Board Directive The Board recognizes that is appropriate for families with students in public school to bear a portion of the direct cost of their child’s education and participation in extra-curricular activities. Pursuant to action taken by the 1986 State Legislature and subsequent rulings on that action by the State Board of Education, Jordan School District created (1) an official fee policy, and (2) a fee waiver guideline. The Board delegates to the District Administration the responsibility of administering this policy.
Administrative Policy The following definitions and standards shall serve as guidelines for local principals as they assess and collect fees at the local school level.
Fee: Any charge, deposit, rental, or other mandatory payment, however designated, whether in the form of money or goods. For purposes of this policy, charges related to the National School Lunch Program are not fees.
Provisions in Lieu of Fee Waiver: An alternative to fee payment and waiver of fee payment.Definitions
Student Supplies: Items which are the personal property of a student which, although used in the instructional process, are also commonly purchased and used by persons not enrolled in the class or activity in question and have a high probability of regular use in other than school-sponsored activities. The term includes pencils, papers, notebooks, crayons, scissors, basic clothing for healthy lifestyle classes, undergarments for athletics, and similar personal or consumable items over which a student retains ownership.
Optional Project: A project chosen and retained by a student in a vocational class or other class where projects are part of the curriculum, in lieu of a meaningful and productive project otherwise available to the student which would require only school-supplied materials.
Elementary Schools: Schools which contain grades K through 6.
Secondary Schools: Schools which contain grades 7 through 12.
Textbook: Book, workbook, and materials similar in function which are required for participation in any instructional course.
Waiver: Release from the requirement of payment of a fee and from any provision in lieu of fee payment. Students who have been granted waivers or provisions in lieu of fee waivers shall not be treated differently from other students or identified to persons who do not need such information.
Classes and Activities During the Regular School Day
No fee may be charged for any class or activity in kindergarten through sixth grade, including assemblies and field trips. (Elementary Schools)
Textbook, lab, and other course-related fees may only be charged in grades seven through twelve. (Secondary Schools)
Students must be able to enroll and participate in any class, and have the opportunity to acquire all skills and knowledge required for full credit and highest grades. They may do this without paying a fee or participating in a fund raising activity with the following exceptions:
Students of all grade levels may be required to provide materials for their optional projects.
Student supplies must be provided for elementary students. A student may, however, be required to replace supplies provided by the school which are lost, wasted, or damaged by the student due to careless or irresponsible behavior. An elementary school or elementary school teacher may provide a suggested list of supplies for use during the regular school day that may be furnished on a voluntary basis by the parent or legal guardian. The following language must be included at the beginning of the note: “Notice: the items on this list will be used during the regular school day. They may be brought from home on a voluntary basis; otherwise, they will be furnished by the school.”
Secondary students may be required to provide their own student supplies.
School Activities Outside of the Regular School Day
Fees may be charged in connection with any school-sponsored activity, regardless of the age or grade level of the student, if participation is voluntary and does not affect a student's grade or ability to participate fully in any course taught during the day.
Fees related to extracurricular activities sponsored by the Utah High School Activities Association may not exceed limits established by the Association. Activity fees for secondary schools are required and established annually. Student fees at the home school are discounted with activity pass. Family discount passes are available at the home school in accordance with rules set by Utah High School Activities Association (UHSAA) Region Policies.
No fee may be charged or assessed in connection with any class or school sponsored or supported activity, including extracurricular activities, unless the fee has been set and approved by the local board of education in accordance with this policy.
Fee schedules and policies for the entire district shall be adopted at least once each year by the local board of education in a regularly scheduled public meeting of the board. Provision shall be made for broad public notice and participation in the development of fee schedules and waiver policies.
The District shall adopt procedures to reasonably ensure that the parent or guardian of each student receives written notice of fee schedules and fee waiver policies before the fees are due. Procedures for fee waivers shall be written in language that is easily understood and included with student registration materials.
No present or former student may be denied receipt of transcripts or a diploma for failure to pay school fees other than a reasonable charge made to cover the cost of duplicating or mailing. No charge may be made for duplicating or mailing copies of school records to an elementary or secondary school in which the student is enrolled or intends to enroll.
