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HomeMy WebLinkAboutBoard Parameters for School Sanctioned Trips 03-07-16TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 6.02: Date Board Adopted: March 9, 2009 Date Board Amended: February 9, 2015 Effective Date: February 9, 2015 Policy Category: Student Achievement Policy Name: Board Parameters for School Sanctioned Trips Policy Description: The Board of Trustees supports Academy-sanctioned trips as a means to pursue, promote, and enhance IB learning goals for Academy students as set out in the IB Learner Profile. As such, all school-sanctioned trips should complement and promote the IB Learner Profile, the IB curriculum, as well as provide direct educational value to the student participants. In an effort to provide the safest possible environment for the students of Westlake Academy, this policy for student trips will be enforced on any travel opportunities that occur away from the property located at 2600 J. T. Ottinger Road, Westlake, TX 76262. Proposing and Developing Domestic and International Trips School-sanctioned trip - Any travel opportunity for Westlake Academy students that is led by the members of the Westlake Academy faculty is considered a school-sanctioned Westlake Academy trip and must comply with the requirements set forth by this policy and any applicable administrative procedures for student travel. The Executive Principal/Director of Education shall be responsible for ensuring appropriate administrative procedures are developed to ensure effective and efficient implementation of this board policy. Administrative procedures shall be subject to approval by the Superintendent. I. General Policies ● Trip proposals should be submitted to the Executive Principal or his/her designee at least 12 months prior to the proposed departure date. Proposals will be reviewed initially by a committee that includes the Executive Principal, appropriate Principals, and others as assigned. Acceptable proposals will be forwarded to the Superintendent for review. The Superintendent will forward acceptable proposals to the Board of Trustees for final approval. ● Student trips will be limited to travel dates within the Academy’s approved school calendar. ● An appropriate ratio of faculty to students will be established by the Executive Principal for all approved trips and will include at least one male and one female faculty member. ● All chaperones for school-sanctioned trips will be members of the Westlake Academy faculty and staff. Parents may be provided the opportunity to attend certain domestic student trips with their child. Such opportunities will be identified in the information distributed about the trip to Westlake Academy families. ● Students participating in school-sanctioned trips must be in good standing as outlined in the Parent/Student Handbook and the Academy’s administrative procedures for school trips. A student may be restricted from participating in a school trip at any time that the student’s standing changes. Such restrictions may result in the forfeiture of payments made to the school prior to the time the restrictions were imposed. ● All students participating in a school-sanctioned trip must use the transportation arranged by the Academy. An exception may be made for student’s traveling with a parent or guardian as identified in the administrative procedures for school trips. ● A student’s participation in a school-sanctioned trip is a privilege, not a right. Students participating in school trips are expected to represent Westlake Academy in a responsible manner. The Academy’s code of conduct and other expectations identified in the Parent/Student Handbook apply at all times during school-sanctioned trips. During school trips, students remain subject to the disciplinary processes contained in the Parent/Student Handbook. ● Trip proposals must include an opportunity for students to share their experiences with the entire Westlake Academy community. ● Once a proposal is approved, the trip leader(s) will work with the Executive Principal/Director of Education or his/her designee to ensure all applicable policies and administrative procedures are followed. All student trips must be organized in accordance with the requirements established in the Parent-Student Handbook and other applicable administrative procedures. The following trips have been identified as curriculum enhancing trips, which the Board plans to continue to offer to Westlake Academy students: Grade Trip Format/Location Occurrence Primary K – 2 Local, daytime field trips, no overnights 3 Unit of Inquiry related trip (domestic) Spring Overnight stay required (e.g. Camp Tyler) 4 Local, daytime field trips, no overnights 5 Unit of Inquiry related trip (domestic) Fall Overnight stay required (e.g. Sky Ranch) Secondary 6 Team Building (domestic) Fall Overnight stay required (e.g. Camp Eagle) 7 Local, daytime field trips, no overnights 8 Historical Trip (domestic) Spring Humanities (U.S. History) Overnight stay required (e.g. Washington D.C.) 9 Local, daytime field trips, no overnights 10 College Tour (domestic) Spring Overnight stay required 11 College Tour (domestic) Fall Overnight stay required 12 Senior Retreat (domestic) Fall Overnight stay required Senior Weeks Spring Local, daytime field trips, no overnights International Trips All international trips will be developed vis-à-vis student and teacher interest in specific academic, leadership, and service initiatives (e.g. Shoulder to Shoulder, Leadership Symposium, San Miguel Immersion Program, etc.). All international trips must adhere to the Westlake Academy General Policies for school-sanctioned trips. These school- sanctioned trips will be offered at various times throughout the year upon the approval of the Executive Principal/Director of Education. III. Financing Trips, Insurance, Permissions, etc. ● Participation in school-sanctioned trips is voluntary and all students participating shall be responsible for all fees and costs associated with the trip. ● Students are also responsible for all incidental costs associated with travel, including, but not limited to fees associated with transportation to airports or other departure locations, passport fees, required vaccinations and/or suggested medications, and money for souvenirs, snacks, and other incidentals. ● Generally, all trip expenses are non-refundable. An explanation of any refund opportunities will be included in the trip-specific information provided to families prior to committing to participation on a school-sanctioned trip. ● A student must have written permission from a parent or legal guardian to participate in any school-sanctioned trip. For each trip, the Academy will also identify any other documentation that will be required prior to a trip’s departure, which may include liability waivers, behavior agreements, medical service authorization form, emergency contact information, and any other information deemed necessary by the Academy administration. Failure to provide the required information prior to the departure date may result in denial of the opportunity to travel and forfeiture of any amounts paid related to the trip. V. Final Note All student trip planning is the responsibility of Westlake Academy faculty and staff, subject to the restrictions of this policy and administrative procedures for student travel. Parent input is encouraged and will be considered; however, all final decisions will be made by Academy administrators and the Board of Trustees as identified in this policy. The Board of Trustee shall always have final approval of all out-of-state, school- sanctioned trips. Such approval shall consider the immunity laws applicable for the destination, school and employee liability for damages arising from accidents and/or injuries that may occur during the trip, the stated educational value of the trip, and whether participation results from advancement in a regional or national competition. Dates Amended: 08/16/10