Madison Metropolitan School District
Board of Education Policies and Procedures

POLICY	EXTENDED TRIPS OR FOREIGN TOURS	5100 Auxiliary Services

Extended Trips or Foreign Tours

All school sponsored extended trips or foreign tours must be approved by the SUPERINTENDENT prior to any employee using school time to announce, organize, arrange, advertise and/or promote the event. No Madison School District employee may receive for his or her personal benefit anything of value from any person other than the Madison School District to sell, promote the sale of or act as an agent or solicitor for the sale of any goods or services to any Madison School District student while on the property of the Madison School District or at any activity of the Madison School District.

Extended trips or foreign tours are those overnight or in excess of 200 miles.

1/13/03

PROCEDURE	EXTENDED TRIPS OR FOREIGN TOURS	5100 Auxiliary Services

Extended Trips or Foreign Tours

1. The PRINCIPAL, appropriate ASSISTANT SUPERINTENDENT and the SUPERINTENDENT shall approve all extended trips or foreign tours.
2. An application for the approval of (1) extended trips or foreign tours and (2) organizing, promoting, advertising, arranging, and/or announcing the trip or tour shall include the following:
   1. The name of each employee who will organize, promote, advertise, arrange and/or go on the trip or tour.
   2. The financial arrangements: (1) the name of each employee who will receive through the MMSD a free or reduced airline ticket, a free or reduced hotel accommodation, or anything of value as a result of organizing, promoting, advertising, arranging and/or going on the trip or tour; (2) the cost per participant and what the cost covers; and (3) what, if any, school sponsored fund raising activities are contemplated.
   3. The name of the travel agent and the address of the travel agency.
   4. A list, if any, of the free or reduced airline tickets, free or reduced hotel accommodations or anything else of value that will be given to the Madison School District.
   5. The names of employees, other chaperones, as well as administrative personnel, if any, who will be furnished by the travel company to supervise the trip/tour. The ratio of BOARD employees who will chaperone and supervise students shall be 1 employee for every 10 students and the chaperones are to be employees of the BOARD.
   6. The criteria for determining which students are eligible to go on the trip/tour.
   7. A description of the instructional purpose of the trip/tour, the place(s) that will be visited, and the departure and return dates, as well as the mode(s) of transportation that will be used. In accordance with Board Policy, students may be granted credit for engaging in educational opportunities during trips/tours.
   8. If the extended trip/foreign tour cannot be scheduled during a time in which school is not in session, a rationale should be provided as to why the trip/tour has to occur during a time when school is in session.
   9. For a foreign tour, (1) the name of the employee who has current CPR certification and (2) the name of the employee who has first aid training.
   10. For an extended trip, the name of the employee who has first aid training.
3. No employee shall advertise, promote, organize, arrange or announce an extended trip or foreign tour which has not been approved by the SUPERINTENDENT.
4. All transportation must be by bonded carrier.

§ 118.12
1/13/03

Last Updated: Tue Oct 4 08:25:34 2005
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