Bibb County School District
Field Trip Guidelines
Table of Contents
Bibb County School District Field Trip Guidelines
Field Trip Instructions
General Field Trip Requirements
Page 3
Supervision of Students
Page 8
Added Requirements for Requests for Overnight Field Trip
Page 8
Transportation Department Information
Page 11
Field Trip Checklist
Page 13
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Bibb County School District
Field Trip Guidelines
As part of the mission of the Bibb County School District, a high quality education must
be provided in a safe learning environment. A high quality education incorporates
learning opportunities outside the classroom setting which includes field trips. Field trips
must provide for a safe and relevant learning environment for students. All projected
field trips must be scrutinized in terms of student safety by principals and requesting
teachers. The school staff, under the direction of the administration, shall take all
reasonable and prudent steps to safeguard the physical and educational welfare of
participating students (Board Policy IFCB). All teachers who are proposing a field trip
must review the Bibb County School District Field Trip Guidelines prior to planning the
field trip and completing necessary paperwork.
The school principal must review, scrutinize, and consider all aspects and details of any
projected field trip being requested from their school. The Field Trip Checklist must be
completed and signed by the school principal attesting that he/she has scrutinized the
projected field trip; confirmed that all information included in the Bibb County School
District Field Trip Guidelines has been addressed, and approved the field trip. Stamped
signatures will not be accepted. Please note that a field trip is considered a schoolsanctioned event and the principal is responsible for the welfare and safety of the
students.
Field Trips Instructions
Failure to adhere to these established guidelines will result in the automatic
disapproval of a field trip. Information must be complete. Incomplete packets or
packets involving incomplete forms will be returned to the principal of the
submitting school without review or consideration concerning
approval/disapproval.
General Field Trip Requirements
1. A field trip must be approved before field trip activities are confirmed, before the
signing of any contracts, and before any information is distributed to students/parents
concerning a requested field trip.
2. If money is to be raised for the purpose of funding a field trip, the Application for Field
Trip form must be approved before a fundraising request is submitted for approval to the
Deputy Superintendent-Support Services. A copy of the approved Application for Field
Trip form must accompany the fundraising request. Please note that all fundraisers
require prior approval by the Deputy Superintendent-Support Services.
3. Application for Field Trip forms must be received for consideration of
approval/disapproval in the Teaching & Learning Department (or the supervising
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department) a minimum of 4 weeks prior to the start date of the field trip, regardless if
the trip involves only 1 student being transported by his/her own parent.
4. In order for a field trip to be reviewed or considered for approval, an Instructional
Rationale form must accompany the Application for Field Trip form. Alignment to
appropriate GPS or QCC standards must be evident on the Instructional Rationale form.
If instructional standards are not supported, the field trip will not be approved.
5. A Request for Professional Leave of Absence form must be submitted for each
teacher and must be submitted with the Application for Field Trip form and the
Instructional Rationale form.
6. Before submitting forms to the Teaching & Learning Department (or the supervising
department), all blanks on the Application for Field Trip form, the Instructional Rationale
form, and the Request for Professional Leave of Absence form must be completed.
Include school name, organization, complete destination information, bus information
(number of students, number of busses, departure time and return time), and the
organization scheduled to pay for the trip on the Application for Field Trip form. The
purpose of the activity must be clearly stated on each form.
7. Include teacher contact number(s) for the time during the trip in the “Comments”
section of the Application for Field Trip form. (The principal must have contact
number(s) for each teacher for time during the trip.)
8. For fields trips with more than one point of destination, submit an itinerary detailing
the time, the points of destination, and addresses for each stop. If a place for a meal is
a point of destination, include that it is a safe location to dine. Remember to notify the
school lunchroom when dining off-campus. If the lunchroom is to prepare sack lunches,
notify them as soon as possible as special lunch foods may have to be ordered.
9. The signature of the school principal must be affixed to all forms before arriving to the
Teaching & Learning Department (or the supervising department).
10. Proof of insurance is always required if a charter bus is the projected mode of
transportation. If a charter bus is the projected mode of transportation, include the name
of the charter bus company, the pick-up/return times, the number of students, and the
number of busses on the Application for Field Trip form.
