Board asks staff to clarify overnight-trip policy and affordability for district-sponsored clubs

During discussion of agenda item 3.08 on April 7, administrators described how the district currently handles overnight student trips for clubs and academic teams and agreed to return with clearer guidance for the board.

A staff presenter said the middle-school robotics trip before the board is funded through a Great Valley EDR (Extra-Duty/Estimated/EDR sponsor funding), and that it has generally been the district practice that academic clubs funded through district EDRs — for example Future Business Leaders of America (FBLA) or quiz-bowl teams — travel to state and national competitions and the district supports those trips. Other clubs such as Model UN, which historically has not been funded through an EDR but has received board approval, may also seek approval; the presenter said the district has supported some legacy trips even when they were not EDR-funded.

Board members asked for clarity on three points: (1) what criteria the district uses to approve overnight trips and how EDR status factors into that decision; (2) how the district ensures affordability and access for students who cannot pay travel costs; and (3) whether the district covers substitute teachers or nurse costs when staff chaperone trips. The presenter said that substitutes and required nurse coverage are typically covered in the same way as other activities and that fundraising and the district foundation have sometimes helped students attend.

Board members expressed concern that cost could prevent student participation and asked staff to identify how many trips were legacy events versus EDR-sponsored and to propose options to improve access for students who cannot afford participation.

Ending: Staff agreed to return to the April 21 meeting with a more detailed overnight-trip approval rubric, a list of upcoming trips and clarification on funding sources and supports for low-income students.