Student activity travel is governed by Policy/Regulation JJH/JJH-R. The policy is reviewed annually with Advisors/Coaches/Directors and other staff who travel with students. The following procedures must be adhered to when arranging student travel to an activity.  

High School District transportation is arranged by the HS Activities Principal or Fine Arts Coordinator (or FA office).  Middle and elementary schools work with their building lead clerical and principal.  All District travel (except rotational) is arranged with School Bus Inc.  If an activity begins or end outside of the normal school day hours, in the Sioux Falls metro area, activities may elect to have students provide their own transportation.

All Advisors/Coaches/Directors/Students/Team/Group Members must travel on District provided transportation, unless there is an extenuating circumstance and approved by your Activities Principal or Fine Arts Coordinator.  If there is no extenuating circumstance approved by the Activities Principal or Fine Arts Coordinator, the individual that drives on their own accord, will not play if it is a player, and will not coach/direct/advise if they are a staff member.  There are no District funds for approved extenuating circumstances.

Always provide a copy of your itinerary to your building/activity principal and fine arts coordinator.  These can be shared with School Bus Inc.

Rotational Travel Approval Process

The activity sponsor or advisor shall submit a written proposal for approval to the building Principal or designee and the Coordinator of Fine and Performing Arts/Designee no later than March 1 of the school year preceding the proposed trip. In addition to the completing the online proposal form include:

• A tentative itinerary

• A completed application to the SDHSAA for approval of out-of-state music contest/festival

Upon receipt of all approval signatures, the request will be submitted to the Board for approval. The Board must approve all Music Rotational Travel prior to implementation of the proposal.  Following school board approval, the public announcement and preparations may commence. If you have not heard back the day following the next school board meeting contact the FA Coordinator right away.  The school board meets every two weeks on Monday.  Submissions are due the Wednesday before the board meeting to be included on the agenda. 

Upon Board approval, and not before, the ensemble director shall:

• Provide parents/guardians with specific written information about objectives, costs, deposit and payment timeline, itinerary, chaperones and accommodations.

•  Obtain a signed parent/guardian consent, medical waiver, and waiver of liability form for each student participant.

•  Select chaperones for the event, utilizing the chaperone application process outlined in the Activity Handbook.

•  Schedule conferences or orientation sessions for students and parents/guardians to assure that all plans and arrangements are clearly understood.

All final details, including a list of chaperones, a detailed itinerary and final costs, for the approved travel proposal shall be submitted in writing to the Coordinator of Fine and Performing Arts/Designee no less than 90 days prior to the departure date.

Within one month of the completion of the Music Rotational Travel Experience, an evaluation of the events shall be submitted to the building principal and the Fine Arts Coordinator.  This evaluation shall be a narrative, showing completion of the goals outlined in the approval process.

Late Proposal Submissions are Unacceptable.

In consideration to students and families, the March 1 submission deadline is to be considered the absolute latest date a rotational travel plan can be fairly executed.  The deadline is in place to allow for inclusion of all students including students of lower financial means.

NOTE:

It is strongly recommended that the proposal form be submitted, approved, and subsequent planning commenced, 6 months to 12 months prior to the March 1 due date to allow proper planning, promotion, and student fundraising by families.

In the event a proposal is past the March 1 deadline, a written email request for approval for late submission must be sent immediately to the fine arts coordinator with a full explanation of the circumstances, including any absolving documentation, causing the late submission.

NOTE:

All requests for late submission with explanation will be reported to and evaluated by the Superintendent, School Board, Assistant Superintendent of Curriculum Services, and the respective school's Principal.  Late submissions because of teacher negligence may result in disciplinary action, including but not limited to, an investigative disciplinary meeting with the fine arts coordinator, superintendent, and assistant superintendent of curriculum services, a written reprimand in the teacher’s summative evaluation for rehire, and a written reprimand in the teacher’s permanent personnel file.  Communication to students and families explaining the situation including any negligence on the part of the teacher may also be required.

Use the criteria below to form your late submission request and explanation.  If permission is granted, cut and paste the same request into the trip proposal using the space in the online form.  The late submission request must be approved prior to completing the travel proposal form and must be included in the travel proposal form.