A Board of Education shall provide, as part of any fee policy or schedule, for adequate waivers or other provisions to ensure that no student is denied the opportunity to participate in a class or school sponsored or supported activity because of an inability to pay a fee. The waiver policy shall include procedures to ensure that:
A person is designated in each school to administer the policy and grant waivers (school principal);
The process for obtaining waivers or pursuing alternatives is administered fairly, objectively, and without students and parents;
Fee waivers or other provisions in lieu of fee waivers are available to all students who are in state custody or receiving public assistance in the form of aid to dependent children, general relief,
supplemental security income, or foster care, and others whose parents or guardians are financially unable to pay;
Textbook fees are waived for all eligible students in accordance with §53-13a-4 of the Utah Code;
Parents are given the opportunity to review proposed alternatives to fee waivers;
An appeal process is available, including the opportunity to appeal to the board or its designee; and
The Board provides for balancing of financial inequities among district schools, if the granting of waivers and alternatives to waivers produces significant inequities through unequal impact on individual schools.
To preserve equal opportunity for all students and to limit diversion of money and school and staff resources from the basic school program, each district's fee policies shall be designed to limit student expenditures for school sponsored activities, including expenditures for activities, uniforms, clubs, clinics, travel, and subject area and vocational leadership organizations whether local, state or national.
Expenditures for uniforms, costumes, clothing, and accessories, if other than typical student dress, which are required for participants in choirs, pep clubs, drill teams, athletic teams, bands, orchestras, and other student groups, are fees requiring approval of the local Board of Education.
The requirements of fee waiver and availability of other provisions in lieu of fee waiver do not apply to charges assessed pursuant to a student's damaging or losing school property. Schools may pursue reasonable methods for obtaining payment for such charges, but may not exclude students from school or withhold transcripts or diplomas to obtain payment of those charges.
Charges for class rings, letter jackets, and similar articles not required for participation in a class or activity are not fees and are not subject to the waiver requirements of this policy.
Board Directive While study of the basic curriculum shall provide the basis of the educational program, the Board recognizes that extra curricular activities involving travel may provide worthwhile learning experiences for more mature students. Therefore, the Board delegates to the District Administration responsibility for developing policy for student travel which minimize disruptions in the basic education program, limit most overnight travel to high school students (or ninth grade students approved for high school activity/academic involvement), involve parents in planning, and safeguard students from undue pressure to participate.
The Student Overnight Travel policy shall be administered according to the following administrative policy provisions:
Principals shall be responsible for coordinating development of student activity and travel plans according to the following criteria:
Whenever possible, student activities shall be scheduled in proximity to the local school and the need for long distance or overnight travel avoided. Using the travel proposal and request application process, the school must show why the requested activity experience cannot be obtained in proximity to the school. As a general rule, the Board of Education will not accept requests for travel outside the continental United States. There may develop, on rare occasions, the need for essential travel of this nature. If this becomes the case, the school principal may appeal to the Board by demonstrating in writing the absolute necessity of the travel and that all appropriate safety considerations have been addressed. The principal should be prepared, upon Board request, to appear before the Board for explanation and/or clarification of an appeal of this nature if necessary.
Overnight travel shall not be included as part of the elementary and middle school educational programs. An exception may be granted to an individual student or group of students that wins a competition supported by the District and who qualifies for state or national level competition, e.g. history fair, science fair, geography bee, spelling bee, etc. Elementary and middle school students participating in approved competitions requiring overnight travel must be accompanied by a parent. The District is not responsible for any costs, including travel, associated with local, state, or national competitions. All travel for elementary and middle school students must comply with the provisions outlined in this policy (AA414). Non-overnight learning experiences away from the local school shall be provided as outlined in policy AA416—Field Trips.
Overnight travel may be part of the educational program for high school students when the travel is for an activity sponsored by the Utah High School Activities Association, a state or nationally affiliated educational organization, or an approved high school program.
Overnight travel may be part of the educational program for high school students when the anticipated educational benefits warrant the required expenditures, comparable experiences are not available at the local school, and the travel costs will not burden families unduly. All requestors of trips must demonstrate educational significance as to why the students are participating in the activity. The student overnight preliminary travel proposal form submitted by the principal shall require thorough responses to the following questions:
What is the purpose of the trip?
