2320P - Field Trips, Excursions Procedure

Preliminary Approval

The staff member must submit a completed Category 1 Routine Field Trip Application Form to the building principal. The request must include the plan for adequate supervision. Refer to the Field Trip Checklist Pre & Final Authorization Form for requirements.

Collection of Funds (if applicable)

Fundraising, collection of fees, promotions, collecting and making deposits, and securing of permissions can commence once preliminary approval has been given from the principal.

It is the responsibility of the staff member to ensure the field trip request has been submitted for approval well enough in advance to ensure adequate time to facilitate collection of necessary funds.

Transportation Request

If district-owned bus transportation or a licensed carrier is to be requested for the field trip, the staff member must complete the online transportation request through the Transportation Department for approval. Access to the online system will be facilitated through the building secretary.

Parent Permission

The staff member must secure a signed parental permission form for each student who plans to participate in the field trip (Form 2320F1e). Check parent permission forms and file a final list of students, adult chaperones, and faculty/staff members who will be making the trip and a copy of the final itinerary with the principal. Include Ropes/Challenge Courses or Water Activities Use Forms when applicable. Note: Ropes/Challenge Courses MUST be pre-approved by Risk Management.

Volunteers

Ensure all non-staff volunteers have been screened and approved per Regulations 5630 and 5630P.

Provisions for Students Not Participating

Make provisions for those students who choose not to participate in the field trip for the time the teacher will be away.

Provisions for Students with Medical Conditions

Make provisions for all students who have medical conditions, medication information and/or allergies noted on the Parent/Guardian Permission Form 2320F1e. Submit a list of those students to the school nurse.

Prior to Departure

Before a field trip can depart, the staff member must receive signed final approval (Form 2320F1a) from the building principal indicating that all required elements are in place:

• Approved field trip application
• Final itinerary; any changes from the preliminary itinerary documented
• Proper collection of funds (if applicable)
• Parent permission forms for all participants (including Ropes/Challenge Course and Water Activity permission forms, if applicable)
• Adequate ratio of chaperones to students (at least 1:10)
• All non-staff volunteers screened and approved in accordance with Regulations 5630 and 5630P
• Transportation arrangements using approved methods
• Final list of participants; any changes from the preliminary list documented

Fieldtrips cannot commence without all required elements in place and signed final approval from the building principal.

At Least 45 Days Prior

Preliminary Approval

Preliminary plans, including completed Category 2-Extended and Overnight Field Trip Pre-Approval Application (Form 2320F2b) with supporting documents must be submitted to the appropriate Assistant Superintendent / Executive Director of Education and, when applicable, the Director of Career and Technical Education (CTE) far enough in advance to provide adequate time to secure approval from the Superintendent prior to proceeding with any final plans and the securing of permissions.

Plans are expected to include: (See checklist Form 2320F2a)

• Detailed Itinerary - the time schedule for departure, major events, travel arrangements, planned stops, and time and place for return.
• Supervision – planned number of adult chaperones to supervise students. The appropriate number of chaperones will be determined by the principal and be subject to review by the appropriate Assistant Superintendent / Executive Director of Education. The trip may be canceled if appropriate supervision is not present at the time of departure. In planning, a number of alternate chaperones should be identified who could be used if regular chaperones are forced to cancel due to an emergency. At no time will the ratio of chaperones to students be less than 1 to 10 (1:10).
• Financial Plan – Detailed estimate of all field trip costs and proposed method of covering the costs. Plans must detail any anticipated fundraising efforts, including collection of student fees.

After Preliminary Approval

Collection of Funds (if applicable)

Fundraising, collection of fees, promotions, collecting and making deposits, and securing of permissions can commence once preliminary approval has been given.

It is the responsibility of the staff member to ensure the field trip request has been submitted for approval well enough in advance to ensure adequate time to facilitate collection of necessary funds.

Transportation Request

If district-owned bus transportation or a licensed carrier is to be requested for the field trip, the staff member must complete the online transportation request through the Transportation Department for approval. Access to the online system will be facilitated through the building secretary.

Information Session

Hold at least one informational session for students, parents, and faculty. The agenda for this meeting should include but is not limited to the following:

1. purpose of the trip and its relation to curriculum or activity program;
2. review of steps being taken to secure permission from the Superintendent;
3. detailed itinerary;
4. proposed housing arrangements;
5. budget and fund raising, including review of Regulations;
6. rules of conduct;
7. arrangements for chaperones;
8. parent information and permission requirement;
9. emergency procedures;
10. transportation agreements.

Parents and all participants shall also be given or mailed this information in writing.

Chaperones

Final list of chaperones and alternates including cell phone numbers must be completed.

Chaperone Preparation Meeting

Hold at least one chaperone preparation meeting in which responsibilities and expectations for both students and chaperones are clearly outlined.

Parent Permission

The staff member must secure a signed parental permission form for each student who plans to participate in the field trip (Form 2320F2e).

Secure a signed parental permission form for each student who plans to participate. Check parent permission forms and file a final list of students, adult chaperones, and faculty/staff members who will be making the trip and a copy of the final itinerary with the principal and the appropriate Executive Director of Education and, when applicable, the CTE Director prior to departure. For Ropes/Challenge Courses or Water Activities use appropriate forms.

Volunteers

Ensure all non-staff volunteers have been screened and approved per Regulations 5630 and 5630P.

Provisions for Students Not Participating

Make provisions for those students who choose not to participate in the field trip for the time the teacher will be away.

Provisions for Students with Medical Conditions

Make provisions for all students who have medical conditions, medication information and/or allergies noted on the Parent/Guardian Permission Form 2320F2e. Submit a list of those students to the school nurse.

Required Credentials

All students (including aliens and exchange students), chaperones and staff members are required to take required credentials and identification with them on any field trip. Evidence of possession of proper credentials (which may include passports, birth certificates, etc.) or other required documents must be ensured prior to departure.

Emergency Procedures

One or more of the adult faculty sponsors or chaperones should have a current first aid certificate. Safety and emergency procedures should be discussed with students. In case of illness or accident, one adult should remain with the student until s/he can be returned to the care of parents or the designated substitute parent. District accident forms should be completed on accidents for which first aid or medical treatment is required.

Insurance Coverage

The district shall provide free student accident insurance coverage for one day school-sponsored field trips. For all supervised extended and overnight field trips, short term group insurance coverage must be purchased for the entire group of students participating.

Final Approval

Before a field trip can depart, the staff member must receive signed final approval (Forms 2320F2c/d) from the Superintendent. Request for final approval must include all required documentation and evidence of completion of all Regulation 2320P provisions. (See checklist Form 2320F2c.) Failure to provide all required documentations may result in the cancellation of the field trip.

Prior to Departure

It is the responsibility of the staff member to report any deviation to the final field trip documentation approved by the Superintendent to the building principal and appropriate Assistant Superintendent / Executive Director of Education. The appropriate Assistant Superintendent / Executive Director of Education will determine whether the changes have substantially altered the nature of the field trip in such a way that the trip must be cancelled.

Preseason

Preliminary Approval

WIAA Sponsored In-Season and Post-Season Field Trip Parent Permission Forms 2320F3e will be collected during the athletic registration process. Forms will be collected before athletes begin the season and include permission for extended area and overnight trips.

Coaches will submit a list of all eligible athletes and a copy of signed parent permission forms to the appropriate Athletic Director at the beginning of each season.

At Least 7 Days Prior

Field Trip Application

Coaches must submit a Category 3 WIAA Athletic Field Trip/Activity Application Form 2320F3b to the appropriate Athletic Director and Executive Director for approval. The application must include the following:

• List of Participants – detailed list of athletes participating in the event. All participants must have a WIAA Sponsored In-Season and Post-Season Parent Permission Form on file.
• Detailed Itinerary - the time schedule for departure, major events, travel arrangements, planned stops, and time and place for return.
• Supervision – planned number of adult chaperones to supervise students. The appropriate number of chaperones will be determined by the athletic director and be subject to review by the appropriate Executive Director. The trip may be canceled if appropriate supervision is not present at the time of departure.
• Financial Plan – Detailed estimate of all trip costs and funding source(s).

Transportation Request

If district-owned bus transportation or a licensed carrier is to be requested for the field trip, the staff member must complete the online transportation request through the Transportation Department for approval. Access to the online system will be facilitated through the building secretary.

Parent/Guardian Communication

The coach must communicate the detailed itinerary to the parent/guardian of each participating athlete.

Superintendent Approval

The completed final authorization form and all supporting documentation will be submitted to the Superintendent or designee for approval.

Final Approval

Before a field trip can depart, the staff member must receive signed final authorization from the Superintendent. Application for final approval must include all required documentation and evidence of completion of all Regulation 2320P provisions. Failure to provide all required documentations may result in the cancellation of the field trip.

Prior to Departure

It is the responsibility of the coach to report any deviation to the final field trip documentation approved by the Superintendent to the Athletic Director and Executive Director. The Executive Director will determine whether the changes have substantially altered the nature of the field trip in such a way that the trip must be cancelled.