Field Trip Student Policy
Field trips pertinent to instructional objectives will be conducted during the year.

• Classes may plan periodic field trips to correspond with classroom instructional objectives.
• Parents may participate in these field trips by assisting and/or supervising the activities. However, parents who are chaperoning may not bring siblings or others.
• Parents are not to dress more casually than the students and are encouraged to dress in a way which is both professional and supports a Christian testimony.
• All behavior on field trips will reflect the school Code of Conduct. In addition, the discipline policy will be enforced.
• Field trips must be approved by the Principal. All overnight field trips must be approved by the Executive Director and the Board of Trustees.

FIELD TRIPS AND SPECIAL EVENTS STAFF POLICY
School-sponsored field trips and on-campus special events are activities that can contribute to the educational growth of all students. The students’ daily program can be enriched by trips into the community, state, and nation. When properly planned and supervised, educational trips provide excellent opportunities to aid in the growth of the individual.

The process for coordinating a field trip is as follows:

1. Approval procedures and booking the field trip
   1. New field trips need to be approved through your school administrator before submitting a calendar request. Teacher’s should email their school administrator outlining how this field trip fits into their curriculum and will benefit student’s learning.
   2. Submit a calendar request through Tandem 6 weeks prior.
   3. There should be no more than 4 field trips scheduled per year (not including H3).
   4. Communicate field trips with our school nutrition office.
   5. Director of Student Engagement will be a point person for scheduling and executing field trips.
   6. An email will be generated for approval and LCS administrative staff will arrange transportation.
2.  Parent/Guardian permission 
   1. Complete the Student Field Trip Permission Form. The Student Field Trip Permission Form is a digital form located in the FACTS Parent Portal. 
3.  Financial information 
   1. There is a $50 per student budget for field trips. 
   2. Requests for checks must be made a week prior.
   3. The student’s financial account will be billed for any costs for parent or child. Money is not to be
      collected by the teacher. Lunch money may be collected, if necessary. 
   4.  If you are taking students out-of-state, Finance will need to notify the school insurance company. 
4. Day prior and day of field trip 
   1. Mark attendance in Renweb 
   2. Make final arrangements for students not attending the field trip and notify the front office prior to departing. 
   3. Take first aid kit and emergency medical information for each student. These are located in the front office. 
   4. Do the following with parents and students prior to departing:
      1. Hand out car assignments, directions, phone numbers, etc. to parents prior to leaving. 
      2. Review policy and procedures. 
      3. Pray.
   5. Notify front office and Director or Student Engagement of any situations or delays that may arise while on the field trip. 

GENERAL GUIDELINES FOR FIELD TRIPS

• Students should be instructed prior to the trip regarding their expected conduct on the trip.
• Letters of instruction should be sent to parents covering rules and regulations for student behavior while on the trip. Submit a copy to the appropriate principal.
• When extended trips are planned, the teacher and member of administration should hold parent conferences, explaining in detail all student regulations for the trip.
• The sponsoring group should give other faculty members the dates and outline of the trip so that he/she may plan appropriately and capitalize on student experiences.
• Appropriate chaperone/student ratios will vary depending on student age and nature of the trip. Discuss with your supervisor.
• Parent chaperones are not allowed to bring siblings of students on field trips.
• All students must stay with the group while on the trip.
• Dress for school trips should be in line with the school dress code.
• Any unusual or out-of-the-ordinary circumstances are to be reported to the appropriate administrator as soon as possible.
• Take attendance of students upon arriving and leaving each venue(s) on the field trip.
• The month of May will include only end of the year activities. Please schedule all field trips throughout the year (August-April).

Special Events Policy: 

• Event must be on Tandem 6 weeks prior to the event date. The event must not conflict with another major event on the LCS Tandem calendar.
•  Communicate all events with Administration and Event Director. 
• Students participating in any special event must meet LCA dress code guidelines as well as follow the expectations and rules for each event. Event rules and dress code will be communicated prior to each event. 
• Faculty planning an event for students must request items from the events director two weeks prior to the event to ensure availability. Items must be signed out and back in through the events director to help keep track of borrowed inventory. All items must be clean upon return to the Events director.

FIELD TRIPS AND SPECIAL EVENTS
School-sponsored field trips and on-campus special events are activities that can contribute to the educational growth of all students. The students’ daily program can be enriched by trips into the community, state, and nation. When properly planned and supervised, educational trips provide excellent opportunities to aid in the growth of the individual.