What will be the educational outcome of the experience?
Can the educational experience be obtained closer to the home school? If not, explain why.
Schools shall abide by the regulations governing intrastate competitions outlined in Article VI of the Utah High School Activities Association bylaws.
Each school group or team shall be limited to one overnight travel experience during the academic year whether or not such travel necessitates missing days of school. No such experience shall cause a student to miss more than two (2) days of school. (Special circumstances requiring additional days from school for valid education purposes may be appealed to the appropriate Administrator of Schools.)
Student organizations shall be limited to one overnight travel experience during the school year. An exception may be granted for up to eight (8) elected student leaders in each Career and Technical Education (CTE) organization if in the principal's judgment it is deemed essential to the successful completion of their program. (Note: Exemptions granted for leaders in Career and Technical Education (CTE)programs need not be counted as the one overnight travel experience.)
An exception may also be granted to an individual student or group of students if winning at the local, state, or national level provides an invitation to compete at the next level of competition sponsored by the same organization or entity. Such competition at the next level shall not count as the one (1) activity per organization nor the two (2) allowable days missed from school. If an invitation to compete does not allow a school time to comply with the stipulation to request leave 45 calendar days prior to a trip, the preliminary travel proposal must be submitted as soon as is feasible.
Supervision for student travel must be provided at least a ratio of one (1) responsible adult age 21 years or older per ten (10) students. However, there must always be at least two (2) chaperones regardless of the total number of students traveling. Responsible adults providing supervision will complete the Responsible Adult Information Form. Each chaperone must have a completed background check through Jordan School District. Clearance will be verified with the Human Resource department prior to departure. Chaperones shall be primarily advisers and parents. Under no circumstance can a chaperone’s responsibility be delegated to an unapproved chaperone. Students can only be released to their parent/guardian.
All expenses (including travel expenses for required chaperones) associated with the trip must be paid by the participants themselves, covered by fund raising, or financed by Career and Technical Education (CTE) or other state or federal monies provided expressly for the activity. School student body funds may not be used.
The cost of substitutes for required advisers who are accompanying traveling students must be included as part of the travel expense and must be paid by either the travel participants or the individual adviser.
Student body general funds may not be used to pay costs related to student travel.
All student expenditures associated with the trip must be itemized in detail by listing exact costs per student:
registration fees (when applicable)
commercial insurance coverage (if not included in the package)
individual post-departure travel insurance purchased through District travel buyer.
other, i.e. event admissions
chaperone/adult travel costs
The total anticipated expenditure per student must be shown on the application form. The percentage of the total student cost that may be earned through fund raising efforts must also be listed.
When, in the sole judgement 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, Jordan 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. The school administration must be certain that parents are aware of this condition and also require the parents to sign a statement of their understanding.
Transportation shall be by commercial carrier, or by Jordan District Transportation Services for all overnight travel. No private aircraft may be used for student travel. Ground transportation guidelines are as follows:
Only those commercial carriers licensed to operate in Utah and in other states (when utilized) shall be used.
Jordan District buses may be used in the following circumstances:
The trip is to take place when school is not in session.
The travel is to be within the state.
The request for services is submitted at least one month in advance.
The request is approved by the Director of Transportation.
Drivers will be compensated for a minimum of eight (8) hours for each day traveling to and from the field trip destination.
Drivers will be compensated for at least eight (8) hours for each day at the destination.
A driver may only drive for ten (10) of those 15 on-duty hours.
Care should be taken to make sure District drivers are well rested so they can operate the bus safely.
The schools will be responsible to provide for the expenses incurred to be in compliance with this regulation, to include a separate hotel room for each driver and any mileage or travel expenses for additional relief drivers.
Jordan School District buses are not authorized to operate between 1:00 A.M. and 4:00 A.M.
When students are engaged in an activity where a change of clothing is required, schools should make arrangements for a changing room for students. School buses shall not be used as a dressing room.
No private vehicles may be used in overnight travel or school sponsored excursions that exceed 150 miles one way. 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 Jordan School District.
Commercially rented buses or other modes of ground transportation may be used upon arrival at destination. Appropriate ground transportation insurance must be in place. If the destination is over 150 miles one way, a commercial carrier, with a professional, licensed operator, must be utilized.
