FIELD TRIPS and ATHLETIC TRIPS by alicejenny

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									                                         Superintendent’s                                     NUMBER:
                                                                                               TRN-3
                                             Circular                                         DATE:
                                                                                         September 1, 2009
                                           School Year 2009-2010



                                    FIELD TRIPS and ATHLETIC TRIPS

Field Trip Procedures

Field trips satisfy vital educational needs. They motivate, enrich, and extend the curriculum. Important
concomitant learning results from these trips, such as an understanding of the way the community
functions and the activities in which its people are engaged. The trips serve as a source of facts and new
learning materials not immediately available in texts or reference books.

It is important to note the serious obligations we have to ensure that all field trips are not only
educationally and motivationally sound, but also safe and secure learning experiences. This
memorandum provides field trip procedures that will help fulfill this obligation.

Please note: there is no recreational swimming allowed as part of a field trip experience. There will be
no deviation from the list of activities specified on the signed parental consent form. Any deviation from
the specified activities and/or failure to supervise students at all times may result in disciplinary action.

Categories of Field Trips

A.    Field trips that are integral to a specific curriculum unit: These would include a focused visit to a
      museum, the seashore, an historic location, etc.

B.    Field trips that build group identity and/or culminate group work: Such trips might include an
      Outward Bound day trip or camping trip experience with an overnight commitment. Community-
      building trips might reinforce relationships in an existing grouping of students; they might also
      prepare students for a significant transition into a new structure or community (e.g. students
      entering grades 6, 7, or 9).

      The context of such field trips is to help all students work collaboratively, make decisions and
      evaluate success.

      Field trips that celebrate or culminate group work might be scheduled at the end of a school year
      for students to mark the successful completion of their class effort.

C.    Field trips that enrich general curriculum goals: These field trips, which might include visits to
      foreign countries for drama festival or language immersion or visits to governmental bodies (such
      as the United Nations), would be viewed as extra opportunities for those students who are
      interested in participating on a voluntary basis.

D.    Field trips that enhance extracurricular activities: These field trips include athletics, club bands,
      and expansion of physical education programs.

Procedures Pertaining to Field Trips

Attached is a copy of the Procedures Pertaining to Field Trips together with a Field Trip/Athletic Trip
Request Form, Waiver Form, Field Trip Check List, and a Parent Permission Form. The Parent
Permission Form must be completed fully and signed by the parent. Please note also the dispensation of
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 2 of 16

medication section. If the student requires medication, it is the responsibility of the teacher both to
inform and participate in training provided by the school nurse.

It is necessary that these procedures be followed and that copies of all checklists and permission forms
be kept on file in the school office. PLEASE NOTE THAT PRINCIPALS/ HEADMASTERS HAVE THE
PRIMARY RESPONSIBILITY TO ENSURE THAT ALL PROCEDURES PERTAINING TO ALL FIELD
TRIPS, WHETHER DAY TRIPS, IN-STATE, OUT-OF-STATE, OVERNIGHT AND/OR OUT-OF-
COUNTRY, ARE FOLLOWED BY THEIR SCHOOL.

Staff should be aware of the fact that errors, late submissions and poor security for a field trip at one
school or site may have negative side effects on regular transportation for another school. Therefore,
prompt, accurate submission of appropriate signed forms is essential. Field Trip request forms should be
approved by Headmaster/Principal four (4) weeks prior to the trip. PLEASE NOTE THAT THE TIMELINE
FOR OUT-OF-COUNTRY TRIPS REQUIRES AN EIGHT-WEEK LEAD TIME FOR SCHOOL
COMMITTEE APPROVAL (c.f.pg.3).
Transportation Procedures

All Transportation arrangements must be made by utilizing the requisition procedures in the PeopleSoft
Financial System.

First Student is the major vendor currently under contract with the Boston School Department to provide
transportation services including Field Trips and Athletic Trips. Arrangements with other vendors are
subject to the designation of that vendor as approved by the Chief Financial Officer (Attachment, Page 18
of this memorandum) and may be made by individual schools/departments, subject to purchasing
regulations.

School buses should be used to transport students to and from field trips or athletic events.
Privately owned vehicles or leased vans are not to be utilized to transport students to and from
field trips or athletic events, except in the case of a bona fide emergency. Staff who utilize their
own vehicles risk being legally liable if students are injured while riding in their automobiles.