The process for coordinating a field trip is as follows:

1. Approval procedures and booking the field trip
   1. New field trips need to be approved through your school administrator before submitting a calendar request. Teacher’s should email their school administrator outlining how this field trip fits into their curriculum and will benefit student’s learning.
   2. Submit a calendar request through Tandem 6 weeks prior.
   3. There should be no more than 4 field trips scheduled per year (not including H3).
   4. Communicate field trips with our school nutrition office.
   5. Director of Student Engagement will be a point person for scheduling and executing field trips.
   6. An email will be generated for approval and LCS administrative staff will arrange transportation.
2.  Parent/Guardian permission 
   1. Complete the Student Field Trip Permission Form. The Student Field Trip Permission Form is a digital form located in the FACTS Parent Portal. 
3.  Financial information 
   1. There is a $50 per student budget for field trips. 
   2. Requests for checks must be made a week prior.
   3. The student’s financial account will be billed for any costs for parent or child. Money is not to be
      collected by the teacher. Lunch money may be collected, if necessary. 
   4.  If you are taking students out-of-state, Finance will need to notify the school insurance company. 
4. Day prior and day of field trip 
   1. Mark attendance in Renweb 
   2. Make final arrangements for students not attending the field trip and notify the front office prior to departing. 
   3. Take first aid kit and emergency medical information for each student. These are located in the front office. 
   4. Do the following with parents and students prior to departing:
      1. Hand out car assignments, directions, phone numbers, etc. to parents prior to leaving. 
      2. Review policy and procedures. 
      3. Pray.
   5. Notify front office and Director or Student Engagement of any situations or delays that may arise while on the field trip. 

General Guidelines for Field Trips

• Students should be instructed prior to the trip regarding their expected conduct on the trip.
• Letters of instruction should be sent to parents covering rules and regulations for student behavior while on the trip. Submit a copy to the appropriate principal.
• When extended trips are planned, the teacher and member of administration should hold parent conferences, explaining in detail all student regulations for the trip.
• The sponsoring group should give other faculty members the dates and outline of the trip so that he/she may plan appropriately and capitalize on student experiences.
• Appropriate chaperone/student ratios will vary depending on student age and nature of the trip. Discuss with your supervisor.
• Parent chaperones are not allowed to bring siblings of students on field trips.
• All students must stay with the group while on the trip.
• Dress for school trips should be in line with the school dress code.
• Any unusual or out-of-the-ordinary circumstances are to be reported to the appropriate administrator as soon as possible.
• Take attendance of students upon arriving and leaving each venue(s) on the field trip.
• The month of May will include only end of the year activities. Please schedule all field trips throughout the year (August-April).

FIELD TRIP MANUAL BELOW - REVISED September 2021

Lakeway Christian Schools School Field Trip Procedural Manual
 

Table of Contents

INTRODUCTION & DEFINITIONS................................................................................................................ 3

POLICY RELATED to FIELD TRIPS............................................................................................................. 3-5

FIELD TRIP PROCEDURES

General Conditions for Student Field Trip Participation............................................................................... 5

General Conditions for Field Trip Approval................................................................................................. 5

Field Trip Timeline & Checklist................................................................................................................... 6

Medical Guidelines for Field Trips.............................................................................................................. 7

Communication with Parents/Guardians.......................8

Communication By, Between and With Students on Trips........................................................................... 8

Supervision and Chaperones...................................................................................................................... 9

Student Conduct during Field Trips............................................................................................................ 9

Transportation, Lodging and Scheduling..................................................................................................... 9

Trips Run by Outside Independent School Trip Operators.......................................................................... 10

FORMS

Field Trip Request Form………………………………………………………………………………………………………………………………..11

Field Permission Trip Form............................................................................................................. …………12

Overnight/International Field Trip Form …………………………………………………………………………………………………….13-14

Sign In/Sign Out……………………………………………………………………………………………………………………………………………15

Collection Log……………………………………………………………………………………………………………………………………………….16

Financial Summary ………………………………………………………………………………………………………………………………………17

Chaperone Agreement……………………………………………………………………………………………………………………………….18-19

 

 INTRODUCTION
School-sponsored field trips can be a valuable supplement to a student’s educational experience. Trips should be a natural outgrowth of the instructional program, and the trip planning process should be as much of an educational process for the students as the trip itself. The purpose of this School Field Trip Manual is to assist Lakeway Christian Schools staff members when planning a field trip; to ensure a safe and positive off-site learning experience for students, and a positive experience for staff members and volunteers, that meets the educational and/or program goals of the trip.
 