Upon arrival at a destination, local ground transportation may be operated by an adult adviser/chaperone who is at least 21 years of age or older if the distance traveled is less than 150 miles one way, and the operator does not have any prior drug/alcohol related driving citations. The vehicles used for this transportation should never exceed eight passenger capacity. Fifteen passenger vans are strictly prohibited for any student travel. Appropriate ground transportation insurance must be in place.
Students are not allowed to drive when participating in overnight travel.
A preliminary travel proposal outlining a desired overnight travel experience will be submitted to the Administrator of Schools prior to any discussion or meetings with parents and at least 45 days prior to the proposed trip. The preliminary travel proposal for Administrator of Schools and Business Administrator approval shall include:
The name of the group requesting permission to travel.
The objectives of the trip, including valid and complete documentation of the educational outcomes.
The proposed destination, mode of travel, and number of students involved.
The number of school days missed. (May not exceed two).
The estimated total student cost of the trip including percentage of fund raising used to fund the trip per student. (Section II.A.9.)
Specific and clearly defined reasons why the educational objectives cannot be met at another location closer to home.
The principal's signature of approval. (Cannot be a designee.)
The final overnight travel request form shall be submitted to the appropriate Administrator of Schools and Business Administrator seven (7) days prior to departure. In addition to the information named in B. above, the request form shall also include complete documentation and summary of results of a required parent meeting as outlined in D below.
A parent/guardian meeting must be held in conjunction with student travel requests.
This meeting with parents will be held to discuss all costs and the itinerary associated with the proposed trip for the parents of potential student participants. A parent survey may be utilized if a parent(s) is unable to attend the meeting.
In this meeting parents will be informed, by a school administrator or the adviser in writing, of the proposed travel itinerary, anticipated expenditure per student, fund raising efforts, and the potential for non-refunds or expenditures when trips are cancelled.
If 85 percent of the parents support the plan, a parent approval list will be submitted along with the application request.
If the plan is not supported by 85 percent of the parents, all proposals for the trip will be abandoned.
All necessary forms will be provided and completed at this meeting.
A notarized statement granting the adviser permission to seek medical treatment for a student, in the event of an emergency, must be provided at the parent meeting or prior to the commencement of the trip.
All overnight student travel participation is strictly optional. Students who, for any reason, do not participate in activity travel shall not be penalized. Nonparticipation shall not impact grades or the student's status in the class or organization.
Advisers may not use an excessive amount of class/instructional time to plan and promote the trip. The trip may only be advertised and promoted to Jordan School District students.
Jordan District schools shall not sponsor activity travel for post-graduate students such as graduation trips, music tours, etc.
Evidence of Insurance coverage in addition to that provided by Utah State Risk Management shall be provided by the student organization from one of the following:
The tour provider (vendor)
A commercial group insurance carrier
CHIPS insurance, sold to individual students through the school at reasonable cost
Additional coverage from Utah State Risk Management
In addition to the above insurance coverage, every traveling member will be required to purchase individual post-departure travel insurance through the District travel buyer. These costs shall be shared by the trip participants on an equal basis.
A student shall show proof of family health insurance coverage. This proof must be on file with the school adviser and provided to the school administration.
Board Directive The Board recognizes that there are times when it may be beneficial to raise funds for specific projects and school activities. The Board also recognizes its responsibility to protect students, parents, and community members of the District from undue pressures applied through these fundraising efforts. The guidelines outlined in this policy are intended to provide schools with the ability to raise funds without unduly pressuring students, patrons, and/or community members to support or participate in fundraising activities.
The Board provides funds for specific educational functions on an equitable basis; therefore, no school partnership or fundraising effort will be approved that would generate funds for the following categories:
Textbooks and supplies (the purchase of)
Transportation of students between school and home on a regular basis
The purchase or construction of an additional classroom(s)
The hiring of licensed, classified, or paraprofessional staff
The Board delegates to the District Administration the responsibility of administering this policy.
The Administration shall approve fundraisers that meet the administrative policy provisions listed below:
A needs assessment must be conducted before a fundraiser can be approved, in order to determine the amount of funds required and the methods that will be used to raise the funds.
