The board recognizes the value of student field trips which enhance the district’s educational program(s). Such trips are permissible within the following guidelines:
All requests for field trips are to be submitted to the building principal for approval and then to the executive director of instruction, technology, and assessment, for final approval before students and employees engage in the planning of a trip.
- Regular Field Trips
Field trips normally taken as part of the school program of one day or less in duration are considered Regular Field Trips. All requests for regular field trips shall be initiated by a teacher utilizing the “Regular Field Trip Request Form” (IFCB-R-9). In addition, at the beginning of each semester, vocal/instrumental teachers and forensics teachers shall submit a “Music Request Form-Day Trips Only” (IFCB-R-10b) and “Forensic Event Request Form-Day Trips Only” (IFCB-R-10d), respectively.
a. Approved regular field trips will be funded by the district within the budgetary allowance approved annually. When district funds are not available, students may be charged for expenses only if students are not prohibited from participating because of inability to pay.
b. The district will not permit regular field trips which are not related to sound educational objectives.
c. The teacher shall notify parents in a timely manner of provisions relative to the approved regular field trip and shall secure written permission from the parent/ guardian for each child participating in the trip (see IFCB-R-10, Consent Form – Regular Field Trip, or IFCB-R-10a/b and IFCB-R-10c/d for Vocal/ Instrumental Field Trips Only and Forensics Field Trips Only, respectively).
d. The teacher shall adhere to the regulations and procedures set forth in “Administration of Medications” – Field Trips. (see JGFGB-R-4)
e. All financial transactions relative to the approved regular field trip shall be conducted through the building internal account system. The district will not assume any financial responsibility, such as responsibility for salaries to a teacher sponsor or adult chaperone unless provided for in the master agreement.
f. The district will not assume financial responsibility for regular field trips sponsored and conducted by an independent organization when participation depends upon an individual’s ability to pay.
g. The district will not release staff from their assigned class or classes to act as a sponsor, nor will the district pay salaries for employee sponsors, substitutes or chaperones, for a regular field trip sponsored and conducted by an independent party, unless the activity is authorized by the executive director of instruction, technology, and assessment.
- Extended Field Trips
Overnight field trips are considered extended field trips. All requests for extended field trips must be initiated by a teacher/supervisor utilizing the “Extended Field Trip Request Form” (IFCB-R-12) and submitted for approval to the principal and executive director of instruction, technology, and assessment, a minimum of four weeks in advance of the scheduled field trip, or in emergency situations, as soon as possible. In addition, at the beginning of each semester, vocal/instrumental teachers and forensics teachers shall submit for approval a “Music Event Request Form-Overnight Trips Only” (IFCB-R-14b) and “Forensic Event Request Form- Overnight Trips Only” (IFCB-R-14d). The teacher/ supervisor shall follow the Extended Field Trip Guidelines (IFCB-R-3) as outlined herein.
The teacher shall notify parents in a timely manner of provisions relative to the approved extended field trip and shall secure written permission from the parent/guardian for each child participating in the trip (see IFCB-R-14, Extended Field Trip Parent Notice/Parent Permission/Medial Consent Form, or IFCB-R-14a/b and IFCB-R-14c/d for Vocal/ Instrumental Extended Field Trips Only and Forensics Extended Field Trips Only, respectively.)
The teacher/supervisor shall adhere to the regulations and procedures set forth in “Administration of Medications – Field Trips. (see JGFGB-R-4)
As a general rule, the per pupil cost of extended field trips is to be paid by a sponsor, individual parent/guardian, or by approved fund-raising. Student participation in extended field trips shall be voluntary and students who do not participate shall not be disadvantaged in terms of credit, course requirements, grades or eligibility. However, upon the request of the building administrator and approval of the superintendent’s designee, an extended field trip may be considered a mandatory and credit event. In such cases, students shall not be prohibited from participating because of inability to pay, e.g., students eligible for free or reduced-price lunch.
If a non-school-sponsored trip is planned or if approval for an extended field trip is denied, the administrator will provide information to the teacher, students and parents which specifies that the school and its facilities must not be used to organize, promote or conduct the extended field trip (see IFCB-R-11, Sample Letter).
The district neither endorses, supports nor assumes liability in any way for any staff member of the district who takes students on trips not approved by the executive director of instruction, technology, and assessment.
Students on extended field trips must follow the guidelines and expectations of the Walled Lake Schools’ Student Conduct Code.
Rev. 4/2/98, 6/18/98, 2/7/02, 10/6/11
Extended Field Trip Guidelines
The teacher/supervisor will:
- Allow only students enrolled in class or activity on field trip.
- Submit Extended Field Trip Request Form (IFCB-R-12) to principal and executive director of instruction, technology, and assessment, a minimum of four weeks in advance.
- Complete an Extended Field Trip Site Data Form, if not on file in school office.
- Submit Extended Field Trip Bus Request Form (IFCB-R-13) and Extended Field Trip Parent Notice and Permission/Medical Consent Form (IFCB-R-14 or IFCB-R-14a/b or IFCB-R-14c/d) to principal and executive director of instruction, technology, and assessment, for approval a minimum of four weeks in advance of the scheduled trip.
- Arrange for minimum of 1 adult chaperone for every 5 elementary students, 1 chaperone for every 7 middle school students, and 1 chaperone for every 8 high school students. For performance and competition in- and out-of-district field trips, the middle school and high school ratio for vocal/instrumental is 1 chaperone per 12 students.
