SLH%2C%20INSTEP%2C%20%20May%206-7%2C%202025.pdf

Parent document: School Board Regular Business Meeting-01-28-2025.pdf

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Docusign Envelope ID: 99392F06-C5D1-4DC8-924B-03EF522A2465

AD P-101
~ =v Edmonds Request for Field Trip, Excursion,
== School District oF Outeieor Education

This form is being submitted pursuant to Policies 2320 Field Trips, Excursions and Outdoor Education and related
procedures; 6622 Student Transportation and related procedures.

Instructions
Originator:
¢* Completes form, via DocuSign
¢ Submits to principal for review

Initial
Principal: |
¢ Reviews form for compliance to policies and procedures 2320 and 6622
« Signs at bottom

When complete, principal sends to administrative assistant for elementary (mcgiek280@edmonds.wednet.edu) or secondary
(anderson|i@edmonds.wednet.edu) education three weeks prior (No Exceptions) to the next scheduled board meeting.

Name of school/program: Scriber Lake High School
Group: INSTEP Outdoor Education Destination: Verlot Campground
Date(s) of trip: May 6-7 2025 Number of students: 12

Number of chaperones:
(min. of 2 chaperones, but must meet 1 per 10 ratio beyond that)

Grade level(s): 11-12 What is the cost per student: 25.00

List all funding sources for trip, including available scholarships: Is this event CTE funded:
SLHS Student Outreach budget, INSTEP donation, Foundation for Edmonds School L]yYes KJNo
District

Objective, curriculum and learning activities:
Expeditionary Outdoor Learning program builds self confidence, team skills, stewardship of self and
natural environment.

Transportation (select all that apply):

[_} District bus K] Van

Y Private vehicle, 1 # of drivers - all drivers must be certified through procedures as outlined in 6622)

_j Watercraft transportation: Other than Washington State Ferry watercraft, compliance with Washington Schools Risk
Management Pool (WSRMP) requirements exist. Please contact Risk Management at riskmanagement@edmonds.wednet.edu
[_] Other (describe):

Name of staff member or adult chaperone who has current first aid and CPR card:

Melissa Boswell, CHristopher Brown

Overnight accommodations:
Verlot Campground, INSTEP program tents and sleeping bags. All materials provided.

Are there any other organizations, sponsors, or co-sponsors involved with this field trip (e.g. travel agencies, sports
organizations, etc.) contractually or otherwise? KJNO LJ YES
If YES, please provide the name(s) of the organization(s) and details of involvement:

N/A

Signatures below indicate Originator and Principal or Designee have reviewed all related policies and procedures while
planningshis field trip, and that principal or their designee approves this trip:

1/14/2025

Signature of Originator —
1/14/2025

Signature of Principal Date

or Designee

DS
| UA Rev 9/23


Docusign Envelope ID: 99392F06-C5D1-4DC8-924B-03EF522A2465

Field Trip Transportation Scheduling
Edmonds School District

Information for Schools

Updated November 7, 2024

Scheduling for Field Trips
Please refer all bus transportation requests to Transportation through the online field trip scheduling tool.

Requests for field trips should be referred to Transportation based on the schedule needed to meet the
educational objectives of the trip. School buses are generally available from 9:30 AM to 1:30 PM (12:15
PM on Fridays due to early release). Under certain circumstances, buses may be available outside of these
times. Transportation Dispatch can answer questions about bus availability. Building administrators are
responsible for making certain field trip requests outside of the normal availability window are
absolutely necessary to meet educational objectives.

Every effort should be made to schedule trips between 9:30 AM and 1:30 PM (12:15 PM on
Fridays). If the educational objectives of the field trip cannot be met within those times, the trip request
must reflect the actual times needed. If no school bus drivers are available to take the trip at the times
requested, Transportation Dispatch will attempt to resolve scheduling issues with the school requesting
the trip. If scheduling issues cannot be resolved while still meeting educational objectives, Transportation
Dispatch will attempt to charter the trip.

The earlier the request is made, the more likely it is that a school bus or a charter bus will be available.
The availability of charter transportation is important because it allows trips to be taken which cannot be
supported with district transportation resources. Charters are very expensive, however, costing three to
four times more than the cost of the trip in a school bus. The use of charters must be minimized. To
make field trip costs predictable, a surcharge is included in the hourly rate charged for trips. This
surcharge spreads the cost of charters among transportation users. As the district’s shortage of school bus
drivers has worsened, charters have been used more frequently and the surcharge has increased
significantly. Users will be charged for trips taken by charter as if the trips were taken by school bus.
The surcharge also covers the cost of special needs buses required in addition to other buses on a trip.

Cost

There are two charges which combined give total field trip cost: a charge per mile of distance traveled and
a charge per hour of driver time used.

1. Distance traveled
The mileage cost for 2023-2024 is $2.71/mile per bus.

Distance is recorded from the location the bus is dedicated to the trip and the location it finishes the
trip and begins a new activity. Normally, mileage will begin and end at the transportation center.

If mileage will not begin and end at the transportation center, good communication with
transportation administration will be necessary to establish the expected mileage for a trip.

Actual trip mileage will be charged.

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Docusign Envelope ID: 99392F06-C5D1-4DC8-924B-03EF522A2465

2. Hours used
The hourly cost for a field trip is $52.79/hour.

The following time is normally accounted to the trip:
a. Driver pre-trip inspection of the school bus, about 15 minutes.
Travel time from the transportation center to the starting location of trip.
Time of the field trip.
Travel time from the ending location of the field trip to the transportation center.
Post-trip inspection of the school bus, about 5 minutes.
Cleaning of the school bus. This depends on how dirty the field trip leaves the bus.

mone s

Users should plan for at least 30 minutes of driver time before the trip and at least 30 minutes after
the trip.

Actual trip time will be charged.
3. A 10% surcharge is being applied to all trips to support charter buses and wheelchair buses.
Questions

If you have questions about how to use the online field trip scheduling tool, estimated trip cost, or an
invoice you received, please contact:

Melody Garcia, Transportation Office Coordinator
425-431-1403 / garciam530@edmonds.wednet.edu

If you have questions about scheduling for your field trip, please contact:
Transportation Dispatch at 425-431-7230 option 1.
For supervisory questions about trips, please contact:

Cameron Johnson, Transportation Supervisor
425-431-1427 / johnsonc255@edmonds. wednet.edu

If you have questions about the administration of field trip transportation, please contact:

Ben Mount, Transportation Director
425-431-7233 / mountb276@edmonds. wednet.edu

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