Global+education+'data+base'

Please contribute to our shared knowledge of global education programs and curriculum. We welcome your thoughts and examples of what is happening at your school. You can put the thoughts into discussions and create links to new pages on this site for the examples.

NAIS member schools can find examples of what others are doing at: [|Global Education Resources: Models at Independent Schools]

Here's another example: Cape Henry Collegiate School, Virginia Beach, VA; Willy Fluharty, Director 757-963-8266 50% of graduates participate in international programs in over 25 countries. 14% receive financial aid Nexus Program for 2008 French Language Immersion in Martinique Spanish Language Immersion in Marbella, Spain Endemic Species studies in the Galapagos Buddhist Studies in India and Bhutan Past academic programs: Vietnam, Cambodia, Tanzania, Panama, Mexico, Belize, Guatemala, France, England, Germany, Austria, Italy, Greece, Turkey, Bahamas, Ecuador Past Community Service Programs: El Salvador, Fiji, Tahiti, South Africa, India, Tanzania

This is a good example of trip planning and forms from LaJolla CDS:
 * LA JOLLA** **COUNTRY DAY SCHOOL**
 * TRIP PACKAGE** **REQUIRED FOR ALL** **OVERNIGHT SCHOOL TRIPS**
 * (Version 1.3 effective 9.19.06)**
 * TABLE OF CONTENTS**

Trip Procedures Guidelines (Pages 3-4)

Forms Required For Parents And/Or Students To Sign -Form A-Trip Contract and Parental Consent

Trip Description And Welcome Letter (Exhibit I)

Requirements And Responsibilities Of Trip Leaders And Chaperones (Exhibit II)

Emergency Action Plan (Exhibit III)

What To Do In Case Of An Emergency (Exhibit IV)

Vendor/Outfitter Review (Exhibit V)


 * La Jolla** **Country Day School**
 * Trip Procedures Guidelines**

Thank you for accepting the responsibility of being a trip leader. Off-campus school-related trips are an integral part of the Country Day education. However, because the trips are off-campus, they entail special requirements. The purpose of this document is to provide the trip leader with the school’s guidelines to be followed when engaging in off-campus trips with students. These guidelines are important to ensure that a successful trip occurs and that we take the necessary steps to manage the school’s risks and protect all travelers.
 * Background**

All off-campus school-related trips require planning and approval. The trip leader is responsible for obtaining the appropriate approvals **//prior//** to announcing a trip to our community. All trips should have been planned and included in the budget approval process for a given school year. There may be times when trips have not been planned and approved prior to the commencement of the school year, but these occasions should be very rare and will require the approval of the Head of School. There will be two meetings each year for all trip leaders, the Global Coordinator, the Assistant Head of School-Operations and the Chief Financial Officer. One mandatory meeting will be in August for trip leaders for that school year.
 * Approval Process**

The order of required approval for all off-campus trips is as follows:
 * Director
 * Assistant Head of School-Operations
 * Chief Financial Officer
 * Head of School (for new or unbudgeted trips)


 * Information Required For Trip Approval**
 * Written description of the trip (who, what, when, where and why) which explains the educational value of the trip.
 * Proforma (budget) of expected trip expenses and reimbursements (see Excel template; work with Business Office to develop, as necessary)
 * Insurance clearance (work with Assistant Head of School-Operations to ensure appropriate health/accident/liability coverage is obtained)
 * Clearance of all third-party tour guides and transportation, including obtaining their proof of insurance naming Country Day as an additional insured (coordinate with Assistant Head of School-Operations and Chief Financial Officer)


 * La Jolla** **Country Day School**
 * Trip Procedures Guidelines (Continued)**

Once the trip has been approved, the trip leader is responsible for the following: ü Trip description (see above), ü Key dates, including payment due dates and cancellation and refund policies ü Passport/notary/Visa requirements, if any ü Immunization requirements, if any ü Due dates for all required documents and payments ü Dates for planning meetings ü Key contact information, including Country Day contacts who will be available in San Diego for contact purposes while the trip is taking place ü Letter to parents offering accident and sickness insurance for travelers, along with a copy of the insurance policy (international trips only) ü Copy of Annual Student Health & Emergency Form (obtain from school nurse and bring on trip). ü Contract signed by parents and students granting permission for the student to participate in the trip and acknowledging the requirement to abide by school rules during the trip (see attached **Form A**) ü Notarized Permission to Travel form (international trips only, as required) ü Arrangements with all vendors (e.g., hotels, transportation, tour providers, meals, etc), including vendor permission forms, requirements, cancellation/refund policies and payment due dates (coordinate with Business Office, including determining to whom the travelers will make their payments) ü Preparation of necessary purchase orders ü List of proposed trip attendees (coordinate tuition assistance and billing with Business Office at least two months prior to trip commencement) ü Acceptance of supervision responsibility signed by Trip Leader and all chaperones (see attached **Exhibit II**) ü Emergency Action Plan, signed by Division Director (see attached **Exhibit III)** ü Copy of “What to do in Case of an Emergency” (see attached **Exhibit IV)**. Bring copy on trip ü Vendor/outfitter review (coordinate with Chief Financial Officer)-(see attached **Exhibit V)**
 * Post-Approval Procedures**
 * Publicizing the trip to the community, including:
 * Sending out a welcome letter to all travelers (see attached example **Exhibit I**) that includes:
 * Obtaining the following prior to trip commitment:

Trip Leaders for day trips are responsible for obtaining Division Director authorization and parental permission slips (see attached **Exhibit VII)** prior to all day trips. See separate Trip Package Required For All School Day Trips.
 * Day Trips**

Thanks again for being the trip leader. Have a safe and wonderful trip!

We are aware that the **[Insert name of trip]** is a La Jolla Country Day School sponsored function, to which all normal School rules apply. My daughter/son has my permission to participate in this trip. We are also aware that the use of drugs and alcohol is forbidden, and that their use will result in an immediate trip home and, depending on the circumstances, suspension or expulsion from La Jolla Country Day School.
 * Form A**
 * La Jolla** **Country Day School**
 * TRIP CONTRACT and PARENTAL CONSENT**

I also agree to abide by the La Jolla Country Day School’s handbook rules while on this trip

Student (Printed)

(Signature)

Parent _ (Printed)

_ (Signature)

Date _


 * Exhibit I**

The trip leader is required to send a welcome letter to parents that must include the following information: -Trip destination; -Due dates for all required documents and payments; -Dates for planning meetings; -Purpose of the trip; -Trip dates; -Names of the chaperones; -Approximate number of trip participants; -Mode of travel; -Emergency contact information at the destination; -School contact information (coordinate with your Division Director) and -Any other information that you feel is important for the parents to know
 * La Jolla** **Country Day School**
 * TRIP DESCRIPTION WELCOME LETTER**

This document should be accompanied by the remainder of the information packet. This letter must be copied to your Division Director and the Assistant Head of School-Operations and Chief Financial Officer

Requirements and Responsibilities for Trip Leaders and Chaperones
The safety and welfare of all trip participants is paramount. Additionally, please note that the behavior of all trip participants is a direct reflection of La Jolla Country Day School. As such, the following requirements and responsibilities must be adhered to at all times by the Trip Leader and all chaperones:


 * 1) Ensure that the following are brought along on the trip:
 * 2) Emergency contact information (student, parents, supervisor).
 * 3) Health forms updated medical release forms.
 * 4) Appropriate school insurance information and policy (if applicable).
 * 5) Enforce all rules of student handbook. Modify as appropriate for cultural context.
 * 6) 24 hour responsibility for students (not optional)-See Exhibit IV.
 * 7) Maintain reasonable direct supervision. Clearly define and communicate safe parameters.
 * 8) Communication with school and parents, as necessary.
 * 9) No child left behind.
 * 10) Communicate disciplinary consequences with parents and students prior to the trip.
 * 11) No alcohol, drugs or smoking. Includes chaperones.
 * 12) Responsible for appropriate expense reporting and record keeping, including managing within budget parameters.
 * 13) Be aware of your responsibility for taking reasonable steps to provide for student’s safety.
 * 14) Arrange in advance for the safest transportation for students. Students are not allowed to drive students at any time.
 * 15) Ensure all trip participants have obtained the appropriate immunizations and passport/notary/Visa requirements. Maintain possession at all times of all passport information and provide copies for all students.
 * 16) Maintain appropriate student supervisor ratio at all times (recommend a minimum of 2 supervisors and student to supervisor ratio not to exceed 1 to 10).