Include the following information:

1. Provide an explanation as to why the request is being submitted past the March 1 due date in the space below.

2.Include an explanation of the status of student fundraising and the planning and methods you have secured to allow all students to properly and adequately raise the needed funds within the shortened allotted time.

3. Include copies of all absolving documentation which provides proof of any extenuating circumstances beyond the teacher’s control that caused the late submission.

High School Trip Rotation (JJH / JJH-R)

LHS RHS WHS JHS

24-25 Band Choir Band Choir

25-26 Choir Orchestra Choir Orchestra

26-27                                    Orchestra Choir Orchestra Choir

27-28 Choir Band Choir     Band

28-29 Band Choir Band Choir

29-30 Choir Orchestra Choir Orchestra

30-31 Orchestra Choir Orchestra Choir

31-32 Choir Band Choir Band

32-33 Band Choir Band Choir

33-34 Choir Orchestra Choir Orchestra

34-35 Orchestra Choir Orchestra Choir

35-36 Choir Band Choir Band

36-37 Band Choir Band Choir

Initial Deposit

When the Student Approval Forms are due, an initial $300 deposit is also due. The deposit may exceed $300 when required by the travel company.

Fundraising opportunities will be provided prior to the date of the required deposit.

Any payments made to the travel company on behalf of the student become non-refundable in accordance with the provisions in the agreement with the travel company. These provisions may vary slightly by company, schedule and destination.

Trip Costs and Fundraising Opportunities

The maximum per student cost for a single Music Rotational Travel activity shall not exceed $1,500. The allowable amount shall increase by $30 per year beginning FY19.

•  Students are expected to fulfill the total cost of the trip, either through additional fundraising or by other means.

•  Fundraising opportunities must be made available for students to raise their entire share of the costs, including the initial deposit.

• If the student has made every effort to participate in fundraising activities, but is still unable to raise the full amount, or if the student experiences extenuating circumstances, the family may apply for need-based financial assistance. The application must be made in writing to the principal at least one week prior to the next payment deadline. The application must include documentation of fundraising efforts and/or details of the extenuating circumstances that are a factor. A parent/guardian signature is required on the application. Building administration will determine approval of financial assistance with funds coming from the music group’s parent organization or T&A account.

•  Students who do not make scheduled payments and do not utilize the fundraising activities may be excluded in the travel roster at the discretion of building administration

•  Monies raised by fundraising activities for the purpose of Music Rotational Travel will be kept in the school’s trust and agency account. Transfers will be made to district accounts as payments are made to contracted travel agents.

• Students may withdraw up to $45 per day of a trip (not to exceed $300) from their individual student account (ISA), should their ISA have a balance larger than required for the trip payment and program fundraising goals.  The school will issue a check from the ISA to the student prior to the trip.

Cost per Student Limits by Year

2024-25: $1710 2025-26: $1740 2026-27: $1770 2027-28: $1800 2028-29: $1830          2029-30: $1860 2030-31: $1890

Evaluation of Music Rotational Travel

Within one month of the completion of the Music Rotational Travel experience, an evaluation of the events shall be submitted to the building principal and the Coordinator of Fine and Performing Arts/Designee. This evaluation shall be a narrative, showing completion of the goals outlined in the approval process.

Travel Contracts and Bidding

The Coordinator of Fine and Performing Arts/Designee in conjunction with the Purchasing Supervisor will handle travel proposals for all groups. Trips requiring an overnight stay greater than one night shall require Board approval.

The travel proposal will include the cost of up to two directors and the approved cost for the requisite number of chaperones in the per student cost for the trip.

Disposition of Unspent Travel Money

If, after taking a trip, a group has excess money over what was needed for travel, a plan will be submitted to the principal outlining the intended use of the excess funds.

Refunds and transfers of trip money will be granted only in the following circumstances:

• Unspent money in individual trip accounts of graduating seniors will be rolled into the general fund of the activity or group in which the student participated.

• In the case of a student dropping out of an activity or not allowed to participate in an activity due to a violation of the District’s Discipline Policy, the money will revert to the general fund of the activity or group unless monies were paid into the student’s account by personal checks from the student or his/her family and then only back to a student or family, if the funds were not committed or expended on trip expenses. 

