POLICY NUMBER:
500.24
ADOPTED:
8.19.2025
Board Policy
- The Board of Education recognizes the benefits derived from participation in extended school activities and/or functions whose sponsorship legitimately recognize and enhances special achievement and performance. Occasionally, such extended trips require overnight travel. When the activity enhances and enriches the achievement of a student or group of students, the Board supports and encourages such activity.
- The Board also recognizes its duty to provide a safe environment during all school activities and where students are, for the most part, minors, the Board seeks, through this policy to establish parameters for student overnight travel.
- Student overnight travel should be carefully designed to minimize disruptions to the basic education program, involve parents/legal guardians in the planning, and safeguard students from undue pressure to participate.
- All student overnight travel requires approval by the District’s Travel Committee, and the approval request must detail the educational purpose of each trip or activity.
- District and school personnel are prohibited from sponsoring or promoting personal and commercial trips at school, or in any place where they are acting in the scope of their district or school responsibilities.
- The Board authorizes the Superintendent and the District Administration to develop administrative regulations consistent with this policy, subject to review and approval by the Board.
ADMINISTRATIVE REGULATION:
500.24-1
APPROVED:
8.19.2025
The District Travel Committee - 500.24-1
- The Board of Education establishes a District Travel Committee (DTC) and delegates to the DTC the responsibility to review approve student overnight travel requests by Canyons School District students. The committee will meet at least four (4) times per year to consider and approve new travel requests.
- Members of the District Travel Committee include:
- Business Administrator or designee;
- Assistant Superintendent;
- Director of High Schools; and
- All high school principals.
- A subcommittee of the District Travel Committee will meet periodically through the year to ratify previously approved student overnight travel trips:
- The District Travel Subcommittee will include the Assistant Superintendent, Director of High Schools, and the high school principal (or designee).
ADMINISTRATIVE REGULATION:
500.24-2
APPROVED:
8.19.2025
Definitions - 500.24-2
- Annual Student Overnight Travel (SOT) Trip: A trip the District Travel Committee determines may occur on an annual basis.
- District Travel Committee: means a committee established by the Board of Education to review all new student overnight travel requests by Canyons School District students. The committee will meet at least four (4) times per year to consider and approve new travel requests for the next school year.
- Members of the District Travel Committee include:
- Business Administrator or designee;
- Assistant Superintendent;
- Director of High Schools; and
- All high school principals.
- Members of the District Travel Committee include:
- Student Overnight Travel: means travel associated with an extended school activity beyond one (1) day. Overnight travels requires approval by the District Travel Committee.
- Tier-Two (2) Travel Gross Expense Cap Rule: Each eligible high school group or organization may travel up to the full amount of the travel gross expense cap per student for one (1) year. In the subsequent school year, the student overnight travel cost per student for the high school group or organization must not exceed one-half (1/2) of the travel gross expense cap (e.g., if the travel gross expense cap is $2000.00 in year one, then the Two-Tier (2) Travel Gross Expense Cap must not exceed $1000.00). The Tier-Two (2) Travel Gross Expense Cap Rule is applicable once a high school group or organization student overnight travel cost exceeds 50% of the travel gross expense cap.
- Travel Gross Expense Cap: The maximum dollar amount that may be spent per student for overnight travel as approved in the Board Approved Fee Schedule.
- UHSAA Regional Competition (SOT): Student overnight travel associated with UHSAA competitions. Advance notice for these events may be limited and travel associated with such events is subject to a separate approval process as outlined in Exhibit 3 (state/regional travel exceptions). .
- “UHSAA”: means the Utah High School Activities Association.
ADMINISTRATIVE REGULATION:
500.24-3
APPROVED:
8.19.2025
Student Overnight Travel (SOT) Provisions - 500.24-3
- The District Travel Committee (DTC) is responsible for approval of all student overnight travel (SOT) consistent with the provisions of this regulation and accompanying exhibits.
- The District Travel Committee has the authority to develop additional travel exhibits and alter current exhibits for management of student overnight travel.
- Submissions to the District Travel Committee (DTC)
- All student overnight travel (SOT) submissions to the District Travel Committee (DTC), except for UHSAA Regional Competition (SOT) must adhere to the regulations of this policy and accompanying Exhibits/Forms.
- Exhibit/Form – 1 – Travel Submission Proposal.
