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:
    • Example - Water Safety Plan
    • Example: Biology to Sycamore - water safety plan
    • Example: Physics to Great America - Water Safety

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 

• 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.