Staff should be aware, of their responsibility to consult with and obtain the APPROVAL of their respective
Headmaster or Principal BEFORE using school stationery, etc., to make agreements or exchange money
with parents, outside transportation companies, travel agencies and the like.

Also, please note that ALL field trips require the prior approval of the Principal/ Headmaster. Out-of-
Country field trips are the only field trips requiring prior approval beyond the school level as noted
below.

Foreign Field Trip Procedures

For Out-of-Country Trips, the approval of both the Superintendent and the School Committee is
required. Requests should be processed two months in advance of the planned trip. This
timeframe is necessary in order to schedule a presentation before the School Committee at one of
their regular monthly meetings.

A.    Field trip procedures as outlined in this administrative memorandum must be followed for all foreign
      field trips, including formal authorization by a vote of the School Committee prior to the trip.

B.    The Field Trip Permission Form, approved by School Committee, signed by the parent must be
      used and kept on file by the school. A copy of the parent permission form is attached.

C.    Travel to countries cited in the Unites States Department of State Travel Warning Listing shall be
      prohibited. Refer to http://travel.state.gov/warnings_list.html.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 3 of 16

D.       Chaperones shall carry the following documentation on foreign field trips:

            Directory of addresses and telephone numbers of U.S. Embassies and/or Consulates located in
             the countries being visited
            The original of the Parental Permission Form for each student, including home telephone
             numbers of students.
            Other publications appropriate to the country being visited, including those relating to safety.
             Refer to http://travel.state.gov/asafetripabroad.html.


Athletic Trips

Headmasters/Principals and coaches must submit requests for athletic transportation at least seven days
in advance of the proposed trip. Requests for this service must be forwarded to the Athletic Department.
The Transportation Department does not process these requests. Trips scheduled immediately following
school vacations or holidays should be requested at least seven days prior to that holiday period. At the
same time, Headmasters/ Principals are to make adequate security arrangements for after-school athletic
trips, team buses, etc. This applies especially to those trips, which will occur after 6:00 p.m. or on a
weekend. Coaches should submit schedules of transportation requirements for practice and scheduled
games on the enclosed form as early as possible. It is especially important that such requests for football
and soccer be submitted as soon as possible. Specific details regarding procedures for athletic trips will
be distributed directly to Headmasters and Coaches. Transportation for athletic trips for practice and
events is subject to the approval of the Athletic Director and provision of funding by that department.

STUDENT SAFETY: The Field Trip Checklist for teachers cites the need to provide for safety of the
students participating in the field trip. Several steps involved in the preparation process for the field trip
require specific safety measures be taken, including such items as name tags for younger students,
emergency telephone numbers for all students, provision for chaperones, provision for a certified health
person, if possible, collection of fully completed and signed parental consent slips, etc. In addition,
discussion of the trip should include instructions to the students on the behavior that is expected and on
safety precautions that are required, particularly on public transportation. Finally, it is expected that
students will be fully supervised at all times by their teachers and chaperones in accordance with the
assurances we give parents when they sign the Parent Permission Form.

PERMISSION SLIP: “Blanket authorization,” i.e. parental approval through the use of a single form for
multiple trips to be taken during the school year should never be allowed. A separate Parent Permission
slip must be obtained and filed for each field trip. Parental Permission slip should be sent home in
English and in the language of the home.




For more information about this circular, contact:
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 4 of 16


 Name:                      Michael Goar

 Department:                Chief Operating Officer

 Mailing Address:           26 Court Street, Boston, MA 02108

 Phone:                     617-635-9643

 Fax:                       617-635-9059

 E-mail:                    mgoar@boston.k12.ma.us

                                                      OR

 Name:                      Daryl Best

 Department:                Transportation

 Mailing Address:           26 Court Street, Boston, MA 02108

 Phone:                     617-635-9520

 Fax:                       617-635-9541

 E-mail:                    dbest@boston.k12.ma.us

                                                      OR

 Name:                      Ken Still

 Department:                Athletics

 Mailing Address:           White Stadium, P.O. Box 2205, Jamaica Plain, MA 02130

 Phone:                     617-635-8143

 Fax:                       617-635-8147

 E-mail:                    kstill@boston.k12.ma.us




                                                                         Carol R. Johnson, Superintendent




                                  Procedures Pertaining to Field Trips

A field trip is part of an entire teaching procedure. It is a climax to the classroom experiences that
occurred before the trip and to the classroom experiences that come after the trip. The field trip provides
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 5 of 16

students with a set of common experiences about which they can converse and extend their language
skills and their comprehension of the world in which they live. Field trips supplement information obtained
from books and other sources; they provide opportunities to develop new interests as well as intensify old
ones; and they encourage the development of observational powers.