It is the responsibility of the teacher or trip organizer to discuss the possibilities of a field trip with the building principal prior to submitting a formal request. Trips must be coordinated to be an outgrowth of the instructional or enrichment program.
 
School-sponsored field trips are an extension of the school day with students, teachers and chaperones serving as ambassadors for their school and the district. As such, students, teachers, and chaperones are expected to conduct themselves according to standards of behavior that comply with school and district rules, contribute to individual and group safety, secure maximum educational benefits, and maintain positive public relations.
 

DEFINITIONS

Field Trips:

• Academic field trips include all off-campus trips that are organized as part of the class curriculum, and which occur during regular school day hours. Academic field trips must include pre- and post- instructional activities and/or assessment. Full class participation is expected. Provision for a comparable instructional experience during the school day must be made for students unable to attend the academic field trip.
• Extracurricular field trips are off-campus trips organized by a school sponsored club or group. Participation is optional and voluntary. Extracurricular field trips must offer an educational benefit consistent with the club or group’s focus and can occur during the regular school day with the approval of the school Principal, or after regular school hours.
• Interscholastic field trips are off-campus trips in which students participate as representatives of the Lakeway Christian Schools, including but not limited to, athletics, cheerleading, and the performing arts. Interscholastic field trips can occur during the regular school day with the approval of the school Principal, or after regular school hours.
• Day field trips are academic, extracurricular, or interscholastic field trips which do not require a student to stay overnight away from home.
• Overnight field trips are academic, extracurricular, or interscholastic field trips which require a student to stay overnight away from home. The procedures for planning and approving overnight trips apply. Overnight trips require School Board approval.

 

 

POLICY Related to FIELD TRIPS

FIELD TRIPS

Lakeway Christian Schools recognizes that firsthand learning experiences provided by field trips are an effective and worthwhile means of learning. It is the desire of the Lakeway Christian Schools to encourage field trips as part of the total school program and curriculum.
 
Specific guidelines and appropriate administrative procedures shall be developed to screen, approve, and evaluate trips and to ensure that all reasonable steps are taken for the safety of the participants.
 
These guidelines and appropriate administrative procedures shall ensure that all field trips have the approval of the principal and that all overnight and out of state field trips have the prior approval of by the School Board.
 
Field trips can bring the school and the community closer together, which can result in experiences that enrich the curriculum for students and bring about better public relations. Lakeway Christian Schools encourages field trips as an integral part of the instructional programs in the schools.
 
The established procedures and protocols to assure that:

1. All students have parental/guardian permission for trips.
2. All trips are properly supervised.
3. All safety precautions are observed.
4. All trips contribute to the educational program.

 
 
All out-of-state or overnight trips and excursions must have advance approval of the school board with forms being submitted at least six weeks in advance of the trip. Fundraising activities for such trips will be subject to approval by the appropriate Administrator.
 

GENERAL CONDITIONS for STUDENT PARTICIPATION in a FIELD TRIP

Students must be in good standing to participate in school-sponsored field trips. All students are expected to abide by the school discipline code and demonstrate consistent appropriate behavior in their interactions with teachers, staff members, and fellow students always. To participate in a school-sponsored field trip, students must:

• Submit a completed Field Trip Permission slip signed by their parent/guardian, by the required due date.
• Submit payment for trip.
• Consistently demonstrate behavior that meets reasonable standards during the school year up to the actual date of the trip. Students not meeting this condition will not be permitted to go on the field trip. Their parents/guardians will be notified that the student is unable to go on the field trip, and of alternate arrangements for in-school instruction. Suitable arrangements must be made to provide in- school instruction to students who do not choose to attend. Teachers/trip organizers are responsible for making these arrangements and notifying the building principal.

 
The conditions noted above for student participation in a field trip are mandatory with respect to each trip.

