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Regulations Manual

Administrative Regulations Manual & Procedures

Under Policy Governance®, within the directives and limitation listed in the Board Governance Policies, the Board delegates the development and implementation of Administrative Regulations and procedures to the Superintendent and staff, except in regard to issues for which they are mandated by law to take direct action. A comprehensive review and revision of all District policies and procedures was completed between August and December 2015, and the conversion to an Administrative Regulations Manual was completed on February 1, 2016.

Regulations establish legal records and standards of conduct for the school district. Regulations can provide a bridge between the School Board's philosophy and goals and the everyday administration of programs.

The Issaquah School District is continually updating Regulations and procedures to keep current with state laws and regulations as well as best practices. Regulations or procedures on this website may be in transition or in process of being revised. Please contact Tricia Romo, Public Records Officer, if you have a specific policy question or to double-check on a Regulation.

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2000 - Instruction

Field Trips, Excursions and Outdoor Education Procedure - 2320P


Code: 2320P

Last Revised Date: 3/14/2019

Requirements for All Trips

General Criteria

The following criteria shall be met in order for planning approval and final administrative approval to be granted for a proposed trip.

  1. The proposed trip is directly related to and a logical extension of the subject material being taught by the teacher and being studied by the students eligible to participate, or is directly related to an approved ASB or extra-curricular activity.
  2. The proposed trip will contribute to the accomplishment of course objectives and/or will increase students' appreciation, knowledge of, or skills in the subject matter, or the field trip is consistent with the purposes of an approved ASB or extra-curricular activity.
  3. The proposed trip is appropriate for the age and maturity levels of the students eligible to participate. Board authorized travelers will include students, staff, volunteers and chaperones only (no extra family members such as spouses or siblings).
  4. The proposed trip will not unduly endanger students or create potential legal liabilities against which the District is not adequately protected.
  5. Approved trips cannot affect students' grades and cannot be essential to the accomplishment of course goals.
  6. The proposed trip is organized so that all students enrolled in the appropriate class(es) or ASB or extra-curricular activity may participate if they and their parents so desire and if all conditions for participation are met.
  7. A list of eligible students by grade level or an estimated number of participants shall be provided at the time a request is submitted for preliminary approval.
  8. Supervision: Chaperones must be selected and prepared for their responsibilities as assigned. The number and gender of adult chaperones required will be related to the nature of the trip, age, gender and number of students, length of trip, transportation arrangements, housing arrangements (if any), and hazards involved. The appropriate number and names of chaperones will be determined by the principal and be subject to review by the appropriate executive director. High school student “chaperones” are to be included in the student count when factoring your ratio. At no time will the ratio of chaperones to students be less than 1 to 10 (1:10).
  9. Volunteers: All non-staff volunteers who participate in any field trip must be screened and approved in accordance with Regulation 5630 and 5630P, which includes completion of the Volunteer Hold Harmless Agreement, Form 5630F1, the Volunteer Checklist, Form 5630F2(A) and Form 5630F2 (B), and the Washington State Patrol criminal background check form.
  10. No fundraising, collection of fee, promotion, collecting or making deposits, or securing of permissions is to be done prior to properly securing preliminary approval for the trip.
  11. The proposed trip is financed and organized so that no District employee shall personally profit from the trip or from the exercise of his/her influence with students and/or parents whether or not the trip occurs during the instructional day or year. Personal profit shall be defined to include the provision of direct or indirect financial gain beyond transportation costs, per diem, or other expenses of the employee by students and/or their parents.

Definitions

Category 1 – Routine Field Trips

School-sponsored, school-chaperoned trips in the community or in the metropolitan area which can be conducted in one day.

Category 2 – Extended Area or Overnight

School-sponsored, school-chaperoned trips that will take students a distance greater than 150 miles from school OR which necessitate that students be away from home overnight.

Category 3 – WIAA Athletic

School-chaperoned, Washington Interscholastic Activities Association (WIAA) sponsored in- season and related post-season contests, including extended area and overnight trips. Out-of- season or non-WIAA events will be treated as Category 1 or Category 2 fieldtrips.

Parent Permission

Full information shall be supplied to all parents. A signed parental permission form is required for each student participating. It is the parent’s responsibility to make sure all medical conditions, medication information and/or allergies the student may have are appropriately documented in the area provided on the Parent/Guardian Permission Form.

Ropes/Challenge Courses and Water Activities require additional Parent Permission forms and must be used as an addendum to the Parent/Guardian Permission Form. The Walking Field Trip Form can be used in place of the regular Field/Activity Trip Form in situations where students will have the opportunity to walk as a group, under adult supervision, to sites in the proximity (1 mile or less) of their school. A parent/guardian signature on the Walking Field Trip form gives permission for their child to participate in walking excursions for the entire school year (one school year only).

