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File IJOA: Travel Abroad

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File IJOA: Travel Abroad

File IJOA- Travel Abroad
Monomoy Regional School District
Travel - International/Abroad 

International/abroad Field trips are not an extension of the school’s Standards-Based Curriculum and are considered voluntary.

School Committee Approval Prior to planning

  1. Initial approval by the School Committee is required prior to informing students and families, and before engaging students in fundraising activities.

Planning

  1. The trip coordinator(s) and principal shall work together to establish essential participation criteria for the trip, that informs students and parents of all of the activities and risks associated with each itinerary activity, and trip location, to determine what accommodations or modifications may need to be made for the student to successfully and safely participate in all, or portions of the trip. 
  1. The trip coordinator(s) must consider their student demographics when selecting field trip locations, sites, and activities. Specifically determine the impact the locations, sites, and activities may have on diverse populations such as students of color, EL students, students who identify with the LGBTQ community, students with disabilities, and those who may be in the minority during your field trip experience, and those students who belong to groups that have experienced marginalization in the location being visited. 
  2. The trip coordinator(s) must work to prepare students for sensitive experiences,and ensure that the program is safe and inclusive for all students
  3. The trip coordinator(s) and Principal shall work with transgender and gender-non-conforming students to provide accommodations (including grooming) that affirm the student's gender identity while also ensuring safety.
  4. The trip coordinator(s)should work with students and families to make sure travel documents (airline ticket, passport) reflect their legal names as listed on government-issued identification, while all unofficial documents and material may reflect the student's preferred name. 
  5. International/Abroad accommodations will be made in advance with student safety and security in mind. 
  6. International/Abroad trips should offer significant educational benefits to students that clearly justify the time and expense of the trip. Such trips should be appropriate for the grade level. 
  7. Should the travel agency offer a choice of travel points or monetary compensation for booking the trip, all funds/points will be used for student scholarships.  If points cannot be issued to Monomoy Regional School District for student use, the monetary option will be chosen.  If the monetary option is chosen the check will be made out to Monomoy Regional School District.

Procedures

  1. The Superintendent will establish procedures to assure that minimally (this list is not exhaustive):
    1. Students have parent/guardian permission for trips.
    2. All appropriate medical forms are completed
    3. Authorization and Acknowledgement of risks AND Medical Authorization
    4. All required consents are completed
    5. All trips are properly supervised.
    6. All safety precautions are observed.
    7. All trips contribute substantially to the educational program.
    8. The Field Trip Request Form is submitted at least 30-days in advance
    9. The school Nurse must approve prior to submitting the Field Trip Request Form
    10. The Field Trip Checklist form is completed
    11. Fiscal accountability
    12.  All field trip applications contain a section specifically for approval/waiver for swimming and water activities.
    13. Authorization and Acknowledgement of risks AND Medical Authorization (one form for parent/guardian and one for students over 18) for all trips (day, overnight and international)

 Chaperone Disclosures

As required by State Law, all chaperones who are municipal employees shall comply with the disclosure requirements established under the Conflict of Interest law and regulations of the Ethics Commission.

Emergency Provisions for All Travel

  1. Trips are planned with careful consideration of student safety which includes, without limitation, an appropriate number of adult chaperones and confirmation that all chaperones have approved Criminal Offender Record Information (CORI) checks on file with the Superintendent;
  2. All International/abroad trips will have an emergency plan that includes provisions for transportation or flight cancellations; provisions for illness/hospitalization, attending medical personnel when necessary, and other anticipated emergencies;
  3. Should an emergency situation occur, the supervising faculty member is responsible for notifying the Principal as soon as possible but no later than twenty-four (24) hours after the emergency situation occurs. The supervising faculty member is also responsible for notifying the parent/guardian/caregiver of record by telephone, text, or email once the emergency situation stabilizes but no later than twenty-four (24) hours after the emergency situation occurs;
  4. Students and parents/guardians/caregivers, and chaperones will receive written notice that all Monomoy Regional School District policies on student behavior, student handbook rules and regulations, Massachusetts Interscholastic Athletic Association (MIAA) rules and regulations, and trip rules regarding student conduct will apply and be in effect at all times.

Conduct

  1. Students and parents are required to sign a MRSD Student Traveler & Family Agreement Form regarding student conduct while participating in a MRSD sponsored field trip.
  2. Following an investigation that violates the Code of Conduct, if Coordinator, in consult with the Principal and Central Office staff,determines that a student's conduct while on a field trip, poses a risk to themselves,or the safety of the group,or is no longer manageable by MRSD staff  on the field trip, the district reserves the right to request,and make arrangements for that student to return home. 
  3. The district also reserves the right to request that families assume responsibility for all, or a portion of the costs associated with their child's return.              
  4. Students may be subject to further disciplinary action, and will be provided the opportunity to have a formal hearing at the school level upon return. The School Must document the Parent/Guardian’s consent of this policy prior to the trip.  