Sites for field trips should be carefully selected to enrich the curriculum. It is recommended that a school
plan its trips from grade to grade and subject to subject to avoid duplication. Adults should visit the
selected sites in advance to check on arrangements and to assure that an educational purpose can be
achieved from the visit. Keep in mind that all field trips should represent an opportunity for learning that is
not possible in the classroom.

Not only should the adults be prepared in advance, but also the class that is to take the trip. A list of
questions to be discussed before and after the trip is very helpful. These questions should challenge the
students to seek specific knowledge. Careful preparation helps to make the students more interested and
observant during the trip.

Teachers should be informed well in advance of the dates and the names of students participating in the
trip so that tests or particularly important class work will not be scheduled at that time. If so scheduled,
opportunity for make-up work should be arranged.

The Massachusetts Register and other attendance forms should indicate when a youngster is physically
absent, but technically present on a field trip. The use of Constructively Present (CP) is suggested. The
use of CP will indicate when a student is physically absent, technically present, but participating in a
school-sponsored program being conducted off school grounds.

Provisions should be made for any pupil not making the trip and left in school.

To assist the teacher in making certain that the details of general planning are covered, a Field Trip
Checklist (c.f. Attachment, page 5) is provided for his/her verification of the steps to be taken. A field trip
must be carefully and completely planned, efficiently executed, and systematically followed up. Without
full attention to these matters, a field trip may be a waste of time rather than an experience that assures
maximum educational growth to the student participating. This Field Trip Checklist must be signed by
the teacher and building administrator and kept on file in the school office.

TRANSPORTATION: Any school that requires transportation for a field trip must utilize the PEOPLE
SOFT FINANCIAL SYSTEM to order transportation services. Field trips must be ordered in accordance
with this memorandum and the procedures listed below.

The Field Trip Transportation request must be made as follows:

1.    Obtain signatures of Headmaster/Principal four (4) weeks prior to the trip. Any out-of-country
      trips will require the prior approval of the Superintendent and the School Committee and
      should be processed two months before the trip. The signature of the building administrator is
      required for all trips, regardless of funding source.

2.    ENTER A REQUISITION USING THE PEOPLE SOFT FINANCIAL SYSTEM. Please refer to the
      People Soft Training directions on how to enter a requisition.

3.    The requisition needs to be completed at least ten school days prior to the date of the trip in order
      to insure that a Purchase Order can be dispatched to the bus company. Note: Approval of the
      Headmaster/Principal should be obtained four weeks (4) prior to the trip.

4.    If you do not have a field trip account, (Account #52811) you must arrange a budget transfer within
      your organization code, use only account code #52811. Requisitions with incorrect account codes
      cannot be processed. Do not transfer money into the Transportation Department account.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 6 of 16

     Transportation requests funded through External Grants must include appropriate grant # and
     expense codes. In the event that funds for an External Grant have not been activated on the
     People Soft Financial System you will need to use GSP funds for the trip (budget transfer within
     your organization required).

5.   The Transportation Department will order only those field trips utilizing First Student. First
     Student’s vendor number is 20541 (use category number S9984). The People Soft “buyer” will
     automatically default to Daryl Best as “buyer”. When utilizing a bus vendor other than First
     Student, you must enter the appropriate vendor number and category S9985. The “buyer”
     for these trips will be (Glora, E).

6.   The details of the requested field trip must be entered on People Soft in the Header Details panel
     using the comment section. The details must include the following information:

     Contact Person:                  ___________________________
     Phone Number:                    ___________________________
     Email                            ___________________________
     Pick-up Location:                ___________________________
     Site to be Visited:              ___________________________
     Address:                         ___________________________
     Site Telephone No.:              ___________________________
     Site contact Person:             ___________________________
     Purpose of Trip:                 ___________________________
     Date of Trip:                    ___________________________
     Departure Time:                  ___________________________
                                      (No earlier than 9:30 a.m. for BPS buses)
     Time Back at School:             ___________________________
                                      (No later than 12:45 p.m. for BPS buses)
     Number of Students:              ___________________________
     Number of Buses Needed:          ___________________________
     Number of Students:              ___________________________
     (NOTE: Full bus capacity is approximately seventy elementary students or forty-five adults.)