- Exhibit/Form – 2 – Parent Meeting and Travel Information Disclosure
- Exhibit/Form – 3 – UHSAA State/Regional Competition Travel Approval
- Exhibit/Form – 4 – Chaperone Agreement
- Exhibit/Form – 5 – State Risk Driver Transportation Guidelines
- Exhibit/Form – 6 – Assumption of Risk
- All student overnight travel shall adhere to the maximum number of days, and not require a student to miss more days of school than outlined in the Travel Submission Proposal – Exhibit-1.
- Exceptions must be submitted to the subcommittee of the District Travel Committee.
- An appeal to the District Travel Committee may be submitted for the following:
- Reception of an invitational to a national event conditioned on placement in the top eight (8) positions in a UHSAA sanctioned state tournament or in the top five (5) positions based on rank power index (RPI) among teams in the previous or current season.
- Variances may be granted for the number of school days missed or total days of travel if approved by the District Travel Committee.
- All decisions by the District Travel Committee are final.
- Each high school shall be limited to the number of overnight travel experiences as outlined in the Travel Approval Exhibit.
- Each high school will submit a list of annual proposed travel to the District Travel Committee. Non-curricular clubs are not eligible for student overnight travel.
- Each high school group or organization shall be limited to one (1) overnight travel activity per school year, summer travel is excluded.
- Career and Technical Student Organizations (CTSO)’s are an exception to the number of overnight travel experiences allowed per year. CTSO’s may be granted exceptions on overnight travel criteria and fee caps based on National Competition schedules and fees.
- Summer travel exception: A high school group or organization may travel for one (1) additional overnight trip in a school year for a summer camp. The cost of the summer camp may not exceed ½ of the cost of travel expense cap as outlined in the Board approved fee schedule.
- High school groups that participate in a competition that requires overnight travel and qualify for a next-level competition may be granted a second overnight travel experience subject to approval by the District Travel Committee.
- All student overnight travel (SOT) submissions to the District Travel Committee (DTC), except for UHSAA Regional Competition (SOT) must adhere to the regulations of this policy and accompanying Exhibits/Forms.
- Student Overnight Travel (SOT)
- All student overnight travel (SOT) is optional and non-participation shall not affect a student’s grades or educational standing, or team membership.
- Students participating in student overnight travel will be allowed to makeup assigned work and shall be held academically harmless for assigned work missed during travel.
- The District does not sponsor student overnight travel (SOT) for postgraduate students such as graduation trips, music tours, etc.
- No high school group or organization may travel outside the forty-eight (48) contiguous United States.
- Middle school and elementary school students do not engage in overnight travel, unless an individual student or group of students that qualified for a national level competition supported by the District (e.g. history fair, science fair, spelling bee, etc).
- The principal of the school will provide details of the competition, including the students traveling, associated fees, and competition costs to the Superintendent for review. The Superintendent will notify the District Travel Committee (DTC).
- Elementary and middle school students participating in approved competitions requiring overnight travel must be accompanied by a parent.
- Student Conduct for Student Overnight Travel (SOT)
- Students participating in student overnight travel (SOT) are subject to Canyons School District (CSD) student conduct and discipline, bullying, hazing, and nondiscrimination policies. Student overnight travel (SOT) is considered a school-sponsored activity, and students are subject to all school discipline policies during the duration of the student overnight travel experience.
- A student who participates in behavior in violation of District policy including dangerous or disruptive conduct, or illegal behavior after signing up for student overnight travel and prior to departure may be removed from a student overnight trip, at the expense of the parent/legal guardian. Any nonrefundable funds (e.g., plane tickets, ground transportation fees, or other costs per student) will not be provided to the parent/legal guardian for removed students.
- A student who engages in behavior that is in violation of District policy or travel guidelines, including dangerous or disruptive conduct, or illegal behavior on a student overnight trip may be sent home by school administration at the expense of the parent/legal guardian.
- Student Supervision for Student Overnight Travel (SOT)
- All adult chaperones must:
- Complete and pass a BCI criminal background check; and
- be at least 21 years of age.
- Supervision must be provided at all times at a ratio of 1 adult chaperone to 10 students for student overnight travel (SOT).
- In situations where students travel to locations where local security may not be in place (e.g., cities or beaches), students may not be left alone without supervision, and two deep leadership is required. In travel locations where local security is in place (e.g., museums, sports stadiums, or amusement parks) students may be allowed to travel in a student buddy system.
- Students may not leave their assigned lodging locations (i.e., rooms) at night without adult supervision.
