Documents Supporting Field Trips
Over the years, the number and types of documents needed to support field trips and other model United Nations activities has expanded based legal requirements by local towns and the Commonwealth of Massachusetts. Included you will find samples of permission slips sued by Sandwich High School for Saturday Model United Nations conferences, or weekend conferences within the Commonwealth of Massachusetts, as well as field trips for conferences and activities out of State. You will also find a sample of the reconciliation of a public school field trip costing more than $50 per student required by the Commonwealth of Massachusetts. One note: though permission slips are fairly standard, it is wise to have these checked every year at least to make sure that there are no changes in the legal requirements for permission slips. Usual such changes are communicated to schools and adjustments are made accordingly. If anyone had additional types of documents they would like to bring to everyone's attention, please let me know.
Document 1: The Standard Permissions Slip
One item sometimes missing from a permission slip is the emergency contact number. This likely has something to do with the fact that most students have cell phones with them. The emergency contact number gives any faculty moderator a direct line to parents in the event a student cannot...
Sandwich High School International Studies Program
St. John’s Prep High School Model United Nations
Saturday, December 12th, 2015
The Sandwich High School International Studies Program attends the St. John’s Prep High School Model United Nations in Danvers, Ma. on Saturday, December 12th, 2015. 25 schools from all over New England will participate in this program. The cost is $40.00 (checks payable to “Sandwich Public Schools”-cash is welcome!), and lunch is provided by the SJP crew. If you have any questions, feel free to contact me at (email address, cell phone, or school phone are all options that work here).
I, __________________________give _______________________permission to travel to St. John’s Prep High School Model United Nations in Danvers, Ma. on Saturday, December 12th, 2015 with the Sandwich High School International Studies Program.
Signed:
_________________________________________ ____________________________________
Parent Emergency contact number
_______________________________________
Student
_______________________________________
Date
Document 2:The Out of State Field Trip
Out of State filed trips require the approval by vote of the school committee. Beginning in 1990, Sandwich High School participated in a student exchange program with Lycee Ampere of Lyon, France, As the trip evolved, so did the permission slips. Born in an era where litigation was becoming a factor in issues relating to field trips across the country, the French Exchange permission slip evolved into a set of three documents. These were adopted for the Sandwich High School model UN senior trip to New York City taking each March. The medical information slip is crucial, and somewhat daunting when it talks about giving a teacher the right to administer medicines. Our solution: bring the school nurse along on the trip. This may not be a viable option on some field trips, but I recommend doing so if the nature of the trip allows it. IF possible, all documents should be on school letterhead.
The Documents:
The Permission Slip
I, ________________________________________________, parent/legal guardian of __________________________________________________, give
__________________________________ permission to travel with the International Studies Program’s trip to New York City from 9 March 2017 to 12 March 2017. I also hereby authorize Mr. Donald Franke and other advisors appointed by Sandwich High School for this trip to act on my behalf, in loco parentis, in the event that medical attention may be required by my son or daughter.
Date:_________ Parent/legal guardian signature:_________________________
Date:_________ Witnessed by
Notary Public:____________________________________
Seal of Notary Public:
The Release of All Demands
Release of all Demands
For good and valuable consideration, the undersigned hereby remises, releases, and forever discharges the Town of Sandwich, the Town of Sandwich School Committee, employees of the Town of sandwich and their accompanying spouses, of and from all claims, causes of action, demands, damages, and expenses which, against the Town of Sandwich, the Town of Sandwich School Committee, employees of the Town of Sandwich and their accompanying spouses now have or may have resulting from the trip to New York City, from 9 March 2017 to 11 March 2017.
Witness by my/our hands and seal the ___________ day of _____________, 200_. (date) (month)
Signed in the presence of _________________________________________
Parent or legal guardian
______________________________ ____________________________
name of student witness
Indemnification Agreement
For good and valuable consideration, the undersigned hereby agree to indemnify and save harmless the Town of Sandwich, the Town of Sandwich School Committee, employees of the Town of sandwich and their accompanying spouses, of and from all claims, causes of action, demands, damages, and expenses which, against the Town of Sandwich, the Town of Sandwich School Committee, employees of the Town of Sandwich and their accompanying spouses now have or may have resulting from the trip to New York City, from 9 March 2017 to 12 March 2017, and will assume the defense thereof and will indemnify and save harmless the Town of Sandwich, the Town of Sandwich School Committee, employees of the Town of sandwich and their accompanying spouses, of and from all costs, expenses, legal fee, and judgments resulting therefrom.
Witness by my/our hands and seal the ___________ day of _____________, 200_. (date) (month)
Signed in the presence of _________________________________________
Parent or legal guardian
______________________________ ____________________________
name of student witness
The Medical Information Form
Section 1. Student Data:
Name of student:_______________________________________________________
Address:______________________________________________________________
Phone Number:_______________________________________________________________
Who to contact in case of emergency:_______________________________________
Phone numbers: Home________________________Work______________________
Cell:______________________________
Section 2. Insurance Information:
Insurance company:______________________________________________________
Policy number:__________________________________________________________
Insurance company phone number in case emergency medical services are required:_______________________________________________
List any Allergies:
List any medication, indicating how often the medication is required:
If students have prescribed medication: please bring the amount of medication required for the duration of the trip in a container labeled with details about use by your pharmacy.
I give Mr. Franke or any approved chaperon on the trip to New York permission to administer prescribed medication to my son/daughter:
___________________________ _____________________________
Name Signature
Document 3: The Reconciliation Documents
The requirement to reconcile a trip financially if it cost more than $50 per student came with the submission of two document to the School Committee once the trip was over. The first document was the estimated cost of the trip based on research. The second document included the actual cost of the trip.
They were submitted together as one report, with a cover letter to explain any anomalies:
