Field Trips/Activities

Trip Planning

Does your Field Trip involve physically demanding or hazardous activities?

  • If “Yes”, check Student Activity Matrix to be sure the field trip is listed as approved for grade level
  • If the activity is approved, follow Matrix guidelines & check list below; send request to Risk Manager
  • If the activity is not approved, complete Student Activity Request Form; send to Risk Manager

If your activity does not involve physically demanding or hazardous activities proceed with check list below:

  1. At a minimum, at least one adult must be present with current CPR/First Aid certification.
  • First Aid/CPR training must include a hands-on component, certified by a nationally recognized certification program, (i.e. American Heart Association, American Red Cross or American Safety and Health Institute)
  • District staff/chaperone with CPR/First Aid certification is preferable. District staff/chaperone with CPR/First Aid certification is required for high risk activity (for example, activities involving water or wilderness).
  • A volunteer/chaperone with CPR/First Aid certification participating in this field trip/activity to fulfill the requirement for a CPR/First Aid trained chaperone is an acceptable alternative for low risk field trips.
  • Include proof of staff/chaperone and/or volunteer/chaperone CPR/First Aid training with the field trip request packet

2. Plan itinerary for the trip and pre-inspect site; evaluate the trip site for potential hazards and special requirements

3. Complete Field Trip Approval Request Form thirty (30) calendar days prior to trip date and have plan approved
by site administrator. Form must include educational purpose of the trip and budget. (Depending on type of field
trip, approval may also be required by Risk Manager, Superintendent and/or School Board. See 2320P Field Trips,
Excursions and Outdoor Ed.)

4. Confer with the building nurse regarding the health needs of students, including appropriate training for
medication administration and emergency treatment.

5. Once Field Trip Approval Request is approved, enter transportation request into Trip Tracker twenty (20)
calendar days prior to date of trip.

6. If you intend to utilize the Food Service department for preparing meals, kitchen managers should be notified up
to 20 calendar days in advance, and no less than 10 calendar days prior to field trip.

7. Provide school with signed parental permissions forms.

8. All chaperones must have approved volunteer applications on file. Provide chaperones with itinerary, possible
known risks, items to bring, and Duties and Responsibilities of Adult Supervisors Accompanying Students on
Instructional Field Trips
for their signature and return. Signed forms must be retained with approved field trip

9. Arrange for chaperone/supervisory personnel and an in-service education and training including review of district
policy for emergency response procedures.

10. Ensure that purchase orders are processed a minimum of two weeks prior to the activity/event.

Day of the Trip

  1. Provide lead secretary with list of students attending field trip and a list of chaperones with contact information.
  2. Take copies of the Parent/Guardian Consent Form for Instructional Field Trips with health/emergency information for each student on the field trip.
  3. Confirm adequate student to adult ratio for trip per Student Activity Matrix.
  4. Check emergency supplies and essential items for trip.
  5. Ensure that adequate communication links are in place and operational (cell phones, radios, etc.).
  6. As appropriate, receipt all funds daily.