- Provide each chaperone with field trip information. (Chaperone Guidelines-IFCB-R-16)
- Provide each chaperone with list of specific students for whom he/she will be responsible.
- Arrange for elementary students to have name tags (school to determine content).
- Collect approved medications for designated students.
- Review with students and chaperones what will be expected of them throughout the extended field trip. This will include: a. bus safety rules ; b. conduct standards; c. lesson/enrichment objective; d. plan of each day’s activities; e. unauthorized items prohibits; f. restroom safety; g. universal precautions; h. emergency procedures
- Have in possession fully completed Extended Field Trip Parent Permission/Medical Consent Forms (IFCB-R-14 or IFCB-R-14a/b or IFCB-R-14c/d) during the trip (no verbal permission accepted). Any exception to be made by building principals or their designee ONLY, and then only for one-day field trips.
- Take attendance prior to departure, periodically during trip, and upon boarding bus/cars for return trip.
- Monitor elementary students going to restrooms.
- Observe the following procedures if a student cannot be accounted for: a. Designate someone to stay with students.; b. Organize available persons to participate in search.; c. Designate individuals to concentrate on specific areas, including buses.; d. Consult with on-site authorities.; e. Designate someone to contact school administration, who will contact parents.; f. Designate someone to call and meet with police.
- For emergencies, use cellular phones, walkie-talkies, or carry change for phone and have phone numbers available.
- Observe the following procedures in case of serious injury or accident: a. Call 911; b. Contact home school building; c. Do not leave injured person unattended until medical service arrives.; e. Do not move injured person.; e. Complete Accident Report Form (see EBB) as soon as possible upon return from site.
- Follow all district procedures for handling money.
- If cost of chaperones is included in student fees, parents must be notified explicitly on permission form.
Rev. 2/7/02, 10/6/11
Guidelines for Selecting and Training Chaperones
The selection and orientation of chaperones is the responsibility of the teacher/ supervisor who is in charge of the trip. The use of chaperones contributes to the safety and well-being of all field trip participants; therefore, adequate supervision of students should be carefully planned. The teacher/supervisor is considered a chaperone. The following chaperone-to-student ratios should be considered a minimum:
Elementary – one chaperone per 5 students;
Middle School – one chaperone per 7 students outside the district, – one chaperone per 12 students inside the district;
High School – one chaperone per 8 students outside the district, – one chaperone per 12 students inside the district;
Middle School and High School Vocal/Instrumental Performance and Competition:
- one teacher or chaperone per bus for regular in- or out-of-district field trips,
- one chaperone per 12 students for extended (overnight) in- or out-of district field trips.
The actual number of chaperones depends on the nature of the trip, the age and number of students, and whether or not the trip includes an overnight stay.
Because chaperones must give their full attention to the students for whom they are responsible, only students enrolled in the class/activity can be allowed on field trips. Chaperones must also assume a full-time commitment to their responsibility during the entire trip.
Other chaperone guidelines include, but are not limited to, the following:
- Decide if chaperones should include male and female gender.
- Inform chaperones, in writing, of their responsibilities.
- Assign chaperones to each bus/vehicle depending on the number of students.
- Provide each chaperone with a list of students for whom they will be responsible.
- Orient chaperones to expected student conduct standards.
- Orient chaperones to bus rules and regulations.
- Orient chaperones to emergency medical procedures and emergency communication plan (see IFCB-R-16, Field Trip Chaperone Guidelines and Information Form).
- Chaperones are to: a. Maintain vigilance over assigned students by taking periodic head counts, i.e., by completing bed checks and room checks to stay abreast of students leaving rooms.; b. Report unacceptable student conduct to the teacher/supervisor.; c. Monitor students going to restrooms as per teacher/supervisor instructions.; d, Other – as determined by teacher/supervisor.
- Parents who accompany their children as field trip chaperones must allow students to be governed by school rules and provisions of the Walled Lake Student Conduct Code.
- Chaperones’ children who are not enrolled in the class or activity may not accompany the chaperone on the field trip.
- Older siblings may not substitute for parents. Other close relatives (grandparents, aunts, uncles) may substitute for parents at the principal’s discretion only.
- Chaperones may not consume alcoholic beverages at any time during a field trip. Smoking is discouraged, but not allowed in the presence of students. It is important that clear heads are maintained to be prepared for any emergency. It is also important that chaperones set proper examples in the presence of students by refraining from smoking.
Revised: 8/19/99, 2/7/02
Bus Transportation Information
- Requests for use of bus transportation for regular field trips shall be submitted to the transportation department on a Regular Field Trip Request Form (IFCB-R-9) at least four weeks prior to the field trip.
- Requests for use of bus transportation for extended field trips shall be submitted to the transportation department on an Extended Field Trip Bus Request Form (IFCB-R-13), which shall be stapled to the Extended Field Trip Request Form (IFCB-R-12), at least four weeks prior to the field trip.
- All requests for field trips and use of bus transportation for field trips must be signed by the principal and the executive director of instruction, technology, and assessment.
- The transportation department will return a copy of the bus transportation request to the building principal indicating if the request is approved or disapproved.
- The Walled Lake Schools’ Student Conduct Code applies to all students while on field trips.
- When students are dropped off at the close of the field trip, it is the teacher/supervisor’s responsibility to ensure all students are picked up or transported to their homes.
- NO “outside of class” children will be allowed on any field trips.
- Chaperones must ride with students.