• In the case of a sibling being enrolled in the same school and participating in the same activity as the student who graduates or drops out, the funds may be transferred to the sibling’s travel account.

•  In no event will more than $300 per student be returned.

Approval Process

A written plan must be submitted to the building principal or designee at least two weeks prior to the trip. When one group is taking multiple trips, they may be submitted on one document. The written plan must specify the following:

• Destination

• Educational objectives that will be accomplished

• Time of departure and return

• Educational alternatives for students who do not participate in the trip

• Space for Principal’s signature

The principal must sign the written request, keep a copy, and return a signed copy to the teacher

Transportation

If commercial transportation is used, it must be provided by the District’s contracted carrier.

If the school arranges private vehicle transportation, an insured parent/guardian/teacher (adult over 21 years of age) must drive each vehicle. Adult drivers must be an approved unsupervised volunteer and provide a valid driver’s license and proof of liability insurance to the principal at least five days in advance of the trip. Students may not be transported in vans or other personal vehicles with a capacity rating of ten or more persons.

A student may travel to and/or from the field trip with his/her own parent/guardian if a written request from the parent/guardian has been submitted no fewer than five days in advance of the event, and must be approved by the building administrator or designee. The parent/guardian must check in with the building principal/designee prior to leaving the event.

A person who is not an approved unsupervised volunteer may not transport any child other than his/her own.

At the high school level, when a field trip requires students to both leave and return to the school building during instructional hours, the school must arrange transportation

Chaperone Requirement

At least one chaperone per group as assigned by administration must accompany students on a field trip.

Student Approval Forms

Parents/guardians must receive notification about any field trip. The Annual Emergency Health, Student Update and Authorizations Form must be signed and on file in the building office.

Student Fee and Fee Waivers

Students may be requested to contribute to the cost of the field trip. Any parent/guardian or student request to waive the cost will be automatically honored by the building principal/designee. Expenses for meals are the individual student’s responsibility.

Approval Process

A minimum of three weeks before the start of each semester or season the activity sponsor, advisor, or coach shall submit to the principal or designee for approval a list of all in-district and out-of-district travel related to the activity, club, sport, or SDHSAA sponsored events. Requests for music groups to travel to non-bordering states must be accompanied by a completed application to the SDHSAA for approval of out-of-state music contest/festival travel. The principal or designee shall give written approval to the travel schedule. A copy of the signed approved travel schedule and pertinent SDHSAA forms shall be forwarded to the appropriate Curriculum Services Department coordinator

Duration of Activity Trip

Whenever possible, activity trips should be restricted to one-day trips and should occur during the evening or on weekends or vacation periods. No more than three overnight trips per activity group per semester or six overnight trips per school year may occur.

Transportation

If commercial transportation is used, it must be provided by the District’s contracted carrier.

If the school arranges private vehicle transportation, an insured parent/guardian/teacher (adult over 21 years of age) must drive each vehicle. Adult drivers must be an approved unsupervised volunteer and provide a valid driver’s license and proof of liability insurance to the building principal/designee at least five days in advance of the trip. Students may not be transported in vans or other personal vehicles with a capacity rating of ten or more persons.

Students must travel with the class/group/team to and from the event in whatever transportation has been arranged by the school. In extenuating circumstances a student may travel to and/or from the event with his/her own parent/guardian if a written request has been submitted in advance and approved by the building administrator or designee. The parent/guardian must check in with the building administrator/designee prior to leaving the event. A student may ride only with his/her parent/guardian.

When an activity trip requires students to both leave and return to the school building the same day during instructional hours, the school must arrange transportation.

At the high school level, a school is not required to arrange transportation for an activity that starts prior to, or ends after, the school day, when the event is within 15 miles from the District. In such circumstances, parents/guardians will be informed that the school will not provide transportation

Chaperone Requirement

At least one chaperone per 10 students must accompany students on activity trips. For overnight trips male and female chaperones (adults over 21 years of age) are required when male and female students are involved. (See Regulation IJOC-R – School Volunteers for overnight chaperone requirements.). See CHAPERONE REQUIREMENTS above for rotational travel above for additional resources.