All local school fundraisers must be submitted in writing to the Administrator of Schools for review and prior approval.
Fundraisers cannot involve door-to-door sales.
Students must not be compelled to sell or purchase products or services and must be free to voluntarily participate without peer or group pressure. Care must be taken in awarding bonuses or prizes to individuals or groups so that students do not feel pressured into competitive selling.
Students are not to miss class to participate in fundraisers.
Fundraisers must be reviewed by the School Community Council.
Fundraisers must be consistent with the generally accepted moral and ethical standards and practices of the Jordan School District community.
Charitable fundraising will not be endorsed or sponsored on a Districtwide basis. Materials that advertise charitable fundraising activities that are not sponsored by the local school may be placed in the school office or other locations to be determined by the school administration.
Elementary and Middle Schools may participate in a total of up to four fundraisers every year as outlined below:
One major fundraiser that involves students in the sale of a product/service
One fundraiser sponsored by the School Community Council and selected from the list of Jordan Education Foundations partnership organizations
Two charitable fundraisers
High Schools are not limited to a set number of fundraisers.
Parent Donation Guidelines
Parent donations to support a specific activity (e. g. field trips) in the school will be accepted and will not be considered a fundraiser if the following stipulations are met:
Donations may be solicited but are entirely optional with regards to parent participation.
Donations must not be a factor in determining if a student participates in the activity for which the donations are solicited.
Donations must be solicited in writing and approved by the school administration.
Donations must be accounted for and recorded through the school office.
Business Partnerships Guidelines
School-based business partnerships that generate revenue, products, or services for the school, based on voluntary participation of students, parents, and community members that do not involve students or the school in the sale of a product or service, are exempt from the level guidelines of this policy.
All requests to form school-based business partnerships must be reviewed and approved by the School Community Council on an annual basis.
Any approved school-based business partnership may request and receive the same promotional access to students and parents afforded to any other school-approved partnership.
Jordan Education Foundation Guidelines
Fundraiser Partnerships (Foundation-Initiated)
The Jordan Education Foundation develops partnerships with organizations for the purpose of raising funds for the schools and the Foundation. A list of these organizations is disseminated to the schools on a regular basis. School personnel are encouraged to consider these partnership organizations, among others, in determining the methods used to raise funds for the school or school organizations. As noted earlier in this policy, all School Community Council fundraisers must be selected from the Jordan Education Foundation list of partnership fund-raisers.
The Jordan Education Foundation Director shall consult with the Superintendent of Schools or a designee prior to disseminating fundraising information to the schools in the District.
All Jordan Education Foundation partnership fundraisers are subject to the level guidelines of this policy.
Advertising Partnerships (commercial and nonprofit)
The Jordan Education Foundation and the Jordan School District may not distribute advertisements to students unless there is a direct financial benefit to the District from the sale of the advertised product or service. All requests to distribute advertising to students must be reviewed and approved by the Jordan Education Foundation Director. The Foundation Director will approve no more than two requests per month, using criteria that evaluates the reputation of the advertising entity and the potential for revenue to support Foundation activities, among others. The local school administration is responsible to insure that any advertising to be distributed to students has been approved by the Jordan Education Foundation Director.
Advertisements from all other commercial enterprises may be placed in the school office for interested students and parents with the approval of the school administration.
The Board recognizes the need for uniformity and clarity on financial accounting issues. All District employees are to follow the "Financial Accounting Manual." The Administration may change this manual from time to time as necessary. When this manual is updated, copies will be distributed to the Board.
Board Directive Field trips are an integral part of the instructional program and may be provided to enrich or expand learning opportunities for students. Field trips shall be used to place a variety of civic, cultural, community, and business resources within the reach of the classroom. Within funding limitations, it is the philosophy of the Jordan School District Board of Education to assure all schools an equal opportunity to receive bus service for field trips. The Board authorizes the Administration to implement a policy for field trips.
Administrative Policy The Administration shall be responsible to see that field trip experiences, which are directly related to established curriculum goals, are provided according to the following administrative policy provisions:
Field trip authorization
Field trips of less than one (1) day duration shall be coordinated and authorized by the school principal who is responsible to assure that adequate funding is available through an appropriate funding source. In elementary schools, field trips outside of Salt Lake, Utah and Davis Counties must be approved by the Administrator of Schools.
