Policy Statement:

Lakeway Christian Schools (LCS) aims to provide enriching educational experiences for our students through field trips while ensuring financial transparency and responsibility. This policy outlines the financial procedures and responsibilities related to field trips, including approval, cost calculation, and charging parents for expenses.

Approval Procedures:

• Initiation: Any teacher or staff member wishing to organize a field trip must initiate the process by completing the Field Trip Request Form and submitting it to the respective building principal for approval.
• Scheduling Verification: Once approved by the building principal, the request will be forwarded to the calendar clerk to verify scheduling availability.
• Transportation Cost Estimate: Following scheduling verification, the request is sent to the transportation department to obtain a cost estimate for transportation. This estimate includes driver costs, mileage, and any other transportation-related expenses.
• Complete Pricing: After obtaining the transportation estimate, the finance department will calculate the complete pricing for the field trip. This includes not only transportation but also admission fees, processing fees, and any other relevant costs.

Charging Parents:

• Online Registration: Finance will create an online registration form to be used by parents to register their children for the field trip. This form will include all necessary trip details, including costs, dates, and the educational purpose of the trip.
• Payment Collection: Parents will be required to pay for the field trip through the online registration form. Finance will ensure that all related expenses, including transportation, admission fees, and processing fees, are included in the total cost charged to parents.
• Payment Deadline: A clear payment deadline will be communicated to parents during the registration process. No student will be allowed to participate in the field trip unless payment is received by the specified deadline.

Financial Responsibility:

• Full Cost Recovery: LCS does not have an appropriation to absorb field trip expenses. Therefore, it is crucial that the entire cost of each field trip, including transportation, admission, and processing fees, is charged out to families.
• Financial Transparency: All expenses associated with field trips will be clearly communicated to parents during the registration process. Parents will have a comprehensive understanding of the costs and payment procedures.
• Refund Policy: In cases where a field trip is canceled or a student is unable to attend due to unforeseen circumstances, LCS will have a refund policy in place. Details of this policy will be communicated to parents during the registration process.

By adhering to this Field Trip Financial Policy, LCS ensures financial responsibility, transparency, and the equitable distribution of field trip costs to parents. This policy helps maintain the integrity of our educational programs while making educational experiences accessible to all students.

Field Trip Request Form