     Note: You must click on the “Send to Vendor” box.

     In order for requisitions to post, a valid budget check must be done. Requisitions that do not pass a
     budget check will not be processed. Requisitions that do not post will not display on the buyer’s
     work list. It is the responsibility of the school ordering the trip to ensure that all budget checks have
     passed and that a purchase order has been “dispatched”. Refer to PeopleSoft training material
     titled “Creating a Requisition” if you need assistance in this procedure.

7.   Externally funded trips through BEDF: In the event a school or organization intends to utilize
     BEDF funds, an approved vendor other than First Student must be used. Schools must use one of
     the other vendors approved by the Office of the Business Manager or use the waiver form on page
     eighteen. A list of approved vendors is provided via MyBPS web page, Central Admin >> Finance
     >> Business Services

8.   Confirmation for any transportation services provided by First Student should be made three (3)
     days before the scheduled trip by contacting First Student (Caroline Norton at
     caroline.norton@fs.firstgroupamerica.com or 617-532-2525). When confirming a trip with First
     Student, please provide the Purchase Order number. Notice of cancelled trips should be provided
     to First Student at least one day in advance. Trips not cancelled within an hour of the scheduled
     pick up, are subject to a cancellation fee of $25.00. Services performed by vendors other than First
     Student should also be confirmed at least three days in advance.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 7 of 16

9.    When requesting buses for field trips or athletic trips, Headmasters/Principals should be aware that
      Boston Public Schools vehicles are available between 9:30 a.m. and 12:30 p.m. only. In the event
      that these restrictions do not meet the needs of an individual school, Principals and Headmasters
      should explore the opportunity to order buses from approved vendors who are not restricted to the
      use of the Boston school bus fleet. If the Transportation Department is unable to provide service at
      the time requested, notice will be provided to the Principal/Headmaster via Email. The
      Transportation Department does not recommend vendors for field trips.

10.   A Request for Waiver Form (Attachment, page 18 of this memorandum) must be used if requesting
      use of vendors not under contract with the Boston Public Schools. Assurances are required for the
      use of all non-BPS carriers as noted on the Waiver Form. This form must be attached to the Field
      Trip Request Form and forwarded to the Office of the Chief Financial Officer (do not send to the
      Transportation Department). Note: All field trip transportation should utilize school buses. Vans
      are not to be used for field trips.

      The bus price schedule for the contractor utilizing the BPS fleet (First Student) is as follows:

      a. Inside Route 128

      $175 each way or $350 for a round trip. If a school requires the bus to stay on site, it will cost $60
      per hour for layover time.

      b. Outside Route 128

      $ 175 each way or $350 for a round trip, plus $4.00 a mile for added miles outside Route 128. If
      the bus is required to remain on site, there is also $60 per hour layover charge.

      NOTE: If outside checks/agency checks or school checks are being used to pay for field trip
      transportation, outside vendors must be used.

11.   School personnel who would like to utilize the MBTA to transport students to and from field trip sites
      should be advised that the MBTA does not provide Charter service. The MBTA will not deviate
      from any regular route. MBTA policy is that the student pass for children 11 years and older is only
      good for the student traveling from the home to school and from the school to home. Children 12
      and older will be expected to pay full fare. The MBTA recommends that schools intending to use
      the MBTA provide a minimum two week notice and prepay the fares. The MBTA will then provide
      the school with a letter that will be used in lieu of collecting individual fares at the time of the trip.
      To arrange to a field trip with the MBTA, schools should contact Will Kingkade at
      wkingkade@MBTA.com at the MBTA and provide the information as detailed on the attached
      MBTA School/Group Trip Information Form.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 8 of 16

                                   MBTA Revenue Department
                                School/Group Trip Information Form

       Please complete the following:
       Organizer’s Name             _____________________________________________

       School Name:                    _____________________________________________

       Street Address/Town:            _____________________________________________

       Age (Range) of Students:        _____________________________________________

       Phone #:                        _____________________________________________

       Fax #:                          _____________________________________________

       Person leading the group
       (if other than Organizer):      _____________________________________________

       Date of Trip:                   _____________________________________________

       # of Students:                  _____________________________________________

       # of Chaperones:                _____________________________________________

       Round Trip or One Way:          _____________________________________________

       Boarding Time:                  _____________________________________________

       Subway Station:                 _____________________________________________

       Bus # and Street Stop:          _____________________________________________

       Destination:     _____________________________________________
       

       Return Trip
       Boarding Time:                  _____________________________________________

