Olentangy Local School District staff described a revised, districtwide process to request, vet and supervise overnight and out-of-state student trips.

Tron Smith, who presented the update, said the district has digitized and refined a five-step process intended to improve consistency, oversight and safety for student travel.

Why it matters: The presentation lays out explicit deadlines, supervision expectations, and parent-communication steps for trips that often involve charter buses, air travel or extended stays. The changes affect trip leaders, building supervisors, volunteers and parents across the district.

Smith said the process begins when a trip leader submits a trip request form that answers who, when, where, how and why; that request goes to the building supervisor and then to central office before the board considers it. He said the district aims to file regular trip approvals twice yearly and asked trip requests to be submitted by April 1 for the board meeting in April and by October 1 for the board meeting in October, with policy exceptions available for last-minute athletic needs.

Other steps include (1) optional school transportation coordination with guidance on suggested supervision ratios (Smith described a suggested 20:1 student-to-adult ratio for overnight travel, noting classroom ratios are usually larger), (2) a detailed itinerary uploaded to the system at least 30 days before departure with daily schedules and rooming plans, (3) policy acknowledgements completed by trip leaders and chaperones, and (4) HR verification that staff and volunteers have required background checks and training (FBI/BCI where applicable).

Smith said bed checks are expected nightly and that supervisors and athletic directors have been trained on what constitutes an appropriate room check. He also described materials provided to trip leaders, including a six-page step sheet, video tutorials, digitized permission and medication forms, and recommended parent-meeting agendas.

When asked how complaints would be handled, Smith said the district expects concerns first to be raised with the trip leader; if unresolved, the building supervisor (principal or athletic director) should be contacted next, then central office.

Ending: District leaders said training is complete for principals and athletic directors, will continue at athletic director meetings, and that district offices will monitor the new process and refine it as needed.