Transportation

  1. District-Owned Bus or Other Licensed Carrier: The primary mode of transportation for field trips shall be by District-owned bus or licensed carrier. Any request for charter bus service must be placed through the Issaquah School District's Transportation Department.

    Private Vehicle:
    When district-owned bus transportation is not available, private vehicles may be used if they meet District requirements (Driver of Private Vehicle Agreement, Authorization to Transport Student – Staff Request, Parent Voluntarily Providing Transportation during School Hours, DOL Abstract of Driving Record Release of Interest Form). In some extra-curricular activities District transportation may not be available/provided. No student, at any time, may drive on an Overnight Field Trip or at events outside King County. If private vehicle transportation is to be used, the driver of the vehicle must show proof that s/he has a valid Washington State driver's license and is covered by $100,000/300,000 liability coverage.

    Students are to meet at school prior to leaving for any field trip or school related activity or conference.
  2. Vans: No more than 10 individuals, including the driver, may be transported in a van.
  3. Walking: Walking routes must be approved in order for walking to be the mode of transportation. The field trip must occur within one (1) mile of the school grounds.

Insurance Coverage

The district shall provide free student accident insurance coverage for one day school- sponsored field trips. For all supervised extended and overnight field trips, short term group insurance coverage must be purchased for the entire group of students participating.

No fees are required of students participating in a routine field trip (Category 1). Any student who participates is automatically covered by district insurance up to the maximum allowed for each accident. No notification of the field trip to the district or the insurance agent is required. However, a list of all students participating in the field trip shall be kept by the building principal in the school office for one (1) year following the field trip.

Student Conduct

While on field trips, students are expected to conform to the Regulations and Procedures of their school and the District regarding conduct, discipline, and rights. Students must respect private and public property. Students, or their parents, will be responsible for restitution of damages resulting from any willful destruction of property. Personal behavior standards shall be established during planning sessions with parent chaperones, students and faculty members. Any student who flagrantly violates the above may be sent home immediately at the student's or parent's expense.

Category 1 – Routine Field Trips

Approval Requirements

Requests for Category 1 field trips must be prepared by a staff member, i.e. teacher, faculty advisor, or coach, and approved in writing by the building principal. The staff member shall submit a completed field trip application form, including itinerary, to the principal at least two (2) weeks prior to the field trip. The principal may allow exceptions to this timeline at his/her discretion.

Planning Schedule

The planning schedule is expected to include the following activities:

At Least 14 Days Prior 

Preliminary Approval

The staff member must submit a completed Category 1 Routine Field Trip Application Form to the building principal. The request must include the plan for adequate supervision. Refer to the Field Trip Checklist Pre & Final Authorization Form for requirements.

   
After Preliminary Approval

Collection of Funds (if applicable)

Fundraising, collection of fees, promotions, collecting and making deposits, and securing of permissions can commence once preliminary approval has been given from the principal.

It is the responsibility of the staff member to ensure the field trip request has been submitted for approval well enough in advance to ensure adequate time to facilitate collection of necessary funds.


 
At Least 10 Days Prior

Transportation Request

If district-owned bus transportation or a licensed carrier is to be requested for the field trip, the staff member must complete the online transportation request through the Transportation Department for approval. Access to the online system will be facilitated through the building secretary.

   
 At Least 5 Days Prior

Parent Permission

The staff member must secure a signed parental permission form for each student who plans to participate in the field trip (Form 2320F1e). Check parent permission forms and file a final list of students, adult chaperones, and faculty/staff members who will be making the trip and a copy of the final itinerary with the principal. Include Ropes/Challenge Courses or Water Activities Use Forms when applicable. Note: Ropes/Challenge Courses MUST be pre-approved by Risk Management.

Volunteers

Ensure all non-staff volunteers have been screened and approved per Regulations 5630 and 5630P.

Provisions for Students Not Participating

Make provisions for those students who choose not to participate in the field trip for the time the teacher will be away.

Provisions for Students with Medical Conditions

Make provisions for all students who have medical conditions, medication information and/or allergies noted on the Parent/Guardian Permission Form 2320F1e. Submit a list of those students to the school nurse.

