KAD - Summer / Out-of-Season Activities

1. PURPOSE AND PHILOSOPHY 

Many Nebo School District students and employees participate in a wide variety of activities during the summer and other out-of-season times during the year. Some of these activities are related to extra-curricular, co-curricular, and curricular activities which are sponsored by the District during the regular school year. However, many of these activities are not sponsored by the District. This policy provides standards, guidelines, and procedures to determine whether or not certain summer or out-of-season activities are sponsored by the District.

2. DEFINITIONS

“Camp” or “clinic” means an event that provides student instruction and training related to a sponsored athletic program, performing group, or other activity. As used in this policy, “camp” and “clinic” refer to events attended by district students where the students receive instruction. The terms do not mean an event in which district students provide instruction to younger children or members of the community, such as for a fundraiser or alternative revenue stream under Nebo School District Policy KAC, School Fundraising Activities. 

“Out-of-Season” means the time outside of an activity’s season, as defined in subsection 2.2. 

“Season” means the time in which official competitions, tournaments, or practices are being held for a certain activity, as follows: 

For activities sanctioned by UHSAA, the season is defined by the official UHSAA calendar. It begins on the first day in which practices are allowed and ends with the completion of the state tournament or festival. 

For activities not sanctioned by UHSAA, the season is defined by District administration. 

“Sponsored” 

means “provided, sponsored, or supported by a school,” as defined by Utah Admin. Code R277-113 and R277-407, which means an activity, class, program, fundraiser, club, camp, clinic, or other event that: 

is authorized by an LEA or school, according to local education board policy; or

satisfies at least one of the following conditions:

the activity, class, program, fundraiser, club, camp, clinic, or other event is managed or supervised by the district or any of its schools or employees in their school employment capacity;

the activity, class, program, fundraiser, club, camp, clinic, or other event uses, more than inconsequentially, district or school facilities, equipment, or other school resources; or

the activity, class, program, fundraising event, club, camp, clinic, or other event is supported or subsidized, more than inconsequentially, by public funds, including a school's activity funds or minimum school program dollars;

does not include an activity, class, or program that meets the criteria of a noncurricular club as described in Utah Code Title 53G, Chapter 7, Part 7, Student Clubs.

“Summer” means the time between the last day of school in the spring and the first day of the next school year, as indicated on the official board-approved calendar.  

3. SCHOOL-SPONSORED ACTIVITIES

The following are examples of summer or other out-of-season activities which MAY be sponsored by the District if specifically approved in accordance with this policy. Approval may require completion of the Nebo School District Summer / Out-of-Season Activity Approval Form. 

UHSAA authorized athletic team practices. Summer or out-of-season athletic team practices must be held in compliance with the rules and regulations of the UHSAA and all other Nebo School District policies and administrative directives. Practices may be approved and sponsored by the District if the following conditions are satisfied: 

the team practices are approved by the high school principal, or his/her designee; 

the team practices are approved by the Director of Secondary Education; 

the team practices are under the direction of the head high school coach or advisor; 

the students are not required to pay any participation fees; and 

the team practices are limited in participation to those students who are currently enrolled at the high school, are 9-12 grade students who live in the high school catchment area, or have been accepted to the high school through open enrollment under Nebo School District Policy JECB, Student Enrollment.

student government and leadership trainings; 

cheerleading trainings, camps, clinics, or competitions; 

drill team trainings, camps, clinics, or competitions; 

school athletic team tournaments, camps, or clinics; 

yearbook camps or clinics; 

band, orchestra, and choir performances and competitions; 

FFA competitions and events.

4. APPROVAL

All District-sponsored summer or out-of-season activities must be approved by school and District administration through completion of either the Summer / Out-of-Season Activity Approval Form (if the activity is not an overnight activity), or the Student Educational Travel Application under Nebo School District Policy IICA, Student Educational Travel, (if the activity is an overnight activity). The Student Educational Travel Application must be completed and submitted to the Coordinator of School Services no later than forty-five (45) days before the activity. 

All District-sponsored summer or out-of-season activities: 

must be of the type and nature described in section 3; 

must directly involve current and/or prospective students participating in authorized school organizations or programs; and 

must be integral to the operation of an authorized school organization or program, and 

are governed by, and must be in compliance with, all applicable District policies, procedures, and directives, including, but not limited to, this policy and Nebo School District Policy IICA, Student Educational Travel.

5. NON-SPONSORED ACTIVITIES

Employees must not comingle sponsored and non-sponsored activities. Activities that are not sponsored, as defined in section 2,may not use: (a) school facilities or equipment (unless properly rented under Nebo School District Policy KA, School Facility Use); (b) District transportation (vehicles and buses); or (c) District funds. The District is not responsible (financially or otherwise) for any risks or liabilities associated with non-sponsored activities. 

