Student Travel

Going on a school-supported trip is a privilege; with that privilege comes responsibilities before, during, and after the trip. Students wishing to go on a trip must be free from any academic or disciplinary issues before the trip. Teachers and administrators of Lake Forest Academy have the right and responsibility to question any student’s participation in a trip if their academics or behavior (both in school and online) indicate that they are not prepared to represent the school positively and productively.

Students must be in good standing with the business office, as student travel costs are in addition to tuition and other school fees.

Students must have current physical examination documentation and up-to-date immunization records on file at the Health Center prior to participating in a school travel program. To submit updated records, email nurse@lfanet.org.

Before the trip, the school reserves the right to remove any student from the program for serious disciplinary or academic misconduct. In this case, refunds will be at the discretion of the travel company and Lake Forest Academy, and the cancellation policy will be enacted.

Students are expected to show respect for local customs, environments, and cultures during trips, representing the school in a positive light at all times. Students must also adhere to all safety protocols and guidelines set forth by the school and chaperones. Additionally, students should be aware of the educational objectives of the trip and be prepared to engage meaningfully in academic and cultural activities. They must maintain appropriate behavior and demonstrate responsibility for their personal belongings and health throughout the program. 

In the event of any serious misconduct during a trip, a student may be returned home immediately at the expense of their parent or guardian. In consultation with school administrators, trip chaperones can decide to send a student home due to behavioral issues, prioritizing both the student’s and the group’s well-being.

Students are placed in student rooms of three to four people of the same gender.  Students will be assigned roommates. Since hotel styles and accommodations vary among destinations, room assignments may vary while on the travel program. Student rooms may contain single beds, double beds shared by two students, or housing arrangements with multiple bunk beds. Students will be housed according to their gender identity, and we will adhere to the Gender Support Plan of Lake Forest Academy.

At Lake Forest Academy, we are proud to offer both curricular and experiential travel opportunities that support our mission and enrich student learning through our Global Leadership Opportunities (GLO) framework.

Curricular travel programs are fully funded by the school and are designed to align directly with academic coursework.

Experiential travel programs are paid for by participating families. The cost of each experiential program will be communicated in advance, and families must confirm participation by agreeing to the stated price. The program fee is subject to change and dependent on the cost of flights. Trip dates are tentative and are subject to change based on flight schedules. 

For experiential programs, the program fee may be discounted or offered with limited financial aid. Any student wishing to be considered for financial assistance must indicate this on the initial registration form. The availability of aid will be determined based on demonstrated need and the availability of resources.

Cancellation policies are dependent on the terms set by the school’s travel providers and will be outlined in detail within the travel waiver. Families are encouraged to review these terms carefully before confirming participation.

Please note that the following costs are not included in the program fee and are the responsibility of the family:

• Passport fees (passports must not expire for six months after the return date and have six blank pages)
• Required vaccinations or medical preparations
• Visa application fees (if applicable)
• Travel insurance & Travel medical insurance (if not included in the program cost)
• Checked baggage fees incurred during travel
• Any damages to hotel rooms or accommodations
• Should any of the above costs arise during travel, they will be billed to the student’s account as needed. We appreciate your partnership and understanding as we strive to provide our students with meaningful, well-organized, and safe travel opportunities.

Should there be a need to cancel enrollment, whether initiated by the parent/guardian, student, or school administration as specified in the Eligibility, Conduct & Expectations section, the parent/guardian is responsible for LFA’s cancellation fee. If available, the parent/guardian may file an insurance claim through the travel insurance policy for reimbursement, provided the cancellation was for covered policy-specific reasons, which can include sickness, illness, injury, and unforeseen calamities. 

After students complete the registration form, they will be placed on a list in the appropriate order, with registration on a first-come, first-serve basis. Programs can accommodate up to 20 students.

In due time, families will receive an email with directions on how to finalize their registration. This email will include a travel waiver and participation agreement. Before signing, families should familiarize themselves with the Student Travel Policies & Procedures.

Registration on the trip roster will not be complete until the travel waiver and participation agreement are signed and returned to Erin English.

Families will also need to complete a trip-specific registration form and medication form. The links to these forms will be included in the registration email.

By submitting the waiver, a non-refundable $500 deposit will be charged to the student’s account. If the trip does not meet minimum enrollment, the deposit will be refunded.

The remaining program balance will be determined once flights are finalized. The final trip payment is due by December 15.

Experiential Travel Program Registration

Curricular Travel registration will occur at the start of the academic year.

A travel visa may be required to enter the country of the trip destination. It is the responsibility of the parent/guardian to obtain the necessary travel visa. The visa application fee is country-specific. The Director of Experiential Learning at LFA can assist with scheduling visa appointments and working with the travel provider for supporting documentation. 

The decision to grant a travel visa resides with the country of visit, and Lake Forest Academy has no bearing on whether the visa will be approved. Depending on the country of entry, parents may need to visit the in-country embassy to obtain the apostille stamp on the permission to travel form. 

Failure to obtain a required travel visa will result in the forfeiture of the student’s ability to travel on the program. However, the parent/guardian is bound by the cancellation policy. It is recommended that you purchase upgraded cancel-for-any-reason travel insurance, which can be requested from the Director of Experiential Learning.
 

All students are required to travel on the full, round-trip group flight itinerary arranged by the school, including all departure and return segments.

Students may not join the group at a connecting city, depart from a different location, or skip any portion of the scheduled itinerary. Airlines cancel all remaining segments when a traveler misses any leg of a reservation; as a result, any deviation would require separate bookings and remove the student from the group reservation. This introduces significant logistical, safety, and supervision challenges and is not permitted.

Group flight reservations are managed collectively by the school and chaperones. Some airlines require groups to check in together at the airport; therefore, students must travel and check in as a group. To preserve the integrity of the group reservation and travel experience, individual seat upgrades, separate cabin bookings, or other individualized flight modifications are not permitted. 

Travel days are integral to the program, fostering community, shared responsibility, and group cohesion. Participation in the full group itinerary is required.

Requests for alternate flight arrangements—including joining the trip in progress or departing early—will not be approved except in specific school-determined circumstances.

Any student not returning to Chicago with the group will be designated as having an Early Departure status. Families must complete an additional waiver acknowledging the change in travel arrangements, the assumption of responsibility, and any associated risks.

If a student, who is a minor, departs the trip early, it is not the responsibility of the school or chaperones to accompany the student to the airport, assist with check-in, or manage unaccompanied minor procedures. In such cases, a parent or guardian must meet the student at the program location and assume full responsibility for all onward travel arrangements. If this is not feasible, the student should not participate in the trip.
If a student does not participate in any portion of the scheduled group flights, the cost of the unused ticket will be forfeited, and the family will be responsible for any additional travel arrangements and associated costs.

Participation in the travel program is contingent upon adherence to these requirements.
 

Under the guidance and recommendation of the Director of Health Services, a student may be deemed unable to travel for health and wellness reasons. All reasonable accommodations will be made to support students participating in overnight school experiences; however, the design of the overnight experiential program may not be the ideal experience for the student. The school therapist and/or Director of Health Services may request to meet with the student’s outside therapist to understand how best to support the student. The Director of Health Services reserves the right to determine if the student is of sound health and wellness to participate in the trip, considering the activities, duration, location, accommodations, and other contributing factors. 

If your child experiences mental health challenges that may impact them during the program, their outside therapist should review the program itinerary to determine whether they are cleared to participate. If cleared, documentation must be provided to the Director of Health Services. Furthermore, a student taking long-term medication should provide a written note from a licensed physician or therapist stating that their condition is stable and has been for a minimum of six months. The responsibility to do so rests with the student and their parent or guardian. The school cannot be held responsible if this information is not provided. 

Trip chaperones must be aware of the students' medications and any side effects that could result from improper dosing. The Health Center will train chaperones administering medication during overnight programs on proper procedures and documentation.

Parents are asked to report all prescribed medications their child takes to ensure comprehensive and complete medical information. For school travel programs, all medications, including over-the-counter medicines, except those noted on the Parent Medication Form for School Travel Programs, must be administered by a designated chaperone. Prescription medication must include a provider’s order on the form.

Students are not permitted to bring over-the-counter medications with them on the trip. Chaperones will carry and administer only the medication approved on the Parent Medication Form for School Travel Programs.

Any student with an active medical condition (seizure disorders, diabetes, severe allergies, etc.) for which they take medication or with variable symptom presentation requiring possible intervention must participate in a meeting with their parent/guardian, trip chaperone, and Director of Health Services. If necessary, the Director of Experiential Learning will arrange this meeting before departure. Additionally, any family that feels their child should have a meeting to discuss medical concerns before the trip may request one. 

If a student experiences a medical event before departure, the school requires an outside medical professional to review the program itinerary to determine whether the student is medically cleared to participate. The medical clearance must be provided to the Director of Health Services. Reasonable accommodations can be provided to aid the student’s ability to participate in the program. Chaperones have the responsibility to consider the health and safety of all students in the program. It may be the case that the school determines it cannot meet the needs of an individual student while serving the collective group. In this case, the school can determine that the student is no longer eligible to participate, and the cancellation policy would be in effect.

A parent or guardian must also sign the General Waiver of Liability of self-administered medication included in the Parent Medication Form.
 

LFA continues to highly recommend that community members keep their vaccinations up to date. When partnering with trip providers, LFA will follow their stated policies and protocols regarding vaccinations.

LFA is committed to the health, safety, and well-being of every student on our travel programs. If a student becomes ill during the trip, our chaperones will ensure that the student receives appropriate care, rest, and support. However, if the student’s condition does not improve within a reasonable timeframe, and their continued care significantly limits the chaperone’s ability to support the rest of the group, parents or guardians will be contacted and may be required to arrange for the student’s return home at their own expense. This ensures the best possible care for the individual student while maintaining the integrity and safety of the program for all participants.
 

At LFA, we prioritize the safety, educational experience, and logistical efficiency of our school travel programs. To ensure the smooth execution of these objectives, parents and guardians are asked to refrain from accompanying their students on school-sponsored travel programs. This policy is designed to maintain a structured itinerary, uphold the authority of designated chaperones, and safeguard the overall welfare of all participants with consistency and integrity.

We understand and appreciate parents' interest in their children’s educational experiences; however, allowing parents to chaperone or independently follow the trip itinerary poses logistical challenges and can detract from the educational focus and group dynamic established for the trip. Our dedicated chaperones, selected for their expertise and commitment to student safety, are responsible for supervising and guiding students throughout the trip.

We encourage parents to support their child’s participation in an educational and experiential program by reviewing the provided trip details. This will best position families to support their children and the program as intentionally designed. Such an approach maximizes collaborative efforts to enhance the experience-based learning at the heart of our trips while maintaining a safe and organized environment for all participants.

Thank you for your understanding and cooperation in adhering to this policy.

If there are any questions about our travel programs or policies, feel free to reach out—I'm happy to support you in exploring these meaningful opportunities for your student.

Warmly,
Erin English P’18, ’20, ’23, ’24
Director of Experiential Learning
847-615-3251