For projected in-state chartered field trips: In order for a charter bus company to be
utilized, it must be confirmed by the school that the charter bus company is listed on the
“Bus Companies Licensed In Georgia” list and that the bus company has a “Satisfactory
Record.” List location: www.psc.state.ga.us/transportation/BusCompanyData.asp
For projected out-of-state chartered field trips: In order for a charter bus company to be
utilized, it must be confirmed by the school that the charter bus company is included in
the database accessed through the link included below and that the company has a
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“Satisfactory” rating in inter-state passenger transportation. Database location:
http://www.safersys.org/CompanySnapshot.aspx
Only busses belonging to the Bibb County School District or those confirmed through
the preceding process may be utilized for transporting students.
11. The Bibb County School District recommends one chaperone for every eight to ten
students. Chaperones must be a teacher involved in the field trip, a Bibb BOE
employee, or a parent or guardian of a participating student, as approved by the school
principal. On all field trips, a certified teacher or a certified administrator must be on
each school bus and must maintain student behavior at all times. Principals will be
responsible for providing a certified teacher or a certified administrator and adequate
chaperones for each bus. Principals are responsible for communicating guidelines to
teachers and chaperones regarding supervision of student discipline and conduct during
the field trip and until students are returned to school and/or parental control.
12. An original Criminal Background Check Authorization form must be submitted with
the Application for Field Trip packet for each adult projected to chaperone a field trip. If
your school has previously submitted a Criminal Background Check Authorization form
for an individual during the same school year, principals must confirm that the
chaperone is approved and that the name appears on the most recent list of school
volunteers. Consent forms are current for only one school year. The background check
requirement does not apply to current Bibb BOE employees serving as chaperones. It is
the responsibility of the school principal to see that projected chaperones have been
approved. Resources in regards to the Criminal Background Check Authorization form
two weeks prior to the date of the trip. If a background check reveals a past that would
hinder the person from being employed by the Bibb County School District, the person
must not be used as a chaperone.
13. If money is to be requested from students/parents for a field trip, include a copy of
the parent letter that includes the request with the Application for Field Trip packet. If
parents are requested to pay money for a field trip, please note that no student can be
denied participation due to the inability to pay.
14. Once a field trip is approved, the pink copy of the Application for Field Trip form will
be returned to the school by the Transportation Department as confirmation that the
field trip has been approved and the transportation scheduled. Please do not assume
that a field trip has been approved and transportation scheduled. Receipt of the pink
copy of the Application for Field Trip form confirms field trip approval and the posting of
transportation.
15. Permission procedures (permission slips) for students attending a field trip must be
taken care of at the school level.
16. Students who require medication must be identified and the following arrangements
must be made for the administering of medication during a trip:
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a. When administering medication there is a one-hour window of time (30 minutes
before the dosage time to 30 minutes after the dosage time) to administer the
medication. For example if a medication is scheduled to be administered at 12:00
Noon, the medication can be administered anytime between 11:30 AM and 12:30
PM.
b. If medication that is administered at school must be administered while the
student is away from school on a field trip, the teacher must plan ahead in order
to consult with the school nurse who can prepare the required dose or doses for
travel in a bottle with all the appropriate information and instructions. After
returning to the school from the student field trip, the teacher must document that
he/she gave the medication on the Medication Administration Record maintained
by the school secretary or school nurse.
c. For field trips outside of the school day, the teacher must determine if a student
will need medication that is routinely given at home and not at school. If so, the
parent must complete a Medication Authorization form detailing the name of the
medication and the time the medication should be administered. The medication
must be in a labeled prescription bottle. Any administration of the medication
must be documented on the Medication Administration Record by the teacher
and put on file when they return to school.
d. Students with asthma or allergies should be permitted to carry prescribed
inhalers and epi-pens with them at all times on any field trip. The teacher must
hold and dispense all other student medications during a field trip.
e. Over-the-counter medications require written permission from the parent(s) with
clear information as to the dispensing of the medication. The dispensing of overthe-counter medications such as Tylenol and Benadryl (in case of allergic
reaction) requires written permission from the parent(s). Over-the-counter
medications must be in the original containers, kept in the possession of the
teacher supervising the student, and dispensed by the supervising teacher. Any
administration of over-the-counter medication must be documented on the
Medication Administration Record by the teacher and put on file when they return
to school.