Summer and other out-of-season activities that ARE NOT sponsored by the District include, but are not limited to:

Independent or Accelerated Sports Leagues: Independent or accelerated competitive sports held outside of the season parameters, as established by the UHSAA, that involve the leagues, practices, or tournaments of independent or accelerated teams, groups, or organizations, such as: 

fall and summer baseball leagues, practices, or tournaments (i.e., Babe Ruth Baseball, etc.); 

wrestling leagues, practices, or tournaments (i.e., e.g., Champions, Vipers, etc.); 

independent volleyball leagues, practices, or tournaments; 

independent soccer leagues, practices, or tournaments (i.e., Storm, etc.); 

independent basketball leagues, practices, and tournaments (i.e., Bantam Basketball, Mr. Basketball, etc.); 

independent football leagues, practices, or tournaments (i.e., Cougar Conference, NYFL, UVFL, etc.); 

non-sponsored indoor track meets; 

independent lacrosse leagues, practices, or tournaments; 

hockey leagues, practices, or tournaments; or 

activities of other independent or accelerated teams, groups, or organizations.

Wilderness Survival Programs: Wilderness survival training, outdoor experiences, and other activities which are not covered by the District’s insurance through Utah State Risk Management.

City Recreation Programs: City recreation teams, programs, activities, and events.

Unapproved Activities: Any summer or other out-of-season activities that do not meet the definition of sponsored under section 2 or that have not received written administrative approval consistent with section 4 are not sponsored by the District.

6. EMPLOYEE GUIDELINES FOR SPONSORED ACTIVITIES

Any school employee, coach, instructor, advisor, para-professional, or volunteer who interacts with students in preparation for or during a District approved summer or out-of-season activity is required to comply with all applicable District policies, procedures, administrative directives, and behavioral expectations. Employee compensation in connection with such approved activities is paid as part of the regular activity supervision stipend outlined in Nebo School District Policy GF, Coaches and Advisors. That stipend compensates the employee for activities during the school year and approved activities during the summer.

All employees shall comply with all bylaws, rules, and regulations of the UHSAA, including those related to activity seasons, moratoriums, and out-of-season participation.

Employees are to assure that all students who participate in District sponsored and approved summer or out-of-season activities meet the same requirements for physical examinations as would be required for the related activities which occur during the school year. Physical examinations will be kept on file at the school and are valid for one (1) calendar year.

7. EMPLOYEE GUIDELINES FOR NON-SPONSORED ACTIVITIES

Any District employee who wishes to invite current and/or prospective students to participate in any private, but public education-related activity or travel opportunities, not sponsored by the District, must provide a written disclosure statement to parents/guardians specifically noting that the activity is not sponsored or endorsed by Nebo School District or by any of its schools. In addition, District employees must also comply with the legal parameters set forth in Nebo School District Administrative Directive No. 5.1, Private, but Public Education-Related Activities, which includes compliance with any and all applicable Utah laws, rules, regulations, and District policies. (See also Nebo School District Policy KA, School Facility Use; Nebo School District Policy GBHA, Scope of Employment; Utah Public Officers’ and Employees’ Ethics Act, Utah Code Ann. § 67-16-1, et seq.; Utah Admin. Code, R277-210 through 217; and Utah Admin. Code, R277-107). 

Student participation in non-sponsored summer or other out-of-season activities SHALL NOT be a prerequisite or condition of membership or participation for any school team, class, curricular club, group, or other organization or program. No District employee may state or imply to any person (students, parents, employees, etc.) that membership or participation in a school activity or program is conditional on participation in such non-sponsored activities.

8. TRAVEL

The cost of travel for sponsored and approved summer or out-of-season activities is the responsibility of the respective group, and all student travel must comply with all the terms and conditions of Nebo School District Policy IICA, Student Educational Travel.

The District does not provide, support, or sponsor out-of-state travel in the summer or out of season. 

Overnight Travel

Overnight travel during the summer or out of season is not provided, supported, or sponsored by the District for teams or programs requiring tryouts if the team for the upcoming year is not selected by June 1. 

A team or group requiring a tryout or selection process that has selected its team for the upcoming year by June 1 may participate in one summer or out-of-season overnight trip sponsored by the District per year. All applicable requirements from Nebo School District Policies IICA, Student Educational Travel, and JN, Student Fees, apply. The overnight trip must be within the state of Utah.

Teams and programs that do not require a tryout or selection process may participate in one out-of-season overnight trip sponsored by the District per year. All applicable requirements from Nebo School District Policies IICA, Student Educational Travel, and JN, Student Fees, apply. The overnight trip must be within the state of Utah.