 

GENERAL CONDITIONS FOR FIELD TRIP APPROVAL

Planning the Trip:

• Use the Field Trip Timeline/Checklist included in this manual as a planning guide.
• Field trips must be connected to the curriculum and used as an extension of classroom learning in a standards-based environment. Instructional objectives of the field trip should be clearly outlined and tied to pre- and post-trip activities.
• The field trip planner should carefully research the planned destination before the decision-making begins. Planners are urged to visit the site beforehand, if possible, to assist in the field trip planning.
• To maximize the learning for students and provide opportunities for leadership, students should be involved in the trip planning process to the extent possible.
• Understand and be aware of all the trip details before finalizing a trip; have a plan for sharing this information in advance with students and parents/guardians. Details should include number of students to number of teaches/chaperones, availability of lavatories, refreshment facilities, accessibility, costs associated with trip, emergency contact information, emergency medical services available. These should all be considered for inclusion in a notice to be given to each student and discussed fully in each participating class prior to the trip.
• Set and discuss rules of behavior and specific facts about the place to be visited.
• Understand goals of the visit as well as follow-up activities and expectations; discuss with students and share with parents/guardians. Field trips should be directly relevant to the instructional program.

 
Only field trips meeting the following conditions will be approved. The trip organizer must ensure that:

• Trips are age-level appropriate.
• Trips are reasonable in terms of time, distance, and cost.
• Where appropriate, fund raising should be organized to help defray costs.  All fundraising must be done in compliance and accordance with LCS school policies.
• Overnight Trips and Extracurricular field trips should occur during non-school time when possible.
• Trips are planned with the utmost consideration of student safety which includes, without limitation, an appropriate number of adult chaperones.
• There is adequate supervision on the field trip, with minimal impact on other classes because of the number of teachers missing classes due to chaperoning.
• Provisions have been made for medical emergencies, including attending medical personnel, when necessary. School nurses should be involved in the trip planning process.
• When school bus transportation is required, the school district’s regular transportation contractor is to be utilized, if available. If the school district’s regular transportation is not available, the trip organizer should work with the finance department to ensure an appropriate alternate carrier.
• Should an emergency occur, the trip organizer is responsible for notifying the principal by telephone as soon as possible.
• Helmets are required for bicycle and ski/snowboard trips.
• Trip cancellation insurance must be made available for all multiple day out-of-state trips and international travel.
• Mandated insurance coverage requirements must be met before the field trip can be approved.
• No financial commitments are to be made until the Field Trip Approval form is returned with all required signatures.

 

FIELD TRIP TIMELINE / CHECKLIST

 
School-sponsored field trips and on-campus events are activities that can contribute to the educational growth of all students. The students’ daily program can be enriched by trips into the community, state, and nation (or internationally). When carefully planned and supervised, educational trips provide excellent opportunities to aid in the growth of the individual. 
6 weeks (about 1 and a half months) before field trip

1. Approve field trips through school administrator for educational value.
2. Notify Finance of total cost and procedure. Finance must be of aware of all planned trips.
3. Contact Julie Keener (CCA) or Beth Talley (LCA) to assist with coordination for teachers/principals.
4. Submit a calendar request to Beth Talley for LCA and Julie Keener for CCA.
5. Schedule transportation with Nate Hoffmeister*

4 weeks before field trip

1. Communicate field trips to Parents/Guardians. Here is the official Field trip permission form. Please download the form and input your information, then save as a pdf to your computer. Form can be sent to parents/guardians via email or in print form, but you will need a form for each student attending the trip. 
2. Complete finance summary form and submit to Nicole Buchanan in finance.
3. Notify nutrition team members.

2 weeks before field trip

1. Collect fee for trip from students that include all costs encumbered by school.
2. Collect signed permission form from each student specific to the trip.
3. Submit list of students and list of chaperones to your principal.
4. Nurse (inform of trip – Nurse prepares medical info for trip)
5. Front office team members.
6. Nutrition office notified and confirmed.
7. REMINDER: Communicate field trips to Parents (details in your weekly communication)

1 week before field trip 

1. Submit all funds collected. Refunds may not be issued after the 1-week deadline.

3 days Prior

1. Checks for the field trip will be printed and given to Julie Keener (CCA) or Beth Talley (LCA) for teacher lead on field trip to pick up to take on the trip.