17. Roll checks must be conducted each time students enter or leave the bus and enter
or leave a point of destination.
18. Field trips to movie theaters are not allowed.
19. Field trips to “Battle of the Bands” and similar events are not allowed.
20. Please comply in a timely manner if other information regarding the field trip is
requested as approval cannot be granted until all information is collected.
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21. The Administration of the Bibb County School District reserves the right to withdraw
approval for a field trip at any time.
22. Field trip attendees must be prepared to board the bus(ses) at the indicated pick up
time. Field trip attendees must be prepared to board the bus(ses) for the return trip early
enough to arrive back at the school at the approved return time indicated on the
Application for Field Trip form. Any late returns on trips will result in the time/cost
overage being paid by the school location.
23. If an approved field trip is cancelled by the system, every effort will be made to
reschedule system transportation. The organizing teacher(s) will be responsible for
canceling and rescheduling non-system transportation and other details regarding the
trip.
24. If a field trip includes a point of destination for lunch, the students must not enter any
area other than the dining area. Entrance is prohibited to department stores and other
vending areas such as arcades. School based consequences concerning the violation
of this rule must be presented in written form to the participating students and their
parents prior to the field trip.
25. Without express permission it is not permissible to walk to or from a field trip point of
destination.
26. Students are not permitted to ride in a van.
27. Students are not to be transported in a vehicle owned by a teacher. Students are
not permitted to drive their own vehicles while on a field trip. A student is not permitted
to ride with anyone other than his/her own parent/guardian while on a field trip involving
an individual student or where system transportation is not provided.
28. Only current Bibb BOE certificated personnel may request and organize field trips.
29. All field trips involving theme parks will be considered for approval only when
minimal to no loss of instructional time occurs.
30. The use or consumption of alcohol or any illegal substance is prohibited on a field
trip.
31. If it is necessary that any adult accompanying a field trip group participate in
smoking, the act must be conducted out of view of students. Smoking must not occur
when the act interferes with the supervision of students.
32. Please note that swimming is not permitted on field trips.
33. A standard first aid kit must be on each bus.
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34. A copy of an updated school emergency information card for every student must be
taken on each trip (with confirmed information regarding updated contact numbers, any
known allergies, any known medical conditions, physician and insurance information).
The principal must have a directory of all students participating in a field trip.
35. The bus route for a field trip must be submitted to the principal in advance of a trip.
36. Notification must be provided to students regarding the bringing of appropriate items
at their own risk.
37. Only G-rated movies will be allowed during field trips.
38. The Bibb County School District Code of Conduct, Dress Code, and disciplinary
procedures will be enforced during field trips.
Supervision of Students
Monitoring provisions and safety precautions must be established at the school level
well in advance of a field trip. Group monitoring provisions, safety precautions, and
chaperone assignments must be discussed with each chaperone in advance of a field
trip.
It is recommended that teachers not chaperone a specific group of students so that they
are available to assist field trip chaperones in supervising students and handle any
emergencies that may occur.
If a field trip concludes after school hours, teachers must remain with students until all
students have been picked up.
Added Requirements for Requests for Overnight Field Trips
If your Application for Field Trip form requests an overnight field trip, include the
following in addition to the general field trip requirements:
1. A detailed daily itinerary (with every moment packed with details for the entire time)
must be submitted.
2. A cost per student that includes a breakdown of costs for transportation, meals,
lodging, and event tickets must be submitted.
3. A student safety plan (designed by the organizing teacher and approved by the
principal) that details monitoring provisions and other safety precautions for every
moment must be submitted. The following must be addressed in each safety plan:
a. A standard first aid kit is on each bus
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b. A copy of an updated school emergency information card for every student will
be taken on the trip (with confirmed information regarding updated contact
numbers, any known allergies, any known medical conditions, physician and
insurance information)
c. Students who require medication must be identified and the following
arrangements must be made for the administering of medication during the trip:
i.
