Field Trips
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GENERAL INSTRUCTIONS:
Please fill out the Field Trip request form and turn it in to Colleen Wortham in the Student Services Office and I will process it for Admin and District approvals. Fill out the form sooner rather than later. It is important to get the Approval because then we have a Field Trip Approval number that is needed for other tasks such as using money, getting a sub and booking for hotels.
- Fill out the top 2 boxes and the first line in the 3rd box with your name and Cell Phone #.
- Include a list of your STudent Roster and Chaperones
- If you don't know everyone yet, it's OK to get me the information later and I'll add it to the submission
- Indicate if your Chaperones are Staff or Approved Volunteer
- Let me know if your Field Trip uses money from external sources other than being self funded. After we get the Approval, I will eMail you the Field Trip Approval # and include other relevant people so they can help you complete the next steps.
- If you are part of a Sport, I will pull in the Bookeeper to coordinate
- If you are part of a Club, I will pull in the Bookeeper to coordinate
- If you are using grant money, I will pull in the Principal's Executive Assistant to coordinate.
- If your Field Trip is near water, you will need to include a Water Safety Plan
- Examples of Water Safety Plans:
STUDENT PERMISSION SLIPS:
You will also need to have each Student complete a Student Permission Slip
- Permission Slips need to be completed before you go on the Field Trip.
- Suggestion: print out one and fill in the Field Trip specifics for date and time, then make copies and have the Students fill in the rest.
- SCAN me a copy of these as back up, and you bring the originals with you on the trip so you are prepared with the Students' emergency information.
What about the Money?:
- District Tips on Money & Field Trips: Tips Sheet
- Bookkeeper helps with your Money needs. You will need to provide her with the Field Trip Approval #.
- Traveling? Fill out Travel Information Form and turn in to our Bookkeeper.
- Sports pays for Athletic Field Trips
- Non-Sports, If you need a SUB, be sure to fill out a Blue "Authorization for School Business" form and submit it to Principal's Executive Assistant.
Other Important Thoughts:
- I will coordinate with Attendance so that your Students are marked as attending a Field Trip (and not Tardy or Unexcused). Please let me know if you Cancel your Field Trip so attendance records are correct.
- There is a digital record of the Field Trips and I also keep the Hard Copy.
- Have FUN!
Questions? Please ask me! I've also included more resources below if you would like to research on your own.
Information about Field Trips from the District Office:
- District Tips on Money & Field Trips: Tips Sheet
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The soft copies of field trip forms, and a lot of other helpful information, like tips, bus checklist, etc., are located on the Intranet under Business Services: https://sites.google.com/a/lvjusd.org/intranet/district-office/business?authuser=0 (Scroll Down to Field Trip section)
Please also see below information about Field Trips found in the ASB Handbook :
FIELD TRIPS
• An off campus activity.
• Athletic events outside of the regularly scheduled league season or requiring overnight stay.SET UP PROCESS
• Submit Field Trip Request for Superintendent’s approval through help desk (** I do this submission for you **)
o 10 school days prior for day trip.
o 20 school days prior for overnight trips.
o 3 months for out of state trips.
• Field trip must be approved before a purchase order will be issued.
• ASB Purchase Order Packet must include:
o Purchase order request approved by ASB.
o Copy of the approved Field Trip request.
o Proof of Board approval, if applicable.OVERNIGHT FIELD TRIPS
• List of participating students and any chaperones who are not District employees must be submitted to Business Services 5 days prior to the trip so insurance can be obtained.
o If hotel rooms are to be secured by the district credit card, turn in list of participants 10 days in advance.OUT OF STATE TRIPS
• Must be approved by Board of Education.
• District funds may not be used to pay student expenses.
• District funds may be used to pay teacher expenses.NON SCHOOL SPONSORED TRIPS
• Trips that occur when school is not in session.
• Fundraising events cannot be presented as representing the School, since the school is not sponsoring the trip.
• Fundraised dollars cannot be deposited into an ASB account.
• A trip being arranged by an outside agency, i.e. ACIS, fees are paid directly to the agency.