- All chaperones participating in student overnight travel (SOT) are responsible adults and are expected to provide student supervision during the overnight travel, and must not be under the influence of drugs, alcohol, or other chemical substances and are required to sign a CSD’s chaperone code of conduct agreement. Attached Exhibit-4.
- All adult chaperones must:
- Finances Cost/Fees for Student Overnight Travel (SOT)
- All student overnight travel expenditures shall adhere to the Travel Gross Expense Cap as set forth in the Board Approved Fee Schedule.
- The cost of substitutes for advisers who are accompanying traveling students will be included in the cost of the trip paid by the high school group.
- Student body general funds may not be used to pay costs related to student travel.
- Schools are required to plan their travel in accordance with costs outlined in the Travel Gross Expense Cap, or the Tier-Two (2) Travel Gross Expense Cap Rule.
- Expenditures should not place an undue burden on families to provide travel funds, and travel costs are subject to fee waivers.
- All student costs associated with the trip must be itemized in detail by listing exact costs per student:
- travel, housing, meals, registration fees, insurance, and including all other scheduled costs.
- The total anticipated cost per student must be shown on the application form. The percentage of the total student cost that may be earned through fundraising efforts must also be listed.
- When, in the sole judgment of the Administration or the Board of Education, in consultation with the school and the participating students and patrons, travel is suspended due to safety or other consideration beyond the control of any or all involved, Canyons School District, the Board of Education, school employees and agents shall have no obligation and shall be held harmless with respect to refund of any expenditures.
- Participants should not expect refunds for cancellations either individually or as a group.
- It is the local school’s responsibility to make this explicit to participants during the required parent meetings and prior to the commitment of funds and require the parents to sign a statement of their understanding.
- All student overnight travel trips shall be required to submit a post overnight travel verified cost expenditure form signed by the principal to the Office of School Performance. Failure to submit a post overnight travel report will prohibit the group from travel for the following school year.
- All student overnight travel expenditures shall adhere to the Travel Gross Expense Cap as set forth in the Board Approved Fee Schedule.
- Transportation, Lodging, and Insurance for Student Overnight Travel (SOT)
- Air transportation shall be by commercial carrier. No private aircraft may be used for student travel.
- Ground Transportation
- First priority must be given to District/School Bus Transportation.
- The travel is to be within the state; and
- The request must be approved by the Director of Transportation or and the request for services is submitted at least one month in advance.
- Second priority must be given to Commercial Carriers licensed to operate in Utah and in other states for ground transportation and upon arrival at destination. Appropriate ground transportation insurance must be in place.
- Third priority may be the use of rental vehicles.
- Vehicles (rental or otherwise) used for local ground transportation shall adhere to State Risk Management guidelines and state law to not exceed 11 passenger capacity vehicles, including the driver. (See, Utah Code 53- 8-211.5 (1) which states, “an education entity may not use a vehicle with seating capacity of 11 or more, including the driver, for the transportation of its students unless the vehicle meets federal school bus safety standards. See, 49 U.S.C. Sec. 30101, et seq.).
- A request for use of rental vehicles must be included in the student overnight travel submission and proof of current driver safety training completion for each potential driver.
- Ground transportation via rented vehicle (i.e., Enterprise) must be operated by an administrator or employee.
- Drivers must also show proof of a valid driver’s license and be at least 25 years of age.
- Ground Transportation Drivers must complete State Risk Management’s Defensive Driving and Large Passenger Van Trainings, and include completed training in final travel documentation.
- Drivers must adhere to the State Risk Management Guidelines, See Exhibit-5. 3.
- First priority must be given to District/School Bus Transportation.
- Lodging must be provided through a commercial enterprise, including hotels, motels, inns, and vacation rentals offered through a reputable vacation service rental.
- Adult supervisors must stay overnight onsite with students and must have a room and restrooms separate from students. Students are not allowed to drive when participating in overnight travel.
- All groups participating in student overnight travel, must submit to the Purchasing Department a list of all students participating at least two weeks prior to departure and the school must purchase student travel insurance for each student.
- Parents or legal guardians wishing to transport their own children, with the approval of the administration and/or the team coach/adviser, will not be under the jurisdiction of Canyons School District and sign an Assumption of Risk Form, Exhibit-6.
Exhibits
See Forms Below
References
None
Document History
Revised – 8.19.2025 – Policy-500.24-Student Overnight Travel was revised to delegate approval of Student Overnight Travel to a District Travel Committee. Additional Travel Forms were prepared and Travel documents would be maintained electronically.
