6150 Field Trips and Excursions

Policies

Middletown Public Schools                                                                                    No. 6150

Field Trips and Excursions

FIELD TRIP PROTOCOLS

GENERAL__**

• All field trips during school time must be directly related to classroom learning  activities.

• Students going on field trips must have written parental permission.

• Adequate supervision for student safety and discipline is required. Recommended  minimum supervision ratios (adults to students) is K-4 1:10, 5-12 1:20.

• First aid/CPR trained chaperones are required – at least one chaperone on each trip should be certified.

• Chaperones are expected to stay with students throughout the event and not leave  students unchaperoned.

• All chaperones must be at least 21 years of age and must pass a BCI check.

• Private transportation provided by staff members, parents, or others is discouraged.

• Building administrators are to be provided with evidence that the trip is well  planned and related to the educational program.

• All field trips must be in compliance with Section 504 of the Rehabilitation Act, the  Americans with Disabilities Act (ADA) and Chapter 42-87 of the General Laws of Rhode  Island in that all field trips, sites and transportation arrangements are reviewed in  advance for accessibility and all necessary arrangements and/or modifications are  made in advance of the field trip.

• Upon completion, building administrators are to be provided with an evaluation of  the trip and recommendations for follow-up activities, if any.

• Field trips that are scheduled during State testing and AP testing are NOT permitted.

FIELD TRIPS AND EXCURSIONS__**

• Students with medication needs will be allowed to self-carry and self-administer a  day’s supply of medication which shall be supplied by the parent with the parent’s  written authorization for use during the field trip. The medication must be stored  and transported in a properly labeled container pursuant to Rules and Regulations for  School Health Programs issued by the Rhode Island Department of Education. No  student with medication needs shall be denied access to field trips due to said needs.  Appropriate arrangements for the field trip shall be made for any student with  medical needs who cannot appropriately self-carry and self-administer medications.

FREQUENTLY ASKED QUESTIONS__**

1. Can we suggest a donation amount for a specific field trip? No. You may  indicate that donations are welcome, but not a particular amount. If you are  accepting donations, you may not track the donations by student or parent  name. For example, you may indicate that you are attempting to raise $10, 000 for field trips.

2. Can we send out updates on how much we have raised? Yes. You can track  donations toward a goal and update families and students on how close you are  to that goal.

3. Can we request school, department, or grade donations in a specific amount? You may not indicate a per-pupil amount. You may suggest something similar  to - "Grade 4 will be attending three field trips this year to extend the curriculum. The ** trips will be to X, Y, and Z. To help pay for the trips, the 4th-grade team is welcoming donations. We will also engage in the X fundraiser, where 50% of the proceeds will be  used to offset the cost of the trips. We hope to reach $5,000 by April 3rd! We will post a  chart of our progress in achieving our goal at the front of the school." Again, you may  not track donations by student or parent name.

4. What will happen to our large-scale trips, such as Band Trips, Athletic Trips, and Academic Competition Trips? We will have to collaborate on long-term  fundraising solutions to provide students the opportunities to continue to attend  these trips. The solutions may be multi-year approaches that involve the broader  school community — for example, a District-Wide festival where the proceeds  are divided per student and provided to the schools. We will also need to  continue our partnerships with parent organizations and Boosters, who have  been a tremendous source of support.

5. What will happen if a group does not meet its fundraising goal? If a group  does not meet its goal, and the school or District budget does not include  sufficient funds to cover the trip, the trip cannot occur. The group should decide  on potential back-up strategies in case this occurs. Some options include a)  planning for a less expensive alternative in case the goal is not met or b) rolling  the money over in the activities account to the next year.

6. If a group exceeds its fundraising goal, what happens to the funds? The school  should determine this with the teacher leadership team in advance. Options  include a) maintaining the funds in the activities account for the following year  or b) adding an additional experience. If the fundraising occurred by grade, the  funds can also move to the next grade with the students.

7. In lieu of rolling over excess money or going on an alternative field trip, can donors receive a refund? No. The donations are donations to the field trip  account and are not tracked by student name. As they are donations, the District  will begin to provide a receipt of donation letters for tax purposes in January of  each calendar year.

8. Will the District begin to budget for field trips? The District and Building  Administration will review potential budgeting strategies for future years. As  with any addition to the budget, funds will remain within a fiscally responsible  level. This change in practice and policy will require concerted and thoughtful  collaboration between the schools and the community.

9. What are the fundraising options? Fundraisers must be approved by the Superintendent. They can include asking for donations, sales, and events. The  sale of food items is discouraged, but if it does occur, it must adhere to the  guidelines in the health and wellness policy. No food items may be sold on  school grounds during the school day.

10. Can businesses donate? Yes, but not as a form of advertisement.

1st Reading – November 21, 2019

2nd Reading and Approval – December 19, 2019

Review - September 18, 2025

3 Year Reading Due - September 2028