2 days before (include the below list of team members in one email; [School]faculty and [School]staff)

1. Fellow faculty members – email or post in school Teams to all teachers a list of students that will be missing their class (please include electives (LCA) and special teachers (CCA) too)
2. REMINDER: Communicate field trips to Parents in Email or Remind app

Day of Field Trip 

1. Mark attendance in Renweb
2. Take the first aid kit and emergency medical information for each student.
3. Print Sign-out sheet (For any students leaving the field trip location)
4. Notify the office of any situations or delays that may arise while on the field trip.

 
 

  

 

MEDICAL GUIDELINES for FIELD TRIPS

 

To plan a field trip that is safe for EVERY child in your class, strict adherence to the following guidelines will help to ensure the health and safety of all students. For all day field trips, the school nurse must be notified at least 2 weeks prior to the trip. For all overnight, out-of-state, or out-of-country field trips, the school nurse must be notified at least 4 weeks in advance. The school nurse is available for consultation and will assist in the planning of all field trips.

 
Day Field Trip
 

1. Notify the school nurse at least 2 weeks in advance.
2. Bring a list of parents’ and emergency contact phone numbers.
3. Bring your special needs list for your class or grade.
4. Check with the school nurse regarding any procedures or daily and emergency medications. The School Nurse will prepare an individual dose and delegate the administration to a staff member. No student requiring an Epi-pen may attend a field trip unless the parent/guardian has provided a current Epi-pen and a Care Plan including physician orders for administration. There must be a trained staff member on the trip to administer the Epi-pen if indicated.
   • If an Epi-pen is administered, it is protocol to immediately call 911 and have the student transported to the nearest emergency room for follow up care.
5. Request a first aid kit from the school nurse; make sure the school nurse knows where you are going, so she/he will prepare an appropriate kit.

 
OVERNIGHT/ OUT-OF-COUNTRY FIELD TRIP MEDICATION PROCEDURE
 
Please note the following procedures for the administration of medication on overnight field trips. It is required that the procedures be followed as outlined below. Only essential and approved medication should accompany a student on a field trip.
 

1. If a child must take daily medication:

The parent/guardian will bring the medication to the school nurse in a clearly marked pharmacy container with the original Pharmacy label, along with small baggies that have the labels on them. If more than one day’s supply is needed the school nurse will assist with organizing daily medication doses marked baggies which are to include Student’s Name, Medication, dosage, date, and time of administration. NOTE: please be sure the parent/guardian completes the attached prescription medication form including side effects of any medications a child will receive while on this field trip.
 
Oral medications, for the overnight field trip, will be stored with a designated staff person. A child will come to the staff person, and they will self-medicate from the envelope which has one dose of medication in it. The staff person will remind the child when it is time for the student to take his/her own medication from the envelope. Parents/guardians should be sure that their child understands this procedure.
 

1. If a child needs to take Tylenol/or Ibuprofen for discomfort, the parent/guardian must prepare doses for him/her and provide them to the school nurse for review protocol; students are not allowed to carry any drugs while on an overnight field trip. Each separate dose must be prepared by a parent/guardian and clearly marked in a small envelope/baggie with instructions as to why and when it may be administered. This medication will also be stored with a staff person and the child should come to the staff person if medication is needed. (Aspirin is contraindicated for children unless ordered by a physician.) Parents/guardians should check in with the school nurse within one week after the trip to pick up any unused doses.

 

1. If a child usually carries an inhaler for asthma or allergies, parents/guardians must be sure that it is up to date and that it has sufficient medication in it. The child may keep all inhaled and topical medications on his/her person if developmentally appropriate as determined after school nurse consultation.

 

1. If the child has a known severe allergy and has an Epi-pen prescribed, parents/guardians must send it to school with any other medications their child will need. The Epi-pen will be returned to the parent/ guardian after the trip if unused. Please check expiration dates.

 

COMMUNICATION Related to FIELD TRIPS

 

Communication with Parents/Guardians

Communication with parents/guardians and school administration throughout the field trip process is a key component in creating a positive learning experience for students and their families.
 
Once the field trip has been approved, all parents/guardians and school administration should be provided with a written document outlining trip details. This document should include transportation schedule (departure time/location and return time/location), name and location of field trip site, emergency contact information, list of chaperones, student behavioral and communication expectations during field trip, objectives, on-site/post-trip activities, and any other pertinent information that will assist in ensuring a safe and positive learning experience.
 
The Field Trip Permission Slip (included in this manual) should be filled out completely prior to being sent home for a parent’s/guardian’s signature.
 

