FIELD TRIPS
GENERAL INFORMATION
1. No field trips may be taken the last two (2) weeks of each trimester.
2. In addition, each student must have all their teachers sign off giving their approval to participate in the
anticipated field trip by using the “Field Trip: Teacher Notification Form”.
FIELD TRIP TYPES
1. Type I requires general parent approval. Examples are walking field trips of one mile or less to community
locations.
2. Type II requires specific parent permission and includes all trips requiring transportation. Almost all
HARDING field trips will be the Type II variety.
3. Type III -Special includes all overnight trips.
TYPE I or Type II FIELD TRIPS
1. Staff person obtains a Field Trip Request Form from the office and completes it and submits it to the principal
for approval at least a minimum of 10 days prior to the anticipated field trip date.
2. Upon review the request will be signed if approved, or if there are issues that need to be addressed those will
be noted, and the form will be returned to the staff person with special instructions if applicable.
3. If field trip requires bus transportation, the staff person must submit to the office specific details of the field
trip, including departure and return times, number of students, funding source to cover the bus, etc. The
request for transportation must be submitted a minimum of three (3) days prior to the anticipated field trip
date.
4. The staff person prepares and distributes a communication to parents or guardians using the established
format, which includes an authorization form for the parent or guardian’s signature.
5. The staff person collects a completed and signed field trip authorization form from each student which
indicates parental approval or denial and should note special health problems and handicapping conditions.
6. All forms needed for field trips are available in the forms filing cabinet..
7. On the day of the field trip the person in charge will:
a. Submit a list of students leaving the building on the trip to the attendance office.
b. Follow the established procedures while on the trip.
c. Report to the office upon return from the trip.
TYPE III FIELD TRIPS
1. The Area Superintendent must also approve Type III Field trips. In addition all such trips must be cleared in
advance with the principal before publicity and fund raising may commence.
2. Upon approval by the principal and the Area Superintendent, the building expectations outlined for Type III
field trips must be followed.
LIABILITY
1. Transportation for all field trips must be by school bus, coach-style bus and/or taxi service.
2. Private automobiles are not to be used for transporting students on field trips because of the liability involved.
COSTS
1. There can be no costs to the students for any field trip that is required as a part of the course of study.
2. Department or Academy funds must cover the cost of the field trip. There may be funds available from the
principal for field trips, but you must request them prior to the field trip.
3. The principal must approve optional field trips, which will incur an expense to the student.
CANCELLATION OF FIELD TRIP
1. If it becomes necessary to cancel a field trip, for which arrangements have been made, notify the clerk in
charge of ordering buses (to be announced) a minimum of 24 hours before the anticipated field trip.
2. Cancellation on the day of the trip may be made only in case of unfavorable weather or similar conditions in
which the welfare and safety of the pupils may be jeopardized.
ADDITIONAL REQUIREMENTS
1. Consult with the nurse if you have any questions or concerns about any of the students participating on the
field trip.
2. All staff must be informed of the students who are participating on the field trip. A list of the participants
should be placed in all teacher mailboxes a minimum of three (3) days prior to the trip.
3. All field trips will be listed in the Week-At-A-Glance Calendar.
TYPE III FIELD TRIPS BUILDING EXPECTATIONS / PLANNING PROCEDURES
Upon obtaining approval of Type III field trips from the Principal and Area Superintendent the
following steps must be followed:
1. Four (4) Months in Advance: Confirm bookings by fax.
Contact a tour company, if appropriate. You should Assign roommates.
then ask for a proposed contract. As a reminder, you Memo school nurse requesting first aid kits (including
are not allowed to sign any contract. The appropriate epipens, for bee sting allergies if needed) for trip and
school superintendent is the only person that can notifying him/her of which chaperone will be
rightfully sign a contract. responsible for these.
Book the venues (i.e: museums, etc). One chaperone should be designated to handle the
Schedule a parent information evening for three collection and distribution of all medications.
months prior to trip. Additionally, fill out a building Students should not be allowed to self-medicate unless
permit for the night of your parent meeting. a doctor’s order is present allowing them to do so (i.e.
Draft an invitation to parents and students for the asthma inhalers, diabetic insulin, etc). All medication
information meeting (include an RSVP slip at the must come from the appropriate chaperone and can
bottom so you can know in advance the expected only be administered if there is a doctor’s permission.
attendance); this meeting is mandatory for students Provide copies of all permission slips to
attending the trip...exceptions made only through prior Administration; make copies so that at least one
arrangements. chaperone has all permission slips with parent contact
Set your general itinerary. numbers.
Calculate the approximate cost of the trip. Teacher chaperones must request substitutes.
Set date for final meeting with chaperones and
2. Three (3) Months in Advance: students (to be held two weeks prior to the trip).
Decide who will chaperone the trip; there should be Contact case managers of any special education
both male and female chaperones and a ratio of students to discuss individual concerns, needs, etc.
approximately 1:10.
Fill out and return any booking forms which venues 5. Two (2) Weeks in Advance:
may require for invoicing. Chaperones meet with students to clarify expectations
Have each venue invoice St Paul Harding, c/o you and go over any other information students need to
(original copy required). know (i.e. appropriate clothing, suggested spending
Finalize modes of transportation. money, etc).
Draft contract for student behavioral expectations on School nurse will notify lead chaperone of any student
trip. that has not turned in permission form.
Fill out an Extended Field Trip permission slip form to Notify students’ teachers of their upcoming absence.
be handed out at parent meeting. Prepare relevant
paperwork for distribution to parents (itinerary, 6. One (1) Week in Advance:
packing list, hotel information, travel insurance, list Determine what chaperones will have a mobile phone
of chaperones, behavioral contract, etc.) Provide and leave those numbers with Administration and Lea
Administration with 5 copies of this information. Kammerer.
Hold the parent information meeting; request daily Make sure you have received any necessary checks for
medication requirements for relevant students; have entrance into venues, if appropriate.
parents and students sign contract for behavioral Remind students of general information.
expectations; collect permission slips and deposits Notify cafeteria manager of the number of students
from parents/guardians. that will be going on the trip.
Confirm student possession of valid passports and Collect first aid kits from school nurse.
necessary visas (overseas trips only). School nurse will meet with teacher/chaperone in
charge of medications and go over procedures.
3. Two (2) Months in Advance: Give final list of students attending field trip to Linda
Confirm number of students attending trip. Lamprecht, Lea Kammerer and Administration.
Make any adjustments in the cost of the trip.
Collect final payments. 7. Day of Trip:
Notify school nurse of trip and whether any student Chaperone in charge of medication must collect all
requires nursing services. If so, funding for a nurse’s medications and keep them in his/her possession for te
position must be in place. duration of the trip
Give the school nurse copies of all permission forms.
4. One (1) Month in Advance: