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 Off-Campus Activity 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 Travel Expense Reimbursement 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)
  • Off-Campus Activity 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.

All trip requests are captured via Traversa Advanced Trips by office managers (ES and MS) and athletic secretaries (HS).  Please consider the following as you make plans:

• District bus charges = $44.00/hour (2-hr min) + $1.32/mile + $18.48 for bus check in/out
• Maximum students per bus (multiply rates by number of buses):
  • Grades 6-12 – 52 students
  • Grades 4-5 – 65 students
  • Grades K-3 – 78 students
• There must be an adult chaperone on every field trip/sports activity bus; driver will not leave without a chaperone.
• All requests must have an account code.
• Trips will not be scheduled unless the form is submitted with all information provided.
• Trips scheduled to return to school after 1:45 pm could be subject to charter.
• Higher rates will apply for charter buses.