I have read and understand my responsibilities as a Trip Leader and/or Chaperone:

Name (Print) Date

Name (Signature)

For all trips, the School’s safety objectives are to prevent any fatalities and disabling injuries and illnesses, and to reduce other injuries, illnesses and near misses. The Trip Leader is responsible for preparing an Emergency Action Plan (approved by his/her Division Director) prior to trip commencement. This plan identifies the risks that might be anticipated on each trip. Each trip must address the overall safety objectives, anticipated risks due to the nature of the terrain and any known risks such as poison oak, snakes, possible weather and snow conditions, supervision ratios (student to faculty), student training, the program’s daily activities (listed with applicable precautions taken to avoid sun burn, dehydration, altitude headaches, nausea and environmental concerns such as altitude, heat or cold). Emergency and communications procedures are also to be described. The Trip Leader should take this document on the trip and provide a copy to his/her Division Director. Regarding media communication, the School will identify the School’s spokesperson and handle all media communication. The Trip Leader should not communicate with the media. The School’s procedures describe how parents, in the event of a true family emergency, are able to contact a School official (during or after school hours) who will contact trip leaders in the field.
 * Exhibit III**
 * La Jolla** **Country Day School**
 * PRE-TRIP PLANNING**
 * //Emergency Action Plan//**

The Emergency Action Plan document should include the following, at a minimum: _ __**Risk Identification**: Identify risks specific to the trip environment, prevention measures, treatment procedures for injuries/illnesses, (e.g., local terrain, getting separated, kitchen guidelines.)__ _ **Program Activities**: Identify risks, precautions, student orientation to activity, instruction, and supervision (may require advance site visit.) _ __**Emergency Procedures**:

First-Aid: overall first-aid training, treatment procedures, and in the event of injury/illness, action to be taken, schedule changes and parent notification. First-Aid kit contents. CPR: overall CPR training. EMS procedures for, and evacuation routes, for program areas.__ _ **Communication Procedures**: standard system for emergencies. _ __**Field Emergency Response Information**: Identify and list the nearest emergency facilities, hospital and ambulance services with telephone numbers, map and driving directions.__ _ **Emergency Notification Procedures**: List the cell phone numbers of all trip supervisors and provide School emergency contact numbers. _ __**Participant Consent Form (Form A) and Vital Information Form (Form B)**.


 * Exhibit IV**
 * La Jolla** **Country Day School**


 * TRIP RISK MANAGEMENT PLAN**
 * //What To Do In Case of An Emergency//**
 * //(Leader To Bring On Trip)//**

1. Take reasonable steps to provide for the safety of students and all trip participants.

2. Account for all students in your presence. No one should be left alone if at all possible.

3. Call 911 if necessary and/or possible.

4. Report to school administration

5. Follow the instructions of public safety personnel or administrators.

Chaperones should identify student leaders prior to the trip so that they can assist as required.

As necessary, use the contents of the emergency backpack. The backpack should include water, a first aid kit, sunscreen, insect repellant and nutrition bars.


 * Exhibit V**
 * La Jolla** **Country Day School**
 * TRIP RISK MANAGEMENT PLAN**
 * //Vendor/Outfitter Review//**

The Trip Leader is responsible for working with the Business Office to obtain a vendor/outfitter review of all outside organizations who will plan, organize and lead risk activities (e.g., white water rafting, rock climbing, mountaineering, etc.) and establishing that the School is named as an additional insured on the outside organization’s insurance policy, with adequate limits. Examples of such vendors/outfitters include transportation providers and trip guides). The Trip Leader shall provide the Chief Financial Officer with the names and contact information for such third parties.


 * //Check List://**__

_ **Proof of Adequate Insurance**: Vendor/outfitter to provide Country Day with a copy of its liability insurance providing at least $1 million coverage and naming Country Day as an additional insured party. ___ **Contract with Outfitter**: listing services and staff provided, fees charges for services and any cancellations/refund policy, to be signed by the Chief Financial Officer.