Communication By, Between and with Students on Trips

The field trip coordinator(s) are expected to address communication expectations during a field trip with participating students prior to the field trip. Clear expectations should be outlined regarding the use of any electronic communication by and between students, chaperones, and teachers before, during and following the field trip, including whether photographs or videos may be taken and/or shared during the field trip. Teachers taking photos for educational or promotional purposes must ensure that the appropriate Photo Release approval has been obtained from the student’s parent/guardian.
 
Cancellation of Field Trips:
 
By signing the permission, consent and release forms, the student (if appropriate) and parents/legal guardians affirm that he/she/they have approved the participation of their child in the school-sponsored academic or extracurricular field trip with full knowledge that:
 

• The principal reserves the right to cancel a trip up to the departure date or to recall a trip in progress if national and/or international conditions so warrant or if security and safety concerns over which the LCS (Lakeway Christian Schools) had no control render it appropriate to cancel the trip. The Head of School will take the following criteria into consideration when making its decision: (a) U.S. Department of State Travel Advisory; (b) Homeland Security Advisory (alert status); and/or (c) Declaration of War or armed conflict. Additionally, the critical judgment of the Head of School, with input from the principal and trip organizer, will be taken into consideration.
• In such an event that a trip must be cancelled, school officials will make a reasonable effort to obtain a refund of monies paid by students and parents. However, such refunds are not guaranteed. The student and parents understand that he/she/they may lose any and/or all the funds he/she/they have expended for the voluntary trip. Trip insurance is required for all multiple day out-of-state trips and international travel.

 

SUPERVISION and CHAPERONES

Trip organizers should recognize that the larger the group involved, the more difficult the challenge of managing it. The following should be considered in planning and executing a trip:

• A definite number of chaperones should be agreed upon and required for each field trip. At no time should the student-to-chaperone ratio be more than 10 students to 1 chaperone.
• The proper number of chaperones must be secured well before the trip, and chaperones must be listed by name on the appropriate Field Trip Form submitted for approval and updated when chaperones change.
• Chaperones other than professional staff and student teachers, must be at least 18 years old. This requirement applies also to brothers, sisters, and other relatives of student participants who are serving as chaperones.
• Only chaperones and students are allowed to participate in the field trips. Parents and other adults are not to be accompanied by young family members requiring substantial supervision since the

chaperone’s full attention should be given to the students participating in the field trip.

• Non-teacher chaperones are expected to assist in maintaining appropriate student conduct, and to accept responsibility under the direct supervision of the teacher.
• Specific students may be assigned to a specific chaperone, to ensure the students’ safety and a positive off-site learning experience.
• Safety must always be an overriding concern in determining supervision during a field trip, and what field trip control measures are needed.

 
 

STUDENT CONDUCT DURING FIELD TRIPS

• All Lakeway Christian Schools Policies related to Student Behavior, Student Handbook rules and regulations, Tennessee Secondary School Athletic Association rules and regulations, and specific trip rules as identified by the trip organizer or trip planning committee regarding student conduct will always apply and be in effect for all academic and extracurricular field trips.
• If a student violates any Lakeway Christian Schools student conduct policies, student handbook rules or regulations, Tennessee Secondary School Athletic Association rules and regulations, or specific trip rules, or otherwise misbehaves while on a field trip, the student will, if the behavior warrants, be immediately suspended from the field trip and sent back to school or home, as appropriate, by the trip organizer at

the parent’s/guardian’s expense. In addition to being sent home, the individual will be subject to the consequences for the action/infraction upon his/her return to school as defined by the student conduct policies, student handbook rules and regulations, and Tennessee Secondary School Athletic Association rules and regulations.
 

 

