Step-by-Step Guidance for Field Trip Planning

• Initial Planning (4+ Weeks Before the Trip)

  • Determine the educational purpose and confirm alignment with curriculum or ASB goals. Consider equal access for all students, including those with health care plans, 504 plans, and individual educational plans.
  • Identify the type of trip (Day, Recurring, Overnight, or International) and assess potential risks, including special considerations like water activities, animals, or remote locations.
  • Use the Field Trip Description and Itinerary Sample Form to outline:
    • Destination, activities, and transportation plans.
    • Number of students and chaperones.
    • Costs and funding sources.

• Administrative Approval (At Least 4 Weeks Before the Trip)

  • Submit the Preliminary Approval Form (2320F1) to the principal for review and initial approval.
  • Upon preliminary approval, complete the Field Trip Request Form (2320F2) with detailed trip information.
  • Obtain superintendent or school board approval for overnight or international trips, as required. This process may take additional time, so plan accordingly.

• Parent Communication (At Least 3 Weeks Before the Trip)

  • Distribute the Parent Permission Form (Located within your completed and approved Field Trip Request Form 2320F2), which includes trip details, potential risks, and emergency procedures.
  • Provide a clear itinerary, including transportation, housing (if applicable), and any special requirements.
  • Set a deadline for signed permission slips to be returned, allowing time to follow up if needed.
  • Confirm transportation by submitting the Transportation Request Form.

• Final Preparations (2 Weeks Before the Trip)

  • Finalize student rosters and verify all permission slips and payments have been collected.
  • Ensure all chaperones meet district requirements, including background checks and, if applicable, First Aid/CPR certification.
  • Arrange for supervision of students not attending the trip.
  • Reserve first aid kits, medications, or other necessary equipment with the school nurse.

• Day of the Trip

  • Ensure all students, chaperones, and staff are present and prepared.
  • Review behavior expectations and safety protocols with students and chaperones.
  • Carry all necessary documentation, including permission slips, emergency contact information, medical forms, and a first aid kit.
  • Conduct a final attendance check before every departure.

• Upon Returning from the Trip (Within 2 Days After the Trip)

  • Submit receipts and complete the Supplemental Travel Request Form for reimbursement if applicable.
  • Return any borrowed equipment, such as first aid kits or medical backpacks.
  • Complete post-trip reports, including attendance records, reconciliation reports, and incident reports, as required.
  • Debrief with students and staff to reflect on the trip’s outcomes, noting any successes or areas for improvement.
  • Notify parents or guardians of any significant events or updates from the trip.

All Required Forms for Field Trip Planning

Forms are categorized for easy access:

• PSD Fieldtrip Procedures Handbook
• Planning:
  • Preliminary Approval Form (2320F1)
  • Field Trip Request Form (2320F2)
• Parent & Student Communication:
  • Parent Consent Form (Complete in ParentSquare)
  • Sample Field Trip Description and Itinerary Form
• Transportation:
  • Transportation Request Software
  • Transportation Estimator Tool
• Chaperones:
  • Chaperone Guidelines 

• Supplemental Forms:
  • FIeld Trip Transportation Release (Parent)

Responsibilities and Requirements for Field Trip Chaperones

• Supervision Expectations:

  • Maintain constant supervision and ensure student safety.
  • Follow district policies and address behavior issues promptly.
  • Model appropriate behavior for students.

• Volunteer Requirements:

  • Must be at least 21 years old and complete the district’s online volunteer application.
  • Background checks, including Washington State Patrol screening, are mandatory.
  • At least one chaperone per trip must be First Aid/CPR certified.

• Pre-Trip Orientation:

  • Chaperones receive training on emergency procedures, trip-specific risks, and student needs.

Guidelines for Handling Emergencies During Field Trips

• Common Emergency Scenarios:
  • Lost or missing students.
  • Medical emergencies, including injuries or allergic reactions.
  • Natural disasters or severe weather conditions.
• Key Actions:
  • Immediately notify the trip lead or administrator.
  • Administer first aid if trained, and contact emergency services if needed.
  • Follow district protocols for notifying parents or guardians.
• Essential Resources:
  • Ensure access to medical and emergency forms for all students.
  • Carry communication tools, such as a charged cell phone and backup contact list.

Field Trip Assistance and Resources

• Key Contacts:
  • Field Trip Coordinator: For questions about approvals and documentation.
  • Transportation Department: For bus or van arrangements.
  • Risk Manager: For questions about insurance or liability.

• Charges = $33.25 per hour + $1.92 per mile (District buses only; Includes driver + 15 minute Trip Check)
• Be prepared to pay any parking/ferry/bridge toll charges.
• There must be an adult chaperone on every field trip/Sports activity bus. The driver will not leave until the chaperone is on the bus.
• A building administrator must sign all requests.
• All requests must have an account code.
• Trips will not be schedule unless the form is submitted, with all information provided.
• Trips scheduled to return to school after 1:45 pm, could be subject to Charter.
• If you use charter buses, higher rates would apply.