   
Final Approval 

Prior to Departure

Before a field trip can depart, the staff member must receive signed final approval (Form 2320F1a) from the building principal indicating that all required elements are in place:

  • Approved field trip application
  • Final itinerary; any changes from the preliminary itinerary documented
  • Proper collection of funds (if applicable)
  • Parent permission forms for all participants (including Ropes/Challenge Course and Water Activity permission forms, if applicable)
  • Adequate ratio of chaperones to students (at least 1:10)
  • All non-staff volunteers screened and approved in accordance with Regulations 5630 and 5630P
  • Transportation arrangements using approved methods
  • Final list of participants; any changes from the preliminary list documented

Fieldtrips cannot commence without all required elements in place and signed final approval from the building principal.

Category 2 – Extended Area or Overnight

Approval Requirements

Prior to any discussion of an overnight field trip with students or parents the teacher, advisor, and/or coach who is considering taking students on an extended field trip must meet with the building principal to describe the purpose and circumstances of the trip and to request approval to begin planning the trip. Regarding approval to begin planning the trip, it shall be the principal's responsibility to determine whether a proposed trip should begin the preliminary approval process.

In addition to the general criteria listed in this procedure (Regulation 2320P), final administrative approval of an extended area or overnight field trip shall be dependent upon proper planning.

Failure to obtain planning approval shall be reason to cancel a proposed field trip.

No student, at any time, may drive on an Overnight Field Trip or at events outside King County.

Planning Schedule

The planning schedule is expected to include the following activities. The appropriate Assistant Superintendent / Executive Director of Education or the Superintendent may allow exceptions to this timeline at his/her discretion.


At Least 45 Days Prior

Preliminary Approval

Preliminary plans, including completed Category 2-Extended and Overnight Field Trip Pre-Approval Application (Form 2320F2b) with supporting documents must be submitted to the appropriate Assistant Superintendent / Executive Director of Education and, when applicable, the Director of Career and Technical Education (CTE) far enough in advance to provide adequate time to secure approval from the Superintendent prior to proceeding with any final plans and the securing of permissions.

Plans are expected to include: (See checklist Form 2320F2a)

  • Detailed Itinerary - the time schedule for departure, major events, travel arrangements, planned stops, and time and place for return.
  • Supervision – planned number of adult chaperones to supervise students. The appropriate number of chaperones will be determined by the principal and be subject to review by the appropriate Assistant Superintendent / Executive Director of Education. The trip may be canceled if appropriate supervision is not present at the time of departure. In planning, a number of alternate chaperones should be identified who could be used if regular chaperones are forced to cancel due to an emergency. At no time will the ratio of chaperones to students be less than 1 to 10 (1:10).
  • Financial Plan – Detailed estimate of all field trip costs and proposed method of covering the costs. Plans must detail any anticipated fundraising efforts, including collection of student fees.
   

After Preliminary Approval

Collection of Funds (if applicable)

Fundraising, collection of fees, promotions, collecting and making deposits, and securing of permissions can commence once preliminary approval has been given.

It is the responsibility of the staff member to ensure the field trip request has been submitted for approval well enough in advance to ensure adequate time to facilitate collection of necessary funds.

   
At Least 30 Days Prior

Transportation Request

If district-owned bus transportation or a licensed carrier is to be requested for the field trip, the staff member must complete the online transportation request through the Transportation Department for approval. Access to the online system will be facilitated through the building secretary.

Information Session

Hold at least one informational session for students, parents, and faculty. The agenda for this meeting should include but is not limited to the following:

  1. purpose of the trip and its relation to curriculum or activity program;
  2. review of steps being taken to secure permission from the Superintendent;
  3. detailed itinerary;
  4. proposed housing arrangements;
  5. budget and fund raising, including review of Regulations;
  6. rules of conduct;
  7. arrangements for chaperones;
  8. parent information and permission requirement;
  9. emergency procedures;
  10. transportation agreements.

Parents and all participants shall also be given or mailed this information in writing.

   
At Least 10 Days Prior

Chaperones

Final list of chaperones and alternates including cell phone numbers must be completed.

Chaperone Preparation Meeting

Hold at least one chaperone preparation meeting in which responsibilities and expectations for both students and chaperones are clearly outlined.

Parent Permission

The staff member must secure a signed parental permission form for each student who plans to participate in the field trip (Form 2320F2e).

Secure a signed parental permission form for each student who plans to participate. Check parent permission forms and file a final list of students, adult chaperones, and faculty/staff members who will be making the trip and a copy of the final itinerary with the principal and the appropriate Executive Director of Education and, when applicable, the CTE Director prior to departure. For Ropes/Challenge Courses or Water Activities use appropriate forms.

Volunteers

Ensure all non-staff volunteers have been screened and approved per Regulations 5630 and 5630P.

Provisions for Students Not Participating

Make provisions for those students who choose not to participate in the field trip for the time the teacher will be away.