Language Insertion Revision – 8.6.2024. Pursuant to a motion at the July 9, 2024 meeting, the Board requested the following review/appeal language to the policy and all other applicable policies in the District’s Policy Manual: “the members of the review/appeal panel shall not have prior participation in the matter being reviewed.”
Revised – 11.1.2022. Policy – 500.24 – Student Education Travel is updated to revised criteria for student overnight travel. Specifically the policy update:
-Expands the window for student overnight travel applications to 180 days in advance.
– Increases the number of student overnight travel trips per high school from 15 to 20.
-Prior to the beginning of each school year, each high school will submit a list of eligible groups for travel.
-Clarifies that non-curricular clubs or groups may not engage in student overnight travel.
-Eliminates the 425 mile radius every other year rule.
-Establishes a Tier-Two (2) Travel Gross Expense Cap Rule: Each eligible high school group or organization may travel up to the full amount of the travel gross expense cap per student for one (1) year. In the subsequent school year, the student overnight travel cost per student for the high school group or organization must not exceed one-half (1/2) of the travel gross expense cap (e.g., if the travel gross expense cap is $1500.00 in year one, then the Tier-Two Travel Gross Expense Cap must not exceed $750.00). The Tier-Two Travel Gross Expense Cap Rule is applicable once a high school group or organization student overnight travel cost exceeds 50% of the travel gross expense cap.
– Modifies the multi-school exception for student overnight travel from three to two schools and the increases the number of students per school from 10 to 20.
Revised – 4.19.2022. Policy – 500.24 – Student Educational Travel was updated to adjust the gross cap fee expense for student overnight travel from $1250.00 to $1500.00 consistent with the 2022-2023 Fee Schedule. An exception was added to the student overnight travel provisions for region competition student overnight travel: (1) region competition requiring overnight travel would not count against a school’s fifteen (15) overnight travel experiences per year; (2) region competition travel would not be required to submit to the 45 day preliminary travel approval; and (3) the school or District will pay for region competition student overnight travel expenses.
Revised – 10.19.2021. Policy – 500.24 – Student Educational Travel was revised to update student overnight travel ground transportation priorities and offer alternative travel through rental vehicles. The option for use of rental vehicles is limited to two (2) rental vehicles and outlines safety and travel provisions (11 passenger vehicles or less) including driver safety requirements and State Risk protocols.
Revised – 5.7.2019. Policy – 500.24 – Student Education Travel was revised to require overnight travel submissions be submitted at least 45 days prior
to travel and no more than 150 days in advance. Travel requests beyond 150 days, requiring advanced financial commitment, may be brought forward as a Principal Appeal. An exception to the policy was added to allow for summer travel, to allow an organization to participate in one (1) additional overnight trip during a school year (i.e., a summer camp), provided the summer trip cost is consistent with the Board Approved Fee Schedule.
to travel and no more than 150 days in advance. Travel requests beyond 150 days, requiring advanced financial commitment, may be brought forward as a Principal Appeal. An exception to the policy was added to allow for summer travel, to allow an organization to participate in one (1) additional overnight trip during a school year (i.e., a summer camp), provided the summer trip cost is consistent with the Board Approved Fee Schedule.
Revised – 3.5.2019. Policy – 500.24 – Student Education Travel was revised as a result of legislation regarding Student Fees and a corresponding work of the Utah Legislative Auditor General with a Performance Audit of Secondary Schools, and work of a School Fee Task Force. The Student Travel Policy was revised to include provisions regarding school educational travel, specifically to reduce fees, including:
– adding extra-curricular to the definition for educational field trip;
– adding an application time-frame for pre-approval overnight travel applications (at least 45 days and no more than 120 days prior to travel);
– a narrowing of the national competition exception for national academic competitions;
– the addition of a Principal Appeal for overnight travel criteria;
– the principal of the school may appeal for an exception to the overnight travel criteria to a three-person review panel designated by the Superintendent.
– If the review panel supports the principal’s appeal, the panel will forward the recommendation to the Board of Education for consideration. If an appeal is denied, there is no further action;
– student participating in overnight travel are subject to District student conduct and discipline policies;
– reducing the number of students to ten (10) for s multi-school exception;
– removing the term costs and substituting fees;
Adopted – 9.5.2006.
s
This online presentation is an electronic representation of the Canyons School District’s currently adopted policy manual. It does not reflect updating activities in progress. The official, authoritative manual is available for inspection in the office of the Superintendent located at 9361 South 300 East Sandy, UT 84070.
