Appendix K: OHVA Travel & Trips Policy

The objectives of this policy are to: (1) establish requirements for student travel and trips to ensure the safety and well-being of students and chaperones; and (2) establish a uniform set of procedures that govern the travel approval process.

POLICY

I. Definitions

Chaperone: Chaperones are assigned to a trip by OHVA to assist with the supervision of student behavior and group activities. Chaperones may include certified teachers, educational support personnel, or parents or other volunteers. Chaperones must be at least 21 years old and clear the state required background check.

Educational trips: Educational trips are designed (1) to provide students with knowledge and experiences to supplement their curriculum or (2) to provide enrichment experiences. Educational trips that supplement the curriculum include, but are not limited to, visiting museums and zoos and going to theater productions, business/industry tours, cultural exhibits, and nature centers. Educational trips that provide enrichment experiences include, but are not limited to, trips outside the borders of the U.S. or trips that are part of an extracurricular activity. Educational trips fall into one of the following four categories which determine the applicable trip requirements:

Category 1 Trip

   Trips outside the borders of the U.S or its territories

Category 2 Trip

   Trips within the U.S. that may include an overnight stay

Category 3 Trip

   One-day field trips

Category 4 Trip

   Interscholastic competitions

Non-educational trips: Non-educational trips are trips that have little or no educational value. They include, but are not limited to, trips to amusement parks and/or recreational facilities.

School Trip Supervisor: A School Trip Supervisor is a certified teacher/staff designated by the Head of School to be the lead chaperone on a Category 1 or 2 trip and the point of contact for OHVA while on the trip.

II. General Requirements

1. Educational Travel – All travel and trips must be approved by the OHVA Head of School or Designee.

2. Permission Slips and Release Forms – OHVA shall verify that there is a signed parent or guardian permission slip for each participating student and, when applicable, a signed release form for each participating student and for each participating adult chaperone. The school shall retain originals of each of the permission slips and release forms.

3. Funds Disbursement –Funds, including deposits, shall not be collected from students or disbursed by OHVA prior to receiving approval from the Head of School.

4. Contract Review - OHVA must follow the applicable Board Rules when entering into contracts.

5. Scheduling - Scheduling Restrictions.

   1. • OHVA reserves the right to restrict certain dates for travel within the calendar.

      •  Scheduling Summer Trips - Trips may be scheduled during the summer.

6. Supervision – All trips must have OHVA staff as chaperones.

7. Right to Rescind – OHVA retains the right to rescind approval of trips when, in their judgment, circumstances may jeopardize the safety of students and chaperones.

8. Student participants – Only enrolled students are eligible to participate in a student trip. Students are subject to the Student Code of Conduct while participating in a student trip.  OHVA may refuse to allow a student to participate in any trip, consistent with the travel guidelines, so long as the student is not denied participation solely due to a disability. A student/parent may appeal the decision to deny a student’s participation to the Head of School, who shall make the final determination.

Accommodations shall also be provided to transgender and gender non-binary students, as well as students questioning their gender identity, regardless of whether the student is consistently asserting a particular gender identity at school. These accommodations shall be assessed on a case-by-case basis and in a manner consistent with OHVA’s Diversity and Inclusion policy.

9. Approval – Approval requirements and timelines are determined by the trip category. All trips must be approved before the date of travel and the disbursement of funds.

10. Student rooming arrangements for OHVA travel will be set by OHVA staff prior to travel.  Room accommodations may vary depending on the specific trip and the room capacity set by the lodging location.  All students/families will be provided details on rooming and accommodation options prior to the trip.

III. Supervision

A.    The principal must identify trip chaperones to accompany students in a ratio of at least one (1) adult to every ten (10) students. At least one chaperone must be a certified teacher/staff employee.

B.    Trip supervision must require all participants to uphold the policies within the OHVA Handbook and code of conduct.

C. OHVA is responsible for verifying and complying with the chaperone requirements of the facility or event being visited. If the facility or event requires a smaller chaperone ratio than this policy requires, the principal must appoint additional chaperones.

IV. Costs and Fees

Parental Notice - OHVA is responsible for providing a written description of all costs of the trip to students and parents before accepting students for the trip.

V. Students with Disabilities

Students with disabilities shall not be denied participation in a student trip solely based on their disability. These students may require additional staff and accommodations, which must be provided in accordance with the student's Individualized Education Program or Section 504 Plan at no additional cost to the student or parent/guardian.