Provisions for Students with Medical Conditions

Make provisions for all students who have medical conditions, medication information and/or allergies noted on the Parent/Guardian Permission Form 2320F2e. Submit a list of those students to the school nurse.

Required Credentials

All students (including aliens and exchange students), chaperones and staff members are required to take required credentials and identification with them on any field trip. Evidence of possession of proper credentials (which may include passports, birth certificates, etc.) or other required documents must be ensured prior to departure.

Emergency Procedures

One or more of the adult faculty sponsors or chaperones should have a current first aid certificate. Safety and emergency procedures should be discussed with students. In case of illness or accident, one adult should remain with the student until s/he can be returned to the care of parents or the designated substitute parent. District accident forms should be completed on accidents for which first aid or medical treatment is required.

Insurance Coverage

The district shall provide free student accident insurance coverage for one day school-sponsored field trips. For all supervised extended and overnight field trips, short term group insurance coverage must be purchased for the entire group of students participating.

   
At Least 10 Days Prior

Final Approval

Before a field trip can depart, the staff member must receive signed final approval (Forms 2320F2c/d) from the Superintendent. Request for final approval must include all required documentation and evidence of completion of all Regulation 2320P provisions. (See checklist Form 2320F2c.) Failure to provide all required documentations may result in the cancellation of the field trip.

   
Prior to Departure 

Prior to Departure

It is the responsibility of the staff member to report any deviation to the final field trip documentation approved by the Superintendent to the building principal and appropriate Assistant Superintendent / Executive Director of Education. The appropriate Assistant Superintendent / Executive Director of Education will determine whether the changes have substantially altered the nature of the field trip in such a way that the trip must be cancelled.

 

Category 3 – WIAA Athletic

Approval Requirements

The Category 3 expedited field trip process pertains only to school-chaperoned, Washington Interscholastic Activities Association (WIAA) sponsored in-season and related post-season contests, including extended area and overnight trips. Out-of-season or non-WIAA events will be treated as Category 1 or Category 2 field trips.

Approval for Category 3 field trips will depend on the proper planning of coaches prior to the event, including collection of detailed preseason parent permission forms from all athletes and appropriate travel arrangements in accordance with Regulation 2320P.

Planning Schedule

The planning schedule is expected to include the following activities. The appropriate Executive Director of Education or the Superintendent may allow exceptions to this timeline at his/her discretion.

Preseason

Preliminary Approval

WIAA Sponsored In-Season and Post-Season Field Trip Parent Permission Forms 2320F3e will be collected during the athletic registration process. Forms will be collected before athletes begin the season and include permission for extended area and overnight trips.

Coaches will submit a list of all eligible athletes and a copy of signed parent permission forms to the appropriate Athletic Director at the beginning of each season.

   

At Least 7 Days Prior

Field Trip Application

Coaches must submit a Category 3 WIAA Athletic Field Trip/Activity Application Form 2320F3b to the appropriate Athletic Director and Executive Director for approval. The application must include the following:

  • List of Participants – detailed list of athletes participating in the event. All participants must have a WIAA Sponsored In-Season and Post-Season Parent Permission Form on file.
  • Detailed Itinerary - the time schedule for departure, major events, travel arrangements, planned stops, and time and place for return.
  • Supervision – planned number of adult chaperones to supervise students. The appropriate number of chaperones will be determined by the athletic director and be subject to review by the appropriate Executive Director. The trip may be canceled if appropriate supervision is not present at the time of departure.
  • Financial Plan – Detailed estimate of all trip costs and funding source(s).

Transportation Request

If district-owned bus transportation or a licensed carrier is to be requested for the field trip, the staff member must complete the online transportation request through the Transportation Department for approval. Access to the online system will be facilitated through the building secretary.

   
 At Least 3 Days Prior

Parent/Guardian Communication

The coach must communicate the detailed itinerary to the parent/guardian of each participating athlete.

Superintendent Approval

The completed final authorization form and all supporting documentation will be submitted to the Superintendent or designee for approval.

   
Final Approval

Final Approval

Before a field trip can depart, the staff member must receive signed final authorization from the Superintendent. Application for final approval must include all required documentation and evidence of completion of all Regulation 2320P provisions. Failure to provide all required documentations may result in the cancellation of the field trip.

   
Prior to Departure

Prior to Departure

It is the responsibility of the coach to report any deviation to the final field trip documentation approved by the Superintendent to the Athletic Director and Executive Director. The Executive Director will determine whether the changes have substantially altered the nature of the field trip in such a way that the trip must be cancelled.

 
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