TRANSPORTATION, LODGING, AND SCHEDULING

• When school bus transportation is required, the school district’s regular transportation contractor is to be utilized, if available. The cost per student should be calculated with the formulas listed below. If the school district’s regular transportation carrier is not available, only contractors licensed for passenger transportation by the Federal Motor Carrier Safety Administration (FMCSA), or the Department of Defense’s approved list of motor carriers may be used. Carriers with an FMCSA or Department of Defense safety rating of “conditional” or “unsatisfactory” cannot be used. FMCSA carrier ratings are available online at safer.fmcsa.govor by calling 703.280.4001 and providing the carrier’s D.O.T. identification number. Department of Defense carrier rating is available online at mtmc.army.mil/content/504/approvedlist.pdf.Appropriate District procurement procedures must be followed to obtain bus transportation. Contact the District Finance Office for assistance.
• Overnight accommodation at all hotels, motels, or other lodging, with established rules and regulations to ensure student well-being, should be made in advance with student safety and security in mind. Overnight accommodation should be made with careful attention to student safety and adequate, appropriate supervision, without infringing on student privacy. At no time should an individual student be assigned to a room with one chaperone.
• Whenever possible, the trip schedulers should avoid planning student travel between the hours of midnight and 6 a.m., due to the increased risk of vehicular accidents during this time.
• Trip itineraries must leave enough time for drivers to rest in conformity with federal hour-of-service requirements and common sense.
• The finance office can inform trip planners of driver hourly rate when needed.
• Cost Formula
  • School Day Field Trips less than 80 miles round trip
    • Number of Students * 5.00 dollars = Transportation Cost
  • Non School Day Field Trips less than 80 miles round trip
    • (Hourly Rate of Driver * Number of Hours) + (Number of Students * 5.00) = Total Transportation Cost
  • School Day Field Trip more than 80 miles round trip
    • (Number of Miles/5) * 4.00 = Total Cost
  • Non School Day Field Trip more than 80 miles round trip
    • ((Number of Miles/5) *4.00) + (Driver Hourly Rate * Number of Hours) = Total Cost

 

TRIPS CORDINATED BY INDEPENDENT OPERATORS

Field trips coordinated by outside, independent operators must follow the same procedures outlined in this manual and must follow appropriate Lakeway Christian Schools field trip policies, handbooks, and regulations. Field trip planning must be coordinated in partnership with a designated staff member overseeing said field trips to ensure that all proper procedures are followed, and that appropriate documentation is completed. The designated staff member overseeing the field trip must ensure that an outside, independent operator is reputable.
 
 
 
 
 
 
 
 
Field Trip Request Form
 
Teacher Leader: _____________________________________ Date Submitted: _____________
Trip Location: ______________________________________ Dates Requested:_____________
Grade Level/Students: _____________________  Number of Students: ____________________
Cost of Trip Per Student: ______________________Number of Chaperones: _______________
Chaperones:
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
Description of Trip:
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
Principal Approval: YES        NO
Principal Signature: ________________________________________ Date: ________________
 
 
Please use fieldtrip manual and follow timeline. Please keep a copy of approval.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Sign In/Sign Out
 
 

Date	Name	Time Out	Signature

 
 
 
 
 

Field Trip Collection Log
Student Name	Permission Form	Date	Teacher Initials	Amount Collected	Date	Teacher Initials	Cash or Check

 
 
LCS - FIELD TRIP FINANCIAL FORM
 
 
Follow the procedures found in the Field Trip Procedures document.
This document may only be submitted digitally to financial@lcstn.org.
 
 
Today’s Date:      
 
Teacher:          Grade:      
 
Field Trip:                   Date:      
 
Money Collected:
Cash                             $     
 
Checks                        $     
 
Total                           $     
 
Number of students      @ $     
 
If a check is requested to pay this vendor, we must have a W-9 on file for them before payment can be made.   When making your arrangements with the company, please ensure we have this document on file by first contacting someone in purchasing to assist with obtaining this information (Julie Keener -CCA, Beth Talley -LCA, Rita Sanders – TCA, Ashley Grigsby or Nicole Buchanan).   
Make check payable to                       Amount:      
 
Make check payable to                       Amount:      
 
 
Notes:      
 
 CHAPERONE AGREEMENT
 
CHAPERONES:
Each chaperone is required to sign the Chaperone Agreement Form as confirmation that he/she has read our Chaperone Guidelines and will follow these guidelines.
 

1. A chaperone is an adult (21 years of age or older) who is willing to supervise and to care for the general welfare of the students. A person may not serve as chaperone without having annually completed a volunteer application, having gone through any required screening policies, and having been notified of approval by the principal.
2. You must be the parent or legal guardian of a current student or a member of the staff to serve as a chaperone.
3. Each chaperone will be assigned supervisory responsibility for no more than ten (10) students.
4. The possession or use of alcohol, tobacco, controlled substances, and firearms are prohibited when serving as a chaperone. Chaperones will not be under the influence of any substance (including prescription medication) at any time while involved with a trip or function.
5. Chaperones who display inappropriate behavior will be dismissed and prohibited from chaperoning in the future.
6. Policies are of no value unless they are adhered to. It is not a matter of discretion on the part of the chaperones as to whether or not rules are followed.

