trip request form must be completed and approved at each level: student, principal, superintendent, and school board. Exceptions to the approval policy may be granted or expedited to accommodate emergencies or contingencies (e.g., tournament competition).


    The school board acknowledges and supports the efforts of booster clubs and similar organizations in providing extended trip opportunities for students.

    lll.   REGULATIONS

                           A.   Rules of conduct and discipline for students and employees shall apply to all student trip activity.

                           B.   School administration shall be responsible for providing more detailed procedures, including parental involvement, supervision, and such other factors deemed important and in the best interest of students.

                           C.   Procedures shall include administrative approval for field trips. Instructional and supplementary field trips must receive approval from the building or program leader. Extended field trips must additionally receive approval from the superintendent or designee.  Each approval shall last for the duration of up to one school year, with new approval required for each year.

                           D.   Transportation shall be furnished through a commercial carrier or school-owned vehicle.

                           E.    An employee may use a personal vehicle to transport staff or personal property for purposes of a field trip upon prior, written approval from administration.

                           F.   An employee must not use a personal vehicle to transport one or more students for purposes of a field trip.

    1. If immediate transportation of a student is required due to an emergency or unforeseen circumstance, such as the illness or injury of a child, and the transportation does not constitute regular or scheduled transportation, a personal vehicle may be used. To the extent a personal vehicle is used, the vehicle must be properly registered and insured.

    An employee must obtain pre-approval by administration of student transportation by a personal vehicle, pursuant to Section III.E.1, if practicable. If pre-approval by administration of use of a personal vehicle cannot be obtained in a reasonable time given the circumstances, an employee shall report the relevant facts and circumstances justifying the need for use of a personal vehicle to the administration as soon as practicable. The relevant facts and circumstances for use of a personal vehicle shall be documented by the administration.



    The superintendent shall at least annually report to the school board upon the utilization of extended trips under this policy.




    Legal References: Minn. Stat. § 123B.36 (Authorized Fees)

    Minn. Stat. § 123B.37 (Prohibited Fees)

    Minn. Stat. §123B.49 (Cocurricular and Extracurricular Activities; Insurance)

    Minn. Stat. § 169.011, Subd. 71(a) (Definition of a School Bus)

    Minn. Stat. § 169.454, Subd. 13 (Type III Vehicle Standards – Exemption)


    Cross References: MSBA/MASA Model Policy 403 (Discipline, Suspension, and Dismissal of School District Employees

    MSBA/MASA Model Policy 423 (Employee-Student Relationships)

    MSBA/MASA Model Policy 707 (Transportation of Public School Students

    MSBA/MASA Model Policy 709 (Student Transportation Safety Policy

    MSBA/MASA Model Policy 710 (Extracurricular Transportation


    Board Policy 506  (Student Discipline)





    REVISED BY THE BOARD OF EDUCATION: December 7, 2004, November 20, 2017

653.1 Administrative Guidelines










    These administrative guidelines are intended to facilitate transportation and the collection of fees for student field trips, pursuant to Board Policy 653. 



    1. Collection of Fees

     A.   A fee, not to exceed the total cost of transportation may be charged for “supplemental” field trips that leave during the school day no earlier than 9:15 A.M. returning no later than 1:45 P.M.  A supplemental field trip does not require participation as part of the curriculum.


    1. Fees collected by the schools for supplemental trips shall be deposited into the miscellaneous account using the “Report of Miscellaneous Receipts” form.


    1. The business office will credit the school’s field trip expenditure account (object code #361) in the amount of the fee collected.


    1. Money collected for entrance fees, which is in addition to the bus fee, shall be credited the school’s expenditure account (object code #897).

     B.   An “instructional” field trip is an event where participation is required as part of the curriculum and is not subject to a bus fee.  

     C.   A fee as determined by the transportation department and invoiced by the business office will be charged for extended trips to cover the actual cost of transportation.