       Boarding Location:              _____________________________________________

       Final Destination:              _____________________________________________

       Additional Comments/Special Needs:

       _________________________________________________________________________

       _________________________________________________________________________

   Upon completing this form, kindly fax to (617)222-6960 or contact Will Kingkade at (617) 222-4545.
         The MBTA requires a minimum of two weeks’ notice in order to make arrangements.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 9 of 16

                                          FIELD TRIP CHECKLIST

This checklist must be completed by the teacher planning and supervising the field trip. It must then be
reviewed and approved by the principal/headmaster who will sign and retain a copy. A copy of each
parental approval form must be retained in the office file and a original copy of the parental approval form
should be retained by the teacher and carried on the field trip.

I.    Preparation

      A.    Field Trip Teacher Preparation (please check each item when completed):

            Obtain consent from headmaster/principal to plan the trip four weeks in advance of the trip.
            Complete a "Field Trip/Athletic Trip Request Form.

            Categories of Field Trips:

            a.      Field trips that are integral to a specific curriculum unit: These would include a
                    focused visit to a museum, the seashore, and historic location, etc.

            b.      Field trips that build group identity, and/or culminate group work: Such trips might
                    include an Outward Bound day trip or camping trip experience with an overnight
                    commitment. Community-building trips might reinforce relationships in an existing
                    grouping of students; they might also prepare students for a significant transition into a
                    new structure or community (e.g., students entering grades 6, 7, or 9). The context of
                    such field trips is to help children work collaboratively, make decisions and evaluate
                    success.

                    Field trips that celebrate or culminate group work: Such trips might be scheduled at
                    the end of a school year for students to mark the completion of their class efforts.

            c.      Field trips that enrich general curriculum goals: These field trips, which might include
                    visits to foreign countries for drama festival or language immersion or visits to
                    governmental bodies (such as the United Nations), would be viewed as extra
                    opportunities for those students who are interested in participating on a voluntary basis.

            d.      Field trips that enhance extracurricular activities: These field trips include athletics,
                    clubs, bands, and expansion of physical education programs.


            Plan the specific details of trip with the class.
            Investigate the appropriateness of the site in relation to the category of field trip.
            Select a date and alternate date.
            Post the following information for the other teachers in the school: teacher's name, class,
            room number, students' names, date of trip, destination. Trips should not be made on dates
            that interfere with important tests, religious holidays or class work. Sufficient notice will alert
            other teachers to the planned trip.
            Develop transportation plans: mode of transportation, travel time, cost, etc.
            Prepare consent slip for parent signature (see sample). These are due back from parents
            two weeks prior to the trip. (A copy retained in the school office and the original signed copy
            should be retained by the classroom teacher and brought on the field trip)
            Provide for chaperones.
     Superintendent’s Circular #TRN-3, 2009-2010
     September 1, 2009
     Page 10 of 16

                  Guidelines for Chaperones:
                  a.   The organizers of trip will record the names and the positions of the chaperones.
                       There shall be at least one chaperone for every ten students who will be on the trip.
                       Furthermore, each chaperone must have a list of the students he/she is supervising.
                  b.   Chaperones must supervise students at all times and keep them in sight.
                  c.   Chaperones will not be allowed to bring minor family members on the trip.
                  d.   Chaperones will maintain a list of parents/guardians and their telephone numbers.
                  e.   One chaperone must be a Boston Public Schools employee who may be accompanied
                       by parents or other authorized volunteers.
                  f.   Chaperones should organize a "Buddy System," pairing students with one another for
                       safety purposes.

                  Submit a list of chaperones to Headmaster/Principal.
                  Clear the visit, when required, with appropriate authorities other than principal (see request
                  slip).
                  Check with the field trip site. Is the trip to be guided? Are there admission fees? Is the date
                  acceptable?
                  Prepare the class for the visit (see pupil preparation).
                  Provide for the availability of a first aid kit.
                  Assure that a certified life guard is on duty in the event that the field trip involves
                  instructional swimming. Please note: there will be no recreational swimming allowed
                  as part of a field trip experience.
                  When required, make financial arrangements.
                  Verify all arrangements, including transportation and reception at the site, several days
                  before the actual trip.
                  Prepare name tags for younger students. Have emergency telephone numbers for all
                  students on the trip and a duplicate list for the school office.
                  Obtain written comments for school nurse regarding any special needs of students
                  (medication, allergies, asthma, or any other precautions). Request training in the
                  administration of medication as needed.
                  Parental permission slips in English and in the appropriate language of the home, must be
                  obtained for each field trip and kept on file by the school. A single “blanket permission” for all
                  trips during the school year is NOT authorized.
                  Students must return permission slips a minimum of two weeks prior to trip. Permission for
                  field trips must be in written form only. Without a signed permission slip, students cannot
                  attend the field trip.