District consultants, coordinators, and teacher specialists may be assigned to coordinate field trip activities sponsored at the District level.
A Field Trip Planning Guide shall be completed by staff and approved by the school principal for each proposed field trip. The following information shall be provided by the teacher(s) or adviser(s) requesting the field trip:
A description of the field trip including the purpose of the trip, place of destination, class or sponsoring organization, and number of students involved.
An outline of the field trip curriculum including instruction prior to the event, during transit, at the point of destination, and evaluation or follow-up activities after the event.
All field trips must adhere to established policies and regulations governing student safety, including use of an authorized means of transportation which meets all District and State requirements for transporting students, parent permission for student participation, and an adequate number of qualified adult supervisors who have passed a District background check, if needed.
Principals must apply to the District Transportation Department for bus service for field trips a minimum of two weeks in advance. The Request for Transportation Service should be completed online and approved by the principal and the Director of Transportation.
District buses are generally available to provide field trip service beginning 15 minutes after the latest school starting time and ending 30 minutes prior to the earliest school closing time.
Requests for bus service are considered on a first-come, first-served basis. Special authorization may be obtained from the Administrator of Schools in hardship or special needs circumstances.
District buses are not authorized to travel in hazardous terrain including unimproved or unmaintained roads.
District buses are not authorized to travel in Big or Little Cottonwood Canyons during winter months or inclement weather.
Field trip drivers will be compensated as follows:
Monday-Friday: Drivers shall be paid for a minimum of two (2) hours or the actual time spent on field trip/activity runs. Time will include plus one-half hour for cleaning and fueling the bus. If the field trip/activity run is cancelled while the driver is on duty or the trip assignment is one-way (either to or from an event), drivers shall be paid for a minimum of two hours with the one-half hour allowance for inspecting, cleaning and fueling the bus included as part of the minimum. The additional costs will be charged to the school or department that cancels the activity.
Weekend/Holidays: If the school fails to cancel the field trip prior to the driver showing up at the bus facility, the driver shall be paid a minimum of four (4) hours. The costs will be charged to the school or department that failed to cancel the activity.
If the field trip/activity run is not completed on time and a substitute must be assigned to the driver's regular route, the school shall pay a minimum of two additional hours to cover substitute costs.
In accordance with Federal Department of Transportation Regulations, Federal Motor Carrier Safety Administration 49 CFR Part 395, a Jordan School District bus driver may only be on duty for 15 hours, followed by a full eight (8) hours of off-duty rest time. A driver may only drive for ten (10) of those 15 on-duty hours. Care should be taken to make sure drivers are well rested so they can operate the bus safely. The schools will be responsible to provide for the expenses incurred to be in compliance with this regulation, to include a separate hotel room for each driver and any mileage or travel expenses for additional relief drivers.
Jordan School District buses are not authorized to operate between 1:00 A.M. and 4:00 A.M.
When students are engaged in an activity where a change of clothing is required, schools should make arrangements for a changing room for students. School buses shall not be used as a dressing room.
Upon arrival at the field trip/activity run destination, drivers shall secure the bus and remain accessible to the group unless otherwise instructed by the administrator in charge.
The school administration shall assure that one or more responsible, adult supervisors are aboard each bus that is on a field trip/activity run.
Drivers shall make every effort to assure safety and shall follow established procedures for student discipline. (See District Policy DA170—School Bus Discipline.)
It is not permitted for drivers to transport family members unless they are part of the group/class paying for the trip.
It is not permitted for Jordan School District buses to travel across state lines.
When the District does not provide transportation in connection with a school-related activity or event, the following will apply:
Each student desiring to participate in such an activity or event must submit a “Participation Disclosure and Acknowledgment” form signed by the student and the student’s parent or guardian which acknowledges that no transportation is being provided by the District and that the student’s participation is conditioned on the student arranging for his or her own transportation to events or competitions associated with the activity. The student may not be a member of the particular team or organization, nor participate in the activity, unless a completed “Participation Disclosure and Acknowledgement” form is on file.
When involved in CTE/work-based learning experiences, students will utilize the “Activity Authorization” form developed by the Wasatch Front South Consortium.