    A. Arrangements for ground transportation shall be made through the transportation department. School district employees shall undertake independent arrangement, scheduling or coordination of transportation for activities only when specifically directed or approved by the transportation department. School district employees shall notify a building administrator of all transportation arrangements made.

    B. Transportation shall typically be furnished through a commercial carrier or school-owned vehicle. All vehicles used to transport students shall be properly registered and insured. In the event a private vehicle is approved for use, a certificate of insurance must be on file in the school district office. 

    C. In the event of emergencies or other unforeseeable circumstances, employees are authorized to make appropriate transportation arrangements for students as necessary. Employees may transport students in non-emergency circumstances when approved by the transportation department. The employee shall report the relevant facts and circumstances to the administration. 







    Dated:         April 15, 2002

    Reviewed:  November 20, 2017

    Revised:     December 7, 2004, July 17, 2006, November 20, 2017

653.2 Administrative Guidelines




    I.          INTRODUCTION


    A.     These administrative guidelines are to facilitate arrangements for extended student field trips, pursuant to Board Policy 653. 


    B.     The administrative guidelines shall cover any student travel that results from District/school promotion of the activity through the following:

    ·         distribution of information and/or materials,

    ·         coordination of arrangements by District/school personnel,

    ·         receipt of participation fees,

    ·         collection of permission slips, and/or

    ·         arrangements for chaperones.


    C.     These regulations are to be followed irrespective of whether the student travel activity is sponsored by the District/school, community group, state or local association, and/or business organization.




    A.   Before any student overnight travel is discussed with students or parents, the  sponsoring teacher(s) shall complete the Extended Field Trip Application    form (Appendix A) and submit it to the building principal for approval. 


    B.   The building principal will use the following information when considering the

          appropriateness of the trip:

    1.    Educational value

    2.    Safety and welfare of the students involved

    3.    Relevance to described objectives of the class or group

    4.    Age appropriateness of the proposed travel

    5.    Lack of interference with other school activities

    6.    Support of staff if the proposed requires students to be absent from school

    7.    Availability of funds, expenses for students, or projected success of fundraising activities

    8.    Accessible to all potential participants


    C.   Approved adequate student supervision for each trip must be assured.  A 1:12 ratio of chaperones to students is recommended.


    D.   Chaperones must sign the Extended Field Trip Chaperone Agreement (Appendix B), indicating a willingness to accept and adhere to the expectations and rules outlined in the agreement.


    E.   Travel outside the metropolitan area will be arranged through bonded travel agencies.   Parents and guardians will be informed, in advance, of the anticipated itinerary, costs, and activities.


    F.    There shall be clear, written communication of prospective travel details to parents/guardians, students, and chaperones, including information of behavioral expectations.


    G.   Parent/guardian permission for student participation shall be secured in writing, and both the participating student and his or her parent / guardian must sign the Extended Field Trip Student and Parent Agreement Form (Appendix C) indicating a willingness to accept and adhere to the expectations and rules outlined in the agreement.


    H.   All funds collected for the travel program will be handled through the school activity account. 


    I.     Fundraising activities should be approved and coordinated by the building principal.


    J.    Precautionary health/safety measures for the health of students, staff, and chaperones shall be provided prior to departure.


    K.   Reasonable accommodations for students, staff, and chaperones with disabilities shall be provided.


    L.    No less than one week prior to departure, the organizing teacher and building principal must both sign off on the Extended Field Trip Verification Form (Appendix D).


    M.  The School District reserves the right to cancel or postpone a trip and will not be responsible for non-refunded deposits or other expenses that have been incurred.


    N.   As referenced in Board Policy 653, all applicable laws, Minnesota State High School League rules, school board policies and administrative guidelines, and employment agreements will be in effect in travel situations, just as they are on School District property. 


    O.   Failure of a student to adhere to applicable laws, policies and rules will result in consequences that may include the student being sent home immediately at his / her personal or family expense.  Failure of the organizing teacher, advisor, coach, and/or chaperone to adhere to applicable laws, policies and rules will also result in appropriate consequences.



    Dated:     December 7, 2004