                  There will be no deviation from the list of activities specified on the signed parental
                  consent form. Any deviation may result in disciplinary action.

                  These signed Permission Slips must be taken on field trips by the "person-in-
                  charge."
                  A "Buddy System" must be organized on all field trips for students so that no student is left
                  alone. It must be monitored by chaperones.
                  One week prior to field trip, inform food service manager or attendant of date and time of trip.
                  Manager or attendant must know if students will return for lunch. If preferred, bagged
                  lunches can be prepared. The names of students going on the field trip must be given to the
                  Cafeteria Manager to assure accountability.

     B.       Pupil Preparation

I.        Prepare the Class
          Have a class discussion on the purpose of the trip.
                 Provide background information, educational and personal, for the trip. Distribute materials,
                 such as guide sheets.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 11 of 16

             Set standards for safety and behavior.

      I understand that in accordance with Section 104 of the Rules of the School Committee, I may not
      obligate funds without prior encumbering by the Accounting Division, Office of the Business
      Manager.

      Section I is to be completed and given to the Headmaster/Principal before trip.
      Sections II and III are to be completed and filed with the Headmaster/Principal after trip.

      II.    Follow Through
             Have group discussion in class on observations.
             Complete creative projects.
             Write thank-you letters.
             Collect reports from pupils.
             Send news article to local paper.
      III.   Evaluation
             Was the educational purpose of the trip served?
             Was the trip worth time, effort, and expense?
             Are there any incidents, accidents, etc. to report?
             File a brief written report in school office.

______________________________________________________________________
Signature of Field Trip Teacher                     Date
______________________________________________________________________
Headmaster/Principal Approval                       Date

N.B. Retain completed copy on file with Parent Permission Forms in school office.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 12 of 16

                                 FIELD TRIP PARENT PERMISSION FORM

School Name:__________________________________________________________

Today's Date:__________________________________________________________

I, as parent or guardian, give permission for __________________________________
                                                            (Student's first and last name)
Room: ____________, to attend _____________________on____________________
                                            (event and place)                  (date)

from______________________________Until_____________________________for
               (time)                                  (time)


Description of Activity/Activities (Be Specific):            PARENTAL APPROVAL
                                                                 YES        NO
                                                             (Please check one)
______________________________________

______________________________________

______________________________________

______________________________________

______________________________________


1. Mode of transportation: ________________________________________________

2. Will leave from: ______________________________________________________
                                                     (where)
3. Students will return to:_______________________ about_____________________
                                         (where)                           (time)

Teacher in Charge:______________________________________________________
Students will be accompanied by an appropriate number of adults: teachers, aides, parents, or school
volunteers.

I understand that my son/daughter will be obliged to abide by the School-Based Rules and by the Code of
Discipline while participating in this field trip.




In the event of serious illness or injury to my child/ward, I expressly consent to the administration of
emergency medical care, if in the opinion of attending medical personnel, such action is advisable.
Further, I authorize ________________________, to act on my behalf as parent of my child/ward while
participating in the above described trip.

Please check the appropriate box:

    My child DOES require medication during this authorized field trip.
    My child DOES NOT require medication during this authorized field trip.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 13 of 16


If needed, I hereby authorize dispensation of medication by trained, non-nursing school personnel in an
emergency and/or life threatening situation or as prescribed by my child’s primary provider. I further
understand that such trained staff must be present for the administration of medication during this trip.

I have read this Permission Slip and understand its terms. I sign it voluntarily and with full knowledge of
its significance.