Student Approval Form

Parents/guardians must receive notification about any activity trip. A signed parent/guardian consent, medical waiver, and waiver of liability form must be on file for activity trips.

Fundraising

Students may be asked to defray some costs associated with an Activity Trip. These costs may be financed through student fundraising. An individual fundraising goal will be set each year per activity, not to exceed $300 per activity. The goal will be for each student to earn enough money through fundraising to meet the established goal. If a student chooses not to participate in fundraising, a donation may be given instead. No student shall be denied participation in an Activity Trip for a financial reason. Funds must be available in each building (through the booster groups and fundraising) to provide assistance for students who do not reach the goal through fundraising and/or donations.

Expenses for meals are an individual student’s responsibility.

Approval Process

Prior to the start of the school year the school personnel shall submit to the principal or designee for approval a written plan that specifies the following:

• Destination

• Purpose of the travel

• Educational objectives that will be accomplished

• Time of departure and return

• Educational alternatives for students who do not participate in the activity or trip

• Estimated costs involved and a plan for how students can raise the funds if the cost is not covered by the District

• Space for signatures of approval (Principal and Superintendent)

The principal must sign the written request, keep a copy, and return a signed copy to the teacher.

Duration of the Extended District Curriculum Travel

Whenever possible, Extended District Curriculum Travel experiences should be restricted to two school days in conjunction with weekends, or vacation periods. The maximum length for these travel experiences shall not exceed five days. The Superintendent or designee must approve the duration and calendar days of the trip.

While travel may occur during long school breaks, every effort should be made to keep travel off of the actual holidays. Should circumstances make a trip exceeding five total days necessary for performance, educational, or cultural purposes, a written request for an exception shall be made to the Superintendent prior to the development of the formal proposal.

Transportation

If commercial transportation is used, it must be provided by the District’s contracted carrier. When other modes of transportation other than bus are required, the most cost and time efficient mode of transportation will be used. Consideration must be given to the students’ safety regarding lodging, distances traveled, length of trip, safe travel within the destination city, and the safe transport of District students to and from all activities and events.

If private vehicles are used, an insured parent/guardian/staff member (adult over 21 years of age) must drive each vehicle. The parent/guardian must be an approved unsupervised volunteer and provide a valid driver’s license and proof of liability insurance to the advisor/coach/director or building administrator at least five days in advance of the trip. Students may not be transported in vans or other personal vehicles with a capacity rating of ten or more persons.

Students must travel with the class/group/team to and from the event in whatever transportation has been arranged by the school. In extenuating circumstances students may travel to and/or from the event with his/her own parent/guardian if a written request has been submitted in advance and approved by the building administrator or designee. The parent/guardian must check in with the advisor/coach/director prior to leaving the event. A student may ride only with his/her parent/guardian.

Chaperone Requirement

At least one chaperone per 10 students must accompany students on a trip. For overnight trips male and female chaperones (adults over 21 years of age) are required when male and female students are involved. (See Regulation IJOC-R - School Volunteers for overnight chaperone requirements.).  See CHAPERONE REQUIREMENTS above for rotational travel above for additional resources.

Student Approval Forms

Parents/guardians must receive notification about the scheduled trip. A signed parent/guardian consent, medical waiver, and waiver of liability form must be on file for each Extended District Curriculum Travel experience. The approval and waiver of liability must also indicate the family’s agreement to pay for the trip.

Fundraising

The maximum a family may be required to pay per student is one-fourth of the total cost, or $300 (family maximum per student), whichever is less. The remaining costs are to be covered by student’s fundraising activities. Expenses for meals are an individual student’s responsibility. When the District pays transportation and lodging, reimbursement to vendors will be made in accordance with District policy.

Fundraising opportunities shall be provided so that students can earn the entire individual travel amount through fundraising activities. The fundraising activities shall be sufficient so that the entire individual amount needed can be raised between the time of Superintendent approval and the time of departure for the trip.

EEAG – Staff Transportation of Students in Private Vehicles

EEBB – Use of Private Vehicles on School Business

IJOC/IJOC-R – School Volunteers

JJAA/JJAA-R – School Activity Rules

JJE/JJE-R – Student Fundraising Activities

JK/JK-R – Student Discipline