The trip organizer/leader should obtain a set of field trip forms from their respective Principal’s Office. Forms should be completed and approved by the appropriate parties PRIOR TO ANY ANNOUNCEMENT OF THE TRIP TO STUDENTS.

Ø  Day trips must be approved by the building Principal.

Ø  Overnight trips within Massachusetts must be approved by the Principal and the School Committee.

Ø  Overnight trips outside of Massachusetts must be approved by the Principal and the School Committee.

Copies of all field trip forms need to be sent to the school district Business Office.

After proper approval has been obtained, Field Trip Permission Forms should be distributed to students. (See attached sample.)

The trip organizer/leader should complete the top of Field Trip Permission Form – Part 1. The form should then be photocopied making enough copies for the number of participants. Be sure your permission forms are copied on both sides. Part 1 and Part 2 must all be filled out. Forms are then distributed to students to obtain parental permission to attend the trip.

No student should be allowed to participate in a school field trip unless he/she has turned in the proper permission slip.

Complete the Field Trip Cost Analysis form and return it to the Business Office.

To coordinate bus plans with the bus company:

Ø  Obtain a purchase order from the building Principal.

Ø  Complete the purchase order and have it signed by the Principal.

Ø  Make the arrangements with the bus company using the number of the completed and approved purchase order.

Collect student permission forms and money.

Compile a list of all students going on the trip and distribute the list to all teachers and personnel that the trip affects. This should be done at least one week prior to the trip.

Submit all monies collected to the office and request a check (if necessary).

Notify Food Services of the date of the trip and the number of student involved.

A few days before the trip:

Ø  Confirm the travel reservations with the bus company.

Make sure you have directions to your destination in order to provide them to the bus driver.

Arrange coverage (substitute) for students left at school and for EACH chaperone that will miss the day(s) at school. Make sure each chaperone leaves appropriate substitute lesson plans.

Make a list of students not going on the trip and leave it with the office.

Prepare copies of student lists for chaperones.

After boarding the bus for your trip, take attendance and submit a final, accurate, list to the office of students going on the trip. Please include the student’s name and home phone number.

Bring all Student Permission Forms with you along with other pertinent papers.

Be sure to take attendance EACH TIME you disembark and before leaving your destination and returning to school.

Released: 12/06/01 Page 2

Revised: 03/06/06