FIELD TRIP PROCEDURES
A field trip takes place any time a student participates in an activity away from their regularly scheduled classes, either on or off campus, under teacher supervision and/or is representing the school in any way. All requests for field trips must be initiated through Student Activities. To arrange a field trip, the following steps should be followed.
Request form: Complete and submit a field trip request form in advance of the trip as follows:
In county – two (2) weeks prior to trip
Out of county, in state – three (4) weeks prior to trip
Out of state - four (4) weeks prior to trip
Forms are available in the Administrator in charge of Student Activities. See your administrator for assistance in completing the forms, if needed. No arrangements should be made for the trip and no money should be collected until the trip is approved.
Money collected from students:
If money is being collected from students, collections should be completed and all deposits made ten (l0) working days prior to the time a check is needed for trip expenses. This is necessary to ensure all checks clear the bank prior to student participation in the event.
See the bookkeeper/business manager for assistance, if needed, with reference to money collection and required purchases.
Transportation: The administrator in charge of buses can provide the trip coordinator with a list of transportation companies if a school bus is not to be used. If you plan to use a school bus, the administrator will handle arrangements.
If the teacher plans to use transportation other than school buses, arrangements for such transportation need to be made by the teacher. Always keep the county guidelines for field trip transportation in mind as the field trip is planned. Insurance requirements for personal vehicles MUST be met for private cars to be used in the transportation of students. See the Student Activities Director for information and assistance.
If transportation is to be by PRIVATE VEHICLE, proof of adequate insurance must be on file prior to departure. The field trip permission form signed by the parent/guardian MUST include information on the type of vehicle and driver‘s name.
Student Permission Form: Approximately five school days prior to the trip, distribute the appropriate Parent Permission Form to the students. Since these forms require only one signature, it is recommended that you set a deadline of 3 to 5 days for return. Please be aware that no student may leave campus on a field trip without a permission form on file signed by a parent or legal guardian.
List of Student Participants: Teachers who sponsor a field trip must publish a list of all students who will participate in the trip and e-mail the list to all teachers, as well as post the list on the wall by the sign-in sheet in the Main Office no later than two working days prior to the trip. Copies of this list should also be given to your administrator and the Student Service Clerk.
Lunches: If students will be off campus during lunch, the cafeteria can provide bag lunches for students on Free or reduced lunch. Please poll your students as to the need and desire for this service. If you have students requesting bag lunches, notify your administrator. in writing three days prior to the trip so arrangements can be made. If lunches are not requested, please provide the Cafeteria Manager with a list of the students who will not be eating in the cafeteria the day of your trip.
Permission Slips: Signed permission slips should be physically kept with the teacher in charge of the field trip. After the trip, permission forms are to be kept on file for audit purposes.
Request for Purchase Approval: A Request for Purchase Approval, available from the bookkeeper, must be completed if the money to pay the bus rental fee is to be taken out of Internal Accounts.
Bus Voucher Forms: Bus voucher forms should be secured from the bookkeeper and completed by the teacher if school buses are used for student transportation. Bus drivers should sign the form and return it to the teacher in charge upon return to campus. Return the form to the Bookkeeper who will assist the teacher in completing the form. If a bus driver does not sign and return the voucher, DO NOT sign the form. The teacher’s signature will be secured when the contractor submits the form to the school.
Emergency Data Sheet: If the trip is out of county and/or involves overnight lodging, an Emergency Data Sheet is required. Please note that the parental signature on this form must be notarized. See the Administrator for Student Activities for the form and for assistance as needed.
FIELD TRIP CHECKLIST
All School Board Personnel participating in a field trip must read and adhere to each item on the checklist.
All field trips shall be approved in writing by the school principal (with checklist). Field trip planners shall provide a complete itinerary to their respective principal for review and approval.
All trips which are outside of the county, but within the state, shall be approved by the school principal.
Out of the country field trips shall only be authorized by the Superintendent only with the approval of the school board.
The school principal shall have on file written parental approval for each student participating in any field trips which includes approval for mode of transportation.
All students participating in the field trip will ride the approved mode of transportation.
The number of chaperones accompanying students on trips shall be equal to or more than the requirements of the Florida High School Activities Association (presently 1 chaperon per 10 students). In order to assist chaperones in supervising students and for liability purposes no children except for those in the participating class or group may attend a field trip.
School buses and charter buses may be used for field trips in accordance with the School Board policy entitled “Uses of Buses for Extracurricular and Field Trips” (File: EFAFA) and provided that a licenses and certified bus driver is used. Utilization of Charter Bus Companies must be approved by the Risk Management Office.
Private cars which are used for field trips shall be governed by the School Board Policy entitled “Transporting Student in Private Vehicles for Educational Field Trips of School-Sponsored or
School- Related Events.” (File: EEAG)
Any field trip plan that proposes to utilize the services of a travel agent shall be endorsed by the Associate Superintendent of Instruction Services prior to submitting the request for approval. The Division of Instructional Services shall assist in determining the educational value of such trip in relation to the District’s curriculum design.
In addition to the provisions above, any field trips that involve travel on water shall be subject to
the following provisions:
(a) Such trips shall be on carriers approved by the U.S. Coast Guard. Proof of such approval shall be provided by the carrier.
(b) Such travel shall be on carriers with adequate insurance as determined by the Director of General Services. Proof of insurance shall be provided prior to approval of the trip.
Field trips which involve swimming are prohibited except in pools on School Board property
or as otherwise approved by the Superintendent.
Student participation in any field trip must provide pertinent medical information such as, but not limited to asthma, heart condition, diabetes, sickle cell anemia or any physical limitation that a student may have.
(c) The parent/guardian shall provide a signed statement indicating any and all the above, where applicable.
(d) Any out of country field trip must have a medical release form.
All chaperones will sign they have read and understood the procedures associated with all field trips.
(e) (Responsibilities Form)
Chaperones shall be 21 years old or the parent of the student.
Chaperones shall not deviate from these procedures.
All School Board personnel will adhere to the Professional Code of Ethics.
Student Release forms will be completed (where applicable).
All School Board personnel shall indicate by signature they have read and understand the procedures
associated with field trips.
I have read the above related field trip procedure and agree to follow as stated. Failure to follow these procedures may result in personal liability. All personnel responsible for the field trip need to sign this checklist.
All boxes have been checked.
__________________________________________ ___________________________
Signature Date
FIELD TRIP PROCEDURES