Access & Inclusion 

  1. Students with English Language Learner status, 504 Plans and/or IEPs cannot be denied access to field trips due to their disability. 
  2.  It is the responsibility of the school to ensure that all accommodations normally provided to the student as indicated in their educational plans, are made available during field trips, including medication. 
  3. Participating students’ IEP or 504 Plan shall be available to any staff coordinating and/or participating in the field trip. 

Student Health

  1. Overnight Field Trip Medical Information Forms must be obtained for all students attending an overnight field trip (including in-state/ out-of-state/international trips) prior to the overnight trip.
  2. If any student has a serious medical, or mental health condition, please be sure that his/her doctor is aware of the essential participation criteria and location of the trip, and writes a letter indicating that the child may safely attend and participate in trip activities. Keep this document on file with other key permission slips and medical forms.
  3. Students and staff should be current on all immunizations and vaccinations including those related to the location they will be traveling to. Travelers should consult with their primary care doctor and can also visit the Center for Disease Control’s website for information on staying healthy while traveling at https://wwwnc.cdc.gov/travel.
  4. Emergency contact phone numbers must be brought on the trip.  
  5. Emergency administration of epinephrine - at least one chaperone will be trained in the administration of epinephrine and will be assigned to the student(s) who require such treatment if needed.

Passports & Visas  

  1. The Coordinators will Physically check all students' passports before your travel date to be sure that they are valid and will be valid at least six months after your return date.
  2. Research if your destination requires a visa. Every country has a different application and timeline for obtaining a visa.
  3. Determine who holds a non-U.S. visa. There are many countries that do not require US passport holders to have a visa, but require them for NON-U.S. passport holders.
  4. There are also countries that might require Americans to obtain a visa but do not require one for a non-U.S. passport holder. 
  5. Identify the countries from which your travelers hold passports as they might be questioned in customs, or might have to contact other consulates if they lose their passports abroad.  

Communication Plan

  1. International Phone Service Coverage:
    1. The trip coordinator(s) must have international cell phone coverage for the duration of his/her trip for communication with MRSD, or families in the event of an emergency.
    2. This cell phone must be on at all times so you may be contacted in case of an emergency. If this is not possible due to your location,  please arrange a communication plan with the MRSD finance office. 
    3. If such international coverage requires you to purchase an international plan, or to accrue additional costs due to the trip, please submit your receipts to the MRSD Finance Office for reimbursement.
    4. The trip coordinator(s) must also carry the phone numbers for the principal. You are required to call anytime there is an emergency.   
  2. District Communication:
    1. Codify a clear communication plan with your Principal prior to departure. 
    2. You must check in with the principal or designee via phone call, text, or email upon arrival, every 48 hours, whenever the itinerary significantly changes, whenever you expect to lose cell/email coverage, upon departure, and upon safe return.
    3. You MUST check-in via phone call to the principal or designee when there is an incident or an emergency. 
  3. Communication with Families:
    1. Set expectations regarding communication during travel between chaperones/student travelers, and the principal and families.
    2. Families Must know who to call 24/7 in case of an emergency.
    3. If you need support in family communication before, during, and after the trip, contact the principal or designee.  
  4. Incident Reporting:  
    1. International Program Incident Reporting and Support:
      1. Contact the principal or designee for any emergency situation that results in the admittance of a student or chaperone to a hospital or clinic, or if you fear for the safety of anyone on your trip at any time.                     
      2. When in doubt, call! 
      3. Emergencies may be of a medical, environmental, political, behavioral, legal, logistical, or other nature.
      4. You MUST check-in via phone call to the principal or designee if there is an incident.

Right to search a student's belongings

Consent will be sought to search students' belongings prior to leaving and during any time while on the trip by an administrator or designee.

AUTHORITY TO APPROVE/DISAPPROVE/CANCEL -International/Abroad

  1. Monomoy Regional School District, acting through the School Committee or the Superintendent, reserves the right 
  1.  to cancel trips up to departure and 
  2. to recall trips in progress, if national and/or international conditions so warrant or if security and safety concerns over which Monomoy Regional School District has no control render it appropriate to cancel the trip. 
  1. The following criteria will be taken into consideration: 
  1. U.S. Department of State Travel Advisory; 
  2. Homeland Security Advisory (alert status); 
  3. and/or Declaration of War or armed conflict. Additionally, the critical judgment of the School Committee, with input from the Superintendent, principal, and supervising faculty member, will be taken into consideration.
  4. The Superintendent will alert the School Committee to final deadlines regarding the required commitment of funds if there are national and/or international events/situations/conditions that might cause the School Committee to cancel or recall a trip due to safety concerns or other reasons. 
    1. In the event that a trip must be canceled in accordance with this Section C, school officials will make a reasonable effort to obtain a refund of monies paid by students and parents/guardians/caregivers. However, such refunds are not guaranteed and are subject to the specific contract with the travel vendor. 
    2. The student and parents/guardians/caregivers understand that he/she/they may lose any and/or all of the funds he/she/they have expended for the voluntary trip.
  1. Pursuant to state law and regulation, the School Committee is responsible for approving out-of-state (longer than two and a half hour drive) and/or overnight trips. Exception: In the event that approval is required for an academic or athletic contest, competition or tournament and the schedule is such that the contest, competition, or tournament is not known to administrators within 10 calendar days before the next regularly scheduled School Committee meeting, said approval authority is delegated to the Superintendent of Schools.
  2. The approval process for a specific trip shall be completed prior to making any preparations for the trip, taking deposits from students, or engaging students in fundraising activities for the trip.

