Activity/Athletic Trips

The Board of Education recognizes and supports the importance of legitimate learning experiences available in the total school program through student activity and athletic programs, events, and competitions. Travel by activity groups is normally limited to in-state, one day programs, performances, and competitions. However, it is recognized that some of our activities require travel outside of the state and overnight stays.

All student over-night and out-of-state activity/athletic trips shall be submitted in writing by the sponsor/coach to the school administration upon making the decision to take a trip. Requests shall be submitted according to the following guidelines. It is the intent of this policy that all over-night and out-of-state trips receive the appropriate approvals prior to the commencement of ancillary activities associated with the trip, such as fund-raising, reservations, deposits, and the like. At a minimum, out-of-state and over-night trips shall be submitted 30 days in advance of the trip, and out-of-state trips requiring Board of Education approval must be submitted a minimum of 60 days in advance of the trip.

Requests for activity trips (out-of-state and over night) shall be submitted to the building principal, appropriate director/coordinator (if applicable), and forwarded to the superintendent (or designee) upon recommendation of approval.

Requests for athletic trips (out-of-state and over night) shall be submitted to the Athletic Director and building principal. The request shall be forwarded to the superintendent (or designee) upon recommendation of approval. Regularly scheduled, in-state athletic competitions and programs requiring out of town travel that do not require an over night stay may be approved by the Athletic Director.

All over-night trips require the approval of the building principal, athletic director (if an athletic team), and the superintendent (or designee).

All student travel and trips are subject to cancellation by the administration at any time due to safety, logistical, financial, or other concerns.

Out-of-State Trips

Some activity and athletic trips are over relatively short distances and others are over long distances. A trip to Altus, Oklahoma (an in-state trip) is longer than one to Ft. Smith, Arkansas (an out-of-state trip), for example. An out-of-state trip to a destination such as Ft. Smith, Arkansas is a relatively short trip in terms of miles and time and requires a routine level of logistical, financial, and safety planning. However, a trip to a destination such as Orlando, Florida may be a place of a legitimate out-of-state trip. Such a destination is at a great distance from Broken Arrow, requiring additional logistical, financial, and safety planning.

Therefore, out-of-state trips to states contiguous to Oklahoma shall not require Board of Education approval. Such requests are subject to the approval of the site principal, the Superintendent (or designee), and the appropriate director/coordinator (if applicable).

Requests for out-of-state activity trips to states not contiguous to Oklahoma and all international trips are subject to the specific approval of the Board of Education after receiving the recommendation of the site principal, the Superintendent (or designee), and appropriate director/coordinator (if applicable). Such requests are considered on an individual basis.

Prior to the end of each fiscal year an information item will be submitted to the Board detailing the previous school year’s approved activity and athletic out-of-state trips.

The following guidelines will be observed for activity and athletic travel and trips:

1. BAPS owned vehicles (bus, suburban, etc.) may be used for out-of-state, student activity trips 275 road miles or less from Broken Arrow, subject to availability and approval by the Director of Transportation and the Superintendent (or designee). Transportation must be approved commercial vehicles for in state and out of state trips more than 275 road miles from Broken Arrow (bus, train or air).
2. Bids on commercial transportation contracts must be coordinated through the business office per Board of Education policy.
3. All costs for the trip must be paid by the activity group, with proper accounting through the school activity fund. Amounts specified by the student activity group as required for each student participating must be paid in full prior to departure for the trip.
4. Parental authorization forms and appropriate release forms are to be on file with the building principal and sponsor(s) of the trip.
5. Fund-raising projects related to the trip are to be approved in advance by the principal and/or Board of Education per Board of Education policy.
6. Absence from classroom time will be severely limited. Trips requiring absence of more than two days classroom time are not advised and subject to approval by the Board of Education only under special circumstances and the recommendation of the administration.
7. Travel, meals, and lodging expenses of the activity group sponsor(s) may be paid from the appropriate activity group account within the Student Activity Fund.
8. An approximate ratio of 1 adult chaperone per 10 students is required for all overnight and out-of-state trips. When more than one transportation vehicle is used during a student activity trip, a minimum of one school employee chaperone must accompany students on each transportation vehicle.

Prior to initiating any request for approval of an out-of-state or over night activity trip, the activity sponsor, building principal, appropriate director/coordinator (if applicable) and the Superintendent (or designee) will review (and meet to discuss if deemed necessary) the proposed trip and its merits.

Source: Administrative guidelines, modified and adopted as Board of Education policy, November 5, 1990. Amended by Board of Education on August 8, 2005.