 
The role of a chaperone is to protect the health, safety, and wellbeing of our students. All of our rules and policies regarding chaperones derive from this idea.
 
Chaperone roles include:

1. Your top priority as a chaperone is student safety. Keep your designated group of students together while touring and conduct frequent headcounts. We recommend chaperones to space themselves in the front, middle and rear of the group.

Motor Coach Guidelines:

• Chaperones will be placed on buses based on the need. You may or may not be placed on the bus with your child. We have to make sure that we have an adequate number of chaperones in each vehicle.
• Please ask the students to refrain from use of the rest room on the coach except in emergencies.
• Be aware of their motor coach number and make sure your students are aware, too! Several coaches from the same company may be in the city at the same time.

 

• Anytime the students are off the coach, it is important that you know and inform them of how long the stop will last and where to meet the group.
• When returning from a trip/event, the chaperones are to remind students to gather all of their belongings and assist with removing trash from the bus. Chaperones are to check the bus after all students have exited to assure that all trash and belongings have been removed.

 
Air Travel Guidelines:
Remind students of items not allowed on planes, remind them to have their ID and boarding passes out while in line, and assist students in passing through security. Some students have not flown before.
Accommodations Guidelines:

1. When your group arrives at the hotel, we recommend asking students to stay seated on the motor coach while the tour leader and group leader register and receive the keys. Chaperones and several students can assist the driver in unloading luggage during this time.
2. Before giving out hotel keys and releasing the students to their rooms, station chaperones in the lobby and on the floor to direct students and manage voice volume.
3. A curfew will be set by the staff member in charge, and all members of the group will be notified. Curfews must be adhered to. They are for the student’s protection and are necessary for the welfare and reputation of the organization.
4. Once students are in their rooms, instruct them to inspect their rooms for damages. If there is anything wrong, it should be reported to their chaperone and subsequently to the tour leader. This will prevent your students from being charged for something they did not do.
5. Remind students that they must be considerate of other hotel guests. Students should refrain from loud talking in the hallways, slamming doors, and pounding on walls.
6. Chaperones should not retire until all students are checked in for the night and the chaperones are reasonably sure that the groups are quiet and in their rooms.
7. Chaperones will be on duty at all times during an overnight activity unless otherwise excused by the coach or teacher in charge.
8. On the morning of check out, check all rooms thoroughly for damages before dismissing the students to the motor coach. If anything is missing from a room after check out, all occupants will be held responsible.

Tours and Events Guidelines:

1. Students should never go anywhere by themselves. Make sure students have a designated travel partner even within the group.
2. Chaperones may not leave the group to go on their own trips nor schedule their own activities separate from the group itinerary. This trip is for the students and as a chaperone they are your only priority.

 

1. Your attitude sets the tone, and all students will take their enthusiasm cues from you. Inspire student travelers by expressing interest in your destination, listening to the tour leader,

 and asking engaging questions. Your positive attitude will make all the difference when their energy begins to lag. Choose to motivate, not deflate!
 

1. One of the primary purposes of this trip is education. We ask the cooperation of the chaperones in keeping the students quiet when the tour leader is giving commentary or instructions.
   • The chaperones are liaisons between the students and the staff. Chaperones have the duty and responsibility to speak to any student regarding instruction and behavior. Chaperones should expect to be obeyed. If a situation develops in which a student is unresponsive to a chaperone's instructions, a staff member should become involved.
   • It is the responsibility of each chaperone to report misbehavior directly to the staff member in charge.

 

1. We pack our trips with fun and engaging activities. It is critical that we stay on schedule to see it all!
   • Chaperones greatly assist the trip by keeping the group together (including the slower walkers) and gathering the students at the designated meeting spot on time. Additionally, encouraging students to quickly find their seats on the bus is a great help.
   • It is everyone’s obligation to be on time and report at least 30 minutes before the bus

is scheduled to leave any point, unless otherwise instructed. Buses will leave on time.
 
Chaperone Acknowledgement
 
I have read the above procedures and policies concerning chaperone responsibilities. I agree to abide by the rules stated.
 
 
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