APPROVAL DOCUMENTATION - International/Abroad

  1. Approval for all trips that involve contractual obligations with any third party(ies) must be obtained prior to making any such obligations. All trips must be approved in writing by the appropriate authority as specified in this policy. The initial documentation required for submission for approval of a trip must include:
  2. Proposed dates and itinerary
  3. Description of student eligibility
  4. Estimated number of students expected and percentage of eligible students participating
  5. Cost per student (if applicable)
  6. Mode(s) of transportation and schedule
  7. The ratio of chaperones/teachers to students for the trip recommended by the Principal 
  8. Description of arrangements for meals and lodging (if applicable). Accommodations will include enough rooms so that no chaperones are rooming with students
  9. Description of security personnel/features for transportation and accommodations
  10. Means of financing
  11. Draft copy of all contract(s) and copies of the travel company´s insurance policy (and relevant riders), and refund policies associated with the trip
  12. Draft copy of the letters to be sent to parents and guardians referencing the specifics of the trip including all of the above and any rules specific to the trip which are in addition to the Monomoy Regional School District student conduct policies, student handbook rules or regulations, and the Massachusetts Interscholastic Athletic Association (MIAA) rules and regulations.  For international trips, the sponsoring faculty member will provide parents/guardians/caregivers a copy of the State Department travel advisory and Homeland Security Alert Status for all countries to be visited
  13. In the case of academic fieldwork, a description of the educational alternative and mapping of that alternative for students who are not participating, if applicable
  14. Written verification from the superintendent's office that all chaperones have a Criminal Offender Record Information CORI check on file
  15. For international trip requests a printout of the State Department Travel Advisory and Homeland Security Alert Status for all countries to be visited
  16. Additional information may be requested by the appropriate authority prior to making a decision
  17. Should external circumstances change after the initial trip approval detailed modifications to the relevant approval documentation (see above) will be required
  18. Other requirements as determined by the Principal.

Fees

  1. A contingency fee will be assessed to the cost of the trip to cover extenuating circumstances which will be refunded if not used. 
  2. The Principal and Business Manager will oversee this

 Fundraising

  1. The School Committee will consider the educational value of the trip in relation to the cost prior to granting initial approval. 
  2. Initial fundraising activities for trips will be subject to approval by the Principal or designee
  3. Teachers and other school staff are prohibited from soliciting for privately run trips through the school system and in the schools. 
  4. The amount of time to be devoted to fundraising should be reasonable and commensurate with students’ obligations for homework, after-school activities, and jobs.
  5. Group fundraising activities are preferred. Students should not be assigned individual fundraising targets. All funds raised should be equally distributed to all students participating in the school sponsored trip. Furthermore, If students are charged individual fees for participation, every effort scholarship money may be made available where needed.

Transportation

  1. All International/Abroad Trips planned will include a pre-trip check of companies, drivers, and vehicles. CORI checks will be conducted in accordance with Massachusetts General Laws Chapter 71, section 38R. 
  2. The Superintendent or designee will ensure that the selected carrier is licensed for passenger transportation by the Federal Motor Carrier Safety Administration (FMCSA). The district will not contract with any carrier that has a safety rating of “conditional” or “unsatisfactory”.
    FMCSA ratings are available at http://www.safersys.org/.
  3. The contract with the carrier will prohibit the use of subcontractors unless sufficient notice is given to the district that allows verification of the subcontractor’s qualifications.
  4. Additional Resources
    Federal Motor Carrier Safety Administration (FMCSA) - http://www.fmcsa.gov
    United Motorcoach Association Student Motorcoach Travel Safety Guide (includes “Motorcoach Safety Checklist) - http://www.uma.org/consumerhelp/studentguide.asp
    Department of Defense’s approved list or motor carriers - http://www.mtmc.army.mil/content/504/approvedlist.pdf

Final School Committee Approval

  1. Final approval will not be granted until all preparations for the trip have been completed including, but not limited to, all logistical details involving transportation, accommodation arrangements and fundraising efforts. 
  2. The School Committee requires that final approval be sought no less than 30- days prior to the scheduled trip dates.or sooner if earlier commitments are necessary for travel logistics and/or fundraising efforts.
  3. The School Committee will only review for approval of school-sanctioned trips.
  4. The School Committee will not review or approve trips that are privately organized and run without school sanctioning

Cross references: JJH; IJOA; JJH-R 

Legal references: Chapter 346 of the Acts of 2002 (et al) approved on October 9, 2002; M.G.L. 69:1B; 71:37N; 71:38R
603 CMR 27.00

Adopted: 3/27/2013
Revised: 5/12/2022; 4/11/2024; 11/7/2024

  • Section I: Instruction
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