Parent's/Guardian's Signature______________________________________________

Relationship to Minor_____________________________________________________

Address_______________________________________________________________
                    Apt. # Street City        State Zip Code

Current Telephone (Home)________________________________

Current Telephone (Business)______________________________


N.B.    Signed Parent Permission Form must be filed in the school office. A copy should be carried by
the teacher on the field trip.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 14 of 16

                                       FIELD TRIP REQUEST FORM

School___________________ Responsibility Center #_____ Date Submitted________
School Contact Person ________________ Phone #___________ Email ___________
Pick-up Location________________________________________________________
Site to be visited________________________________________________________
Address_______________________________________________________________
Site Telephone No. _________Site Contact Person____________ Email ___________
Purpose of Trip_________________________________________________________
Date of Trip___________ Departure Time ___________Time back at school________
Number of students____________ Method of Transportation_____________________
                                            (School Dept. Bus, MBTA, approved Non-BPS carrier, walking)

Privately owned vehicles or leased vans are not to be utilized to transport students to and from field trips
or athletic events, except in the case of a bona fide emergency. Staff who utilize their own vehicles or
leased vehicles, except as described herein, risk being legally liable if students are injured while riding in
these vehicles.
Total Cost $__________Funding Source________ Grant Number________________
BEDF Account Code/Description. ______________________/____________________
Supervision (maximum ratio 20:1; preferred ratio 10:1)
Person Responsible_________________________________
Number of Teachers ____________; Aides ____________; Parents____________
Approved by: ___________________________________________________________
                  Headmaster/Principal                                    Date


For Out-of-Country trips, attach detailed summary of the trip including all pertinent information and a list of
students participating. Out-of-Country trips require Superintendent and School Committee approval.
_________________________________              ________________________________
Superintendent                 Date            School Committee                        Date

Field Trip requests are to be signed by Headmaster/Principal four (4) weeks prior to Field Trip. Out-of-
Country travel must be processed two months prior to the trip. The approved foreign field trip request is
then due immediately to the Office of the Superintendent who shall present it to School Committee for
approval. Requisitions for approved Transportation requests within Massachusetts must be processed
ten school days prior to the scheduled trip. This form does not need to be forwarded to the
Transportation Department if the trip has been ordered through PeopleSoft. A copy of this form should,
however, be retained at the school. This form should be used for BEDF funded trips. A copy of the form
should be submitted to BEDF when requesting payment.
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 15 of 16

                          ATHLETIC TRIP TRANSPORTATION REQUEST

SCHOOL___________________________ SPORT ___________________________

NOTE: Requests must be received ten school days prior to the scheduled event.

Number Transported_________________________
Coach's Signature ___________________________
Date Submitted _____________________________



NOTE: IF PICK-UP LOCATION IS DIFFERENT FROM SCHOOL, PLEASE INDICATE.

Date/Pick-up Time   Destination/Opponent      Departure Time     Drop-off Location
                                                     (if game)      (after game/practice)




ALL RESCHEDULED/CANCELLED/POSTPONED GAMES MUST BE CALLED IN TO THE ATHLETIC
DIRECTOR AT 635-8143.



___________________________________________            __________________________
APPROVED BY ATHLETIC DIRECTOR                                 DATE
Superintendent’s Circular #TRN-3, 2009-2010
September 1, 2009
Page 16 of 16

                                    REQUEST FOR WAIVER
                                TO USE SCHOOL BUS VENDORS
                        NOT CURRENTLY APPROVED AND UNDER CONTRACT

This form must be used when utilizing vendors that are not already under contract with the
Boston Public Schools.

I am hereby requesting a waiver to use non-Boston Public School transportation for the field trip
requested on the attached "Field Trip Request Form."

SCHOOL: _____________________________________________________________
DATE OF TRIP: _______________________________________________________
DESTINATION: ________________________________________________________
BUS COMPANY (CARRIER): ______________________________________________
RENTAL COMPANY CARRIER: ___________________________________________

The building administrator must check each of the following to indicate documentation on file in the school
providing assurances noted:

       Three informal quotes received from potential non-BPS transportation carriers.
       Carrier selected is licensed by the Commonwealth to provide charter service.
       Carrier drivers are properly licensed to provide charter service.
       Carrier maintains a minimum bodily liability insurance policy of $1 million per occurrence.
****************************************************************************************************
APPROVALS:

___________________________________________                 ________________________
Signature of Headmaster/Principal                                 Date

___________________________________________                 ________________________
Cluster Leader                                                    Date

___________________________________________                 ________________________
Chief Financial Officer                                           Date

Attachment (Field Trip Request Form)


ALLOW TEN SCHOOL DAYS FOR APPROVAL

								
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