Last updated: February 2024

 Definition

A field trip is defined as an educational experience which meets the following criteria:

1. It involves a specific class or classes, or group involved in a school-sponsored activity.

2. It is intended for all eligible students of that group or class.

3. It takes that group away from the classroom under the responsibility of school-approved chaperones.

4. It has an identifiable educational objective.

5. It includes preparation of students and evaluation of the outcome. Field trips and overnight trips provide an opportunity for educational, physical and social development of students.

An overnight trip also includes the additional criteria:

6. It takes the class away from the classroom and school premises for one or more nights.

Exception: Sports trips are not covered by this policy.

Policy

1. Each child should have the opportunity to go on at least one field trip and/or overnight field trip per year.

2. First Steps to Grade 4 shall not be included in overnight trips.

3. The trip should be appropriate to the age of the students and have clearly defined educational goals.

4. Students should be strongly encouraged to take part, since the proposed trip will be an educational experience.

5. Faculty members are encouraged to propose and organize field trips after discussion with the principal.

6. All trips must receive final approval by the appropriate principal and the head of school, who will consider the school time used, the relationship of the trip to instruction, the anticipated participation, and the cost. In concept approval by the principal must be given before parents are notified of a field trip. The risk management form must be filled out and approved by the principal and the Head of School prior to departure. Grade level trips outside of Germany require special Head of School approval prior to planning. 

7. Information on parent contribution to field trips will be provided.

8. On any trip all school and trip rules must be adhered to. Violations shall be reported to the student’s parents and may lead to the student’s expulsion from the trip at parents’ expense and/or exclusion from future trips.

9. Trip co-ordinators and chaperones:

a) All trip co-ordinators and chaperones shall be approved and appointed by the principal.

b) Other adults may be asked to chaperone at the discretion of the appropriate principal. All chaperones must have completed child protection training, and provide an extended police background check. 

c) The trip co-ordinator must have been a chaperone on a previous overnight field trip.

d) The ideal student/chaperone ratio for field trips shall be 6/1 for elementary school; 10/1 for upper school field trips and all overnight field trips. The gender of students and chaperones must also be taken into account, with both male and female chaperones available to support a mixed gender group of students. All field trips require a minimum of two chaperones, unless special circumstances exist as approved by the principal and Head of School. Faculty who are requested to accompany a field trip or sports trip as a non-stipended chaperone on weekends or school holidays shall be reimbursed as stated in the Works Agreement of 06 May 2010.

e) All chaperones shall be required to be fully orientated with all aspects of the trip by the trip co-ordinator before departure. Student alumni chaperones shall not have sole or independent supervision responsibilities, but will rather provide supervision support to faculty or parent chaperones. Student alumni must have completed child protection training. The requirement for extended police background check is waived for the first two years following graduation.

f) The trip preparation outline shall be the responsibility of the trip co-ordinator.

g) The trip co-ordinator and chaperones shall check that the students are present at appropriate times, particularly at curfew hour.

h) An evaluation of the trip by the students shall be carried out by the trip co-ordinator and chaperones.

i) A summary evaluation of the overnight trips shall be written by the trip co-ordinator and signed by the chaperones.

j) The trip co-ordinator, in counsel with the principal, is the final authority during any trip.

k) When a proposed location has not been previously visited, the trip co-ordinator shall investigate the proposed location and accommodations at the school’s expense.

10. In concept approval by the principal must be given before parents are notified of a field trip. Parents shall be informed of overnight trips 4 – 6 weeks before departure, including:

• the educational goals clearly stated

• dates

• costs and insurance coverage

• arrangements for transportation and accommodation

• a parental permission slip

11. A trip description letter approved by the principal shall be distributed to the chaperones, parents and students, at least two week prior to the trip. It shall include:

• proposed agenda which includes meal arrangements, with or without chaperones

• students’ unaccompanied free time

• planned social activities

• planned curfew hours

• student preparation

• suggestions on clothes and personal spending money

• emergency contact person with telephone number

12. An emergency contact person and telephone number shall be established for each overnight trip.

13. Trip co-ordinators and chaperones must be at least 18 years old, and must receive Child Safeguarding training prior to the trip. Trip co-ordinators, chaperones, or any other adult may not share a room with students. Only students of the same gender will share a room. 

14. All day trips where costs are below 25 Euros are covered from school budgets; there will be no charge to parents.