The District Travel Committee was established by the Board of Education for the purpose of reviewing all travel by Weber County School District students on an annual basis. The committee was charged with establishing a format for screening all travel requests. The committee feels travel should be a culmination of sanctioned competition, or direct outgrowths of curriculum programs. Extra curricular travel by a group on an annual basis should be discouraged. A group should have criteria established, prior to local and state competition that must be met to be eligible to request travel for invitationals and festivals. If adequate participation on local region and state level competition are currently provided, travel will not be authorized. Travel experiences should be productive and educational in nature, planned with minimal school time missed, and at minimal cost per individual or group. Every effort should be made to seek out similar experiences locally or within the State of Utah. The principal is the leader of his/her school, and his/her decisions locally as they pertain to the District Travel Guidelines are supported by the District Travel Committee.

1. DISTRICT TRAVEL COMMITTEE COMPOSITION
   The District Travel Committee will consist of two Board of Education members appointed by the president of the Board, an assistant superintendent, the director of secondary education, the secondary supervisor, and all high school principals. They will meet annually (early spring) to consider requests for the next school year.
2. II TRAVEL REQUESTS COME FROM THREE SOURCES
   1. State and national level competitions that are outgrowths of curriculum programs (science fair, DECA, FFA, FAA, etc.).
   2. Special curriculum related travel (Close Up, Youth Congress, Space Groups, etc.).
   3. Extra curricular invitational and festivals (music, cheerleaders, drill team, debate, etc.).
3. TRAVEL LIMITATION
   1. Travel within the 350 mile limit, as defined in Weber School District Policy 4600 #9, can be managed and authorized by the local school principal.
   2. Extra curricular travel for invitationals and festivals is restricted to the Mountain West and West Coast area (Arizona, California, Colorado, Idaho, Montana, Nevada, New Mexico, Oregon, Wyoming and Washington)
   3. National competitions may be approved provided the school teams/groups qualify at the appropriate state level competitions. See II A. and B. above.
   4. High school dances shall be restricted to within 20 miles of the Weber County boundaries.
4. TRAVEL COSTS
   1. Travel costs vary according to specific programs. Principals should scrutinize costs carefully to insure minimal financial impact on individuals, groups, schools and communities.
   2. Extended-curricular travel is subject to District policy on fee waivers. Therefore, groups or individuals must be able to raise the entire cost of the travel experience through fund raising for all fee waiver eligible students. Individual students may exercise the option to pay for part of the travel cost or participate in the fund raising.
5. PROCEDURE FOR REQUESTING TRAVEL
   1. Individuals and groups should study the Policy 4600 “Extended-Curricular Travel Activities” and District Travel Guidelines.
   2. Present requests to local principal. Principal should insure that the request meets all travel guidelines. If the request doesn’t meet guidelines it should not be forwarded for consideration.
   3. Request is presented to District Travel Committee for review (early spring) and approval or denial of the request. Recommendation will be forwarded to the Board of Education in May of each year.
6. SCHEDULE OF ANNUAL REVIEW
   

   September - May	Under the direction/supervision of appointed advisor(s), local school groups/organizations prepare, complete, submit application form(s) to high school principal.
   March	Principal reviews his/her school’s requests.
   By April 10	Together the high school principals review all requests where travel is within area (State of Utah, south central Idaho)
   April	The travel committee will review travel requests beyond Utah/south central Idaho.
   May 1	Travel committee will submit a written report to Board members.

7. IF TRAVEL IS APPROVED, THE FOLLOWING MUST BE CONSIDERED BY THE SPONSORING GROUP AND SCHOOL
   1. Parent authorization forms will include itinerary/details of trip, student health/medical record and health/accident insurance information.
   2. Itinerary and details of trip should be explicit in information:
      1. Transportation
      2. Cost
      3. Lodging/meals (address of lodging)
      4. Supervision
      5. Schedule (day-by-day)
      6. Items not covered in cost
   3. If the carrier agency is required to provide additional services beyond accommodations and transportation, the carrier agency will evidence the following:
      1. Cost and agreements
      2. Written statement of legal responsibility and financial stability
      3. Assurances to include a bond ensuring both safety of dollars paid for the program cost and actual program performance prior to departure.
8. DISTRICT SCHOOL BOARD POLICY PROHIBITS FOREIGN TRAVEL

Updated 3/17/2005