File: IJOA-R
FIELD & EDUCATIONAL TRIPS GUIDELINES
DEFINITION OF FIELD TRIPS
A field trip is defined as an educational experience that takes place away from the school grounds designed to promote student interest and are considered extensions of the classroom. ANY AND ALL TRIPS THAT ARE TAKEN, INCLUDING DURING ANY SCHOOL VACATIONS THAT ARE SPONSORED, PLANNED AND/OR EXECUTED BY EMPLOYEES (INCLUDING COACHES) OF THE SCHOOL DEPARTMENT AND INVOLVE WEST SPRINGFIELD STUDENTS MUST FOLLOW THE SAME POLICY REGULATIONS AND SEEK PRIOR APPROVAL.
1. Planning
a. Obtain administrative permission to plan the field trip. It will be the responsibility of the building principal to sanction the planning of the field trip.
b. The purpose of the trip must be clearly established and understood by both the pupils and those persons who will act as group leaders/chaperones on the trip.
c. Arrangements in detail with the host organization.
d. Field trips taken throughout the year should take into consideration certain time frames that would be discouraged (i.e. mid term & final exams, MCAS testing, retests, etc).
2. Transportation
a. Secure transportation quotations AND CANCELLATION POLICY.
b. All outside modes of transportation must have a minimum insurance coverage of $1,000,000.
c. The use of private automobiles is prohibited. Commercial vehicles licensed by the state must be used unless written approval has been obtained from the superintendent for other modes of transportation and a release form is signed by the parents of participating students [File: EEAG-E].
d. If necessary, transportation will be arranged by the Superintendent’s office. Confirmation of these arrangements will be forwarded to the Principal.
3. Procedures
a. Complete Field Trip Request Form/File IJOA-E
b. Approval of complete plans by Principal
c. Approval of funding (if applicable) by Business Manager
d. Approval of Superintendent - - local trips require a minimum of two (2) weeks notice or at the discretion of the Superintendent or his/her designee.
e. Approval of School Committee:
1. Field trips that are overnight, more than 150 miles (1 way), AND out of state require a minimum of forty five (45) days or at the discretion of the Superintendent or his/her designee.
2. Out of country/long distance trips that necessitate major expenses require approval before implementation of procedures.
f. Teachers, coaches and other staff are prohibited from soliciting funds for privately run trips.
Note: Items 3a.-3e. must be completed and returned to the organizer PRIOR to the trip or risk potential cancellation of the trip.
4. Medical Personnel Notification
a. Nurses will be notified at least two (2) weeks prior to any field trip so that they may organize the medications that will need to be given, send out special medication consent forms to parents, and train a staff member to administer the medication.
b. Nurses will determine if there are children who might not be safe going on a field trip without a medically trained person administering medications. If necessary a nurse will attend.
c. If it is deemed unnecessary for a nurse to go on a field trip, and no building staff will give a scheduled medication the trip can be cancelled at the discretion of the principal.
d. The Head Nurse will complete the state application for “unlicensed personnel to administer medications on a field trip” every two years, as required for state approval.
5. Chaperones
a. Chaperones must be either a student’s parent or guardian or an employee of the West Springfield School district. Exceptions may be made ONLY WITH EXPRESS WRITTEN PERMISSION OF THE PRINCIPAL. All adults interested in serving as chaperones must be on file with the Principal’s office that they: have an acceptable CORI report as established by School Committee policy (within the last 3 years); have signed the Chaperone Policy Agreement (File: JLIAA) and that they have read and understand the Field & Educational Trips Guidelines (File: IJOA-R).
b. Chaperones will be responsible and visible at all times including mealtime. Room checks are required on all overnight trips.
c. ANY ADULT ON A SCHOOL-SPONSORED EVENT/FIELD TRIP IS PROHIBITED FROM GAMBLING, CONSUMING ALCOHOLIC BEVERAGES OR ANY OTHER CONTROLLED SUBSTANCES. TOBACCO USE IN THE PRESENCE OF STUDENTS IS PROHIBITED. A copy of the Field Trip Policy (File IJOA); Field Trip Guidelines (File: IJOA-R) will be supplied to all sponsors/chaperones/leaders of field trips.
6. Implementation of Field Trips
a. Permission slips- parental permission, on a form designated by the administration (File: IJOA-EE) must be obtained by the person in charge of the trip PRIOR to the trip. A student must submit a signed parental permission slip along with the “Parent Consent and Release Form" or the student may NOT GO ON THE FIELD TRIP. Details of the trip should be outlined to parents. Slips and any money should be collected at least one (1) week prior to the trip. Slips will include the statement “If your child becomes involved in any incident which requires separation from the group, the parent/guardian will be contacted and will be responsible for transportation home”
b. Discipline — References to the discipline code of each school handbook.
Notice is hereby given that if a student, without the signed permission form, participates in the trip, the West Springfield liability insurance policy shall not be applicable.
Planning should be made for appropriate follow-up activities which include review of the learning experience with pupils, evaluation of learning experiences, thank you notes to chaperones, host agencies, etc.
Reporting for informational purposes will be done on a monthly basis by the Superintendent, to the School Committee with a list of all trips approved within the District.
West Springfield Public Schools (S.C. approved 9/11/12)