Well, if you live in California, here's what you'll need:
One Day Field Trip - Requirements
Overnight Field Trip - Requirements
Out of State/Country Field Trip - Requirements
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TIMELINE
8+ WEEKS PRIOR
Make all travel arrangements.
Start the Board approval process.
Begin fundraising after you've received formal approval from our Board of Trustees.
Alert the Health Services Assistant (HSA) of the field trip.
Alert the District Nurses at least 8 weeks prior to ensure coverage if a student with medical needs will require authorized personnel to accompany them if the parent is unable to attend the trip.
6+ WEEKS PRIOR
Complete the Field Trip Authorization Form.
Complete all School Board approval forms, even if the trip is tentative.
Secure an adequate number of chaperones for supervision.
Hold initial meeting/orientation with chaperones.
TWO WEEKS PRIOR
Verify with the Principal if a substitute is needed.
Put absence in the absence management system.
Health clerks will review all students and copy all health forms for the trip.
Make arrangements with District Nurses for the lead teacher to be trained if any student(s) requires glucagon, inhalers, and/or Epi Pens.
Complete Permission Slip and Medical Authorization forms for each participant.
Order bag lunches from Child Nutrition Services.
Ensure all chaperones/volunteers have been approved through the Volunteer Management System, including driver's clearance if applicable.
Hold a follow-up meeting with chaperones.
ONE WEEK PRIOR
Submit all forms to the Principal (Check-off list for Field Trips).
Confirm bag lunch count with Child Nutrition Services.
Communicate with all chaperones to ensure coverage, etc.
PRIOR TO DEPARTURE
Provide a roster to the office staff.
Provide copies of all Permission Slips and Medical Authorization forms to the office staff.
Pick up field trip medications and forms from the HSA on the morning of the field trip. Medications must be signed out on the tracking document.
Medications in pharmacy/original over-the-counter labeled containers.
Medication Administration Consent forms.
Specialized Physical Health Care Procedures Forms, if applicable.
Student Action Plans, if applicable.
Brief students on safety procedures for the trip.
Ensure each group/chaperone has a copy of the Permission Slips.
Ensure each group/chaperone is in possession of a First Aid Kit.
Ensure bag lunches are on board.
UPON RETURN FROM FIELD TRIP
As soon as the trip is over, medications must be returned to the HSA and signed back in on the tracking document.
APPROVAL PROCESS
Principal
Educational Services Department
Board of Trustees
FORMS REQUIRED
Field Trip Authorization Form
Check-off List for Field Trips
K-8 Permission Slip and Medical Authorization
9-12 Permission Slip and Medical Authorization
Volunteer Driver and Medical Release Form
Field Trip Leader Certification
Field Trip Volunteer Information Form
Field Trip Template for Board Approval
Field Trip Code of Conduct Form for Staff/Chaperones & Signature Forms
Sample - Student Code of Conduct Form (Word)
Bag Lunch Form
*Superintendent/Assistant Superintendent of Educational Services may review field trips that cannot meet the necessary timelines. These will be the exception and not an ongoing practice as our Board policy clearly states the Board requires pre-approval for all overnight and out-of-state school-sponsored trips. If there is a possibility that a student/group of students may qualify for a competition, event, or trip, get pre-approval with tentative dates. This can also be done at the beginning of the school year for possible regional or state competitions with dates TBD if students qualify.
OTHER FORMS
The following documents may also be needed, depending on the type of transportation used, risk assessment, and for staff reference:
High Risk/Prohibited Activities
*District Van Use Request Form July 2022 through Dec 2023
*District Van Check Back In Procedure
*Student Provided Transportation Agreement (Word)
*Parent Providing Own Transportation/Student Leaving Event with Parent
Procedure for Field Trip Medications 11 02 2023
Non-School Sponsored Field Trip
2023 2024 Approved Charter Bus Companies
Sample - Intent to Participate Letter (Word)
Field Trip Chaperone Checklist
*Those with an asterisk above are also key forms for athletic and competition teams.