Field Trip Policies

Field Trips

Field trips provide a wonderful opportunity for students and teachers to enrich learning that occurs in the classroom. As a school, we support thoughtfully planned and executed trips and encourage teachers to create bridges for students between the classroom and the greater community. Below is an outline of tasks and expectations that must be completed by the faculty trip sponsor before, during and after a field trip.

Tasks to be completed at least two (2) weeks before a one day trip or four (4) weeks before an overnight/multiple day trip:

• Research trip options/details
• Check online Tandem calendar to screen proposed date for major conflicts
• Get approval from Department Chair (support for curricular relevance)
• Get approval from Division Head (support for logistics and curricular relevance)
• Create an event for your trip on the online Tandem calendar: 
  • Request transportation for your trip – also through the online Tandem calendar.  See here for help.
  • Students are not permitted to drive for field trips. Only authorized drivers may drive our vehicles (see “Vehicle Driving Standards” in the Employee Handbook). If a school bus is unavailable, either a charter may be hired or the field trip should be re-scheduled for another date. The number of passengers in the bus must not exceed the number of seatbelts. Seatbelt use is mandatory and teachers must enforce its use. Parents are not allowed to drive students (other than their own children) on field trips without the express approval of the Transportation Coordinator.
• Inform community:
  • Teachers – date and destination of trip, departure and return times, blocks missed during trip, and proposed names of students going on trip
  • Cafeteria Staff – date of trip and number of students missing lunch, if applicable
  • MS/US Coordinator – complete the Off Campus Trip Form and, if you need a sub, a Planned Absence Form
  • Parents – send home a permission form including date and destination of trip, name(s) of teacher(s) in charge, purpose/connection to curriculum, departure and return times, cost estimate, other relevant logistics (appropriate clothing, food that students should bring, etc)
    
    
    
    Important note regarding parent communication: You don’t need parent permission if you are planning a one day trip that falls within regular school hours (8:10-3:00) and that has a minimal cost. You do need permission if the trip goes beyond school hours or costs a considerable amount. Regardless, parents have a right to know if their children will be off campus at any point for any reason during a school day.

Tasks to be completed shortly before your departure (one or two days prior):

• Collect and review student emergency forms
• Complete the online Off Campus Trip Form – required any time students go off campus.

On the day of your trip, be sure to take student emergency forms. Overlake buses have a travel medical kit. If you are using an outside transportation company, please either verify that they have a medical kit onboard that can be used during your trip or take a travel med kit from school (see Kent Renno or Mike Fine). Other things to bring (as applicable): directions, schedules/agendas, bus seating/assignment lists, camera.

Duties and Responsibilities of Faculty and/or Parent Field Trip Chaperones:

• Complete all logistical tasks according to this policy
• Clearly explain expectations to all students – including the fact that all school rules apply on a school sponsored field trips
• Set parameters for behavior when students are not directly under your supervision
  • set geographical boundaries for student movement
  • require students to travel with at least one other person
  • set a meet up time and location so students know when and where to report
• If applicable, distribute your cell phone number to students (and vice versa) so that they can contact you if they get separated from the group
• Actively supervise students and continually monitor the safety of your surroundings

Tasks to be completed when you return: 

• Immediately after your return, you must inform your designated contact person that your group has arrived back at school safely.
• Within 24 hours of your trip, you must
  • complete any incident report forms
  • return emergency forms and medical kit
• Within 30 days of your trip, you must
  • submit invoices/reimbursements
  • send Roberta a list of students to be billed for participating on the trip