• OUT OF STATE/COUNTRY TRIPS 
    Only permitted for specific, identifiable groups such as the school band, chorus, and academic teams.   


    TIMELINE* 

    ACTION

     8+ weeks prior  Begin all fundraising; make all travel arrangements; start board approval process (no fundraising should be started until formal 
    School Board approval) 
    6+ weeks prior   Field Trip Authorization Form; complete all School Board approval forms, even if trip is tentative; secure chaperones and hold chaperone meeting/orientation
    4 weeks prior   Request for Absence for District Business form if substitute is needed; put absence in absence management system and fill out triplicate form - obtain from secretary 
    2 weeks prior  Health clerks review all students and copy all health forms for trip; complete parent approval forms; DMV/background check clearance  
    1 week prior   Submit all forms to Principal ( Check off List for Field Trips); all communication with chaperones  
    Prior to
    departure
      
    Brief students on first aid; provide roster to office staff
    APPROVAL PROCESS 

    Principal
    Educational Services Department
    School Board 

     FORMS REQUIRED
    (Forms are fillable pdf documents.)
    Field Trip Authorization Form   (PDF)    
    Check-off List for Field Trips    (PDF)    
    K-8 Permission Slip and Medical Authorization    (PDF)    
    9-12 Permission Slip and Medical Authorization  (PDF) 
    Volunteer Driver and Medical Release Form  (PDF)   
    Field Trip Medication Administration   (PDF)   
    Field Trip Leader Certification   (PDF)    
    Field Trip Volunteer Information Form   (PDF)  
    Field Trip Code of Conduct Form for Staff/Chaperones & Signature Forms   (PDF)     
    Field Trip-Board Approval Form (to be submitted to Educational Services Department)   (PDF)    
    Sample - Student Code of Conduct Form   (Word)

    *Superintendent/Assistant Superintendent of Educational Services may review field trips that cannot meet the necessary timelines. These will be the exception and not an ongoing practice as our Board policy clearly states the Board requires pre-approval for all overnight and out-of-state school-sponsored trips. If there is a possibility that a student/group of students may qualify for a competition, event, or trip, get pre-approval with tentative dates. This can also be done at the beginning of the school year for possible regional or state competitions with dates TBD if students qualify.

    The following documents may also be needed, depending on the type of transportation used, risk assessment, and for staff reference:

    High Risk/Prohibited Activities   (PDF)       
    *District Van Request Form   (PDF)       
    *Student Provided Transportation Agreement   (PDF)      
    *Parent Providing Own Transportation/Student Leaving Event with Parent   (PDF)    
    Procedure for Medication During Field Trips   (PDF)   
    Non-School Sponsored Field Trip   (PDF)  
    2018-19 Approved Charter Bus Companies   (PDF)
    Sample - Intent to Participate Letter   (Word)  
    Field Trip Chaperone Checklist   (PDF) 

    *Those with an asterisk above are also key forms for athletic and competitions teams.