When administering medication there is a one-hour window of time (30
minutes before the dosage time to 30 minutes after the dosage time) to
administer the medication. For example if a medication is scheduled to be
administered at 12:00 Noon, the medication can be administered anytime
between 11:30 AM and 12:30 PM.
ii.
For overnight field trips, the teacher must determine if a student will need
medication. If so, the parent must complete a Medication Authorization
form detailing the name of the medication and the times for the
administering of the medication. The medication must be in a labeled
prescription bottle. Any administration of the medication must be
documented on the Medication Administration Record by the teacher and
filed with the school medication records upon return to the school.
iii.
Students with asthma or allergies are permitted to carry prescribed
inhalers and epi-pens with them at all times on any field trip. The teacher
must hold and dispense all other student medications during a field trip.
iv.
Over-the-counter medications require written permission from the
parent(s) with clear information as to the dispensing of the medication.
The dispensing of over-the-counter medications such as Tylenol and
Benadryl (in case of allergic reaction) requires written permission from the
parent(s). Over-the-counter medications must be in the original containers,
kept in the possession of the teacher supervising the student, and
dispensed by the supervising teacher. Any administration of over-thecounter medication must be documented on the Medication Administration
Record by the teacher and put on file when they return to school.
d. The principal has contact number(s) for each teacher for time during the trip and
a directory of all students on the trip.
e. Contact number(s) for the hotel(s) for the time during the trip are included.
f. Bus route for the trip has been submitted to the principal.
g. Roll checks must be conducted each time students enter or leave the bus and
enter or leave a point of destination.
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h. Monitoring provisions and safety precautions included and confirmation that they
will be discussed with each chaperone.
i. Group monitoring provisions included with confirmation that chaperone
assignments will be made.
j. Procedures in case of emergency situations included (with emergency meeting
locations to be established)
k. Policy will be established and enforced regarding no member of the opposite
gender allowed in the room of the other gender.
l. Teachers/Chaperones must not share rooms with individual students where no
parent/guardian relationship exists.
m. Room checks and the taping of the doors and initialing of the tape for overnight
monitoring will take place and will be supervised by the teacher.
n. Provisions included for hallway monitoring for overnight.
o. Teacher and chaperone room numbers will be provided to students in case of
emergency.
p. Provisions will be made for room-to-room calling only.
q. Long distance telephone services will be canceled in all rooms.
r. Pay-per-view television will be canceled in all rooms.
s. Notification will be provided to students regarding the bringing of appropriate
items at their own risk.
t.
Only G-rated movies will be allowed.
u. Swimming will not be permitted.
v. The Bibb County School District Code of Conduct, Dress Code, and disciplinary
procedures will be enforced
4. Please note that fingerprinting must occur through the Human Resource Department
for any current non-Bibb BOE employee projected to chaperone any overnight trip. It is
the responsibility of the school principal to see that fingerprinting is completed two (2)
weeks prior to the date of the trip.
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Transportation Department Information
1. All local trips will be calculated at 20 miles per trip.
2. All out of county trips will be calculated from the point of origin to the point of
destination X 2 (round trip). You may use Google maps or Bing.com to calculate your
round trip mileage. You will need a beginning and ending address. Calculate your trip
for the "quickest route."
3. The charge per mile is $2.00 for all trips.
4. The driver rate is $12.00 per hour with a 3-hour minimum.
5. No trips will be scheduled on school days before 9:00 AM and all busses must arrive
back to the school no later than 1:30 PM. Please note that the busses need to be ready
for regular service by 1:30 PM (empty and leaving the school). It is possible that the
Transportation Department may be able to provide a bus at other times on a school day
if a school-based Bibb BOE employee listed on the Transportation Department’s
approved driver list is provided by the school. In such case, the driver’s name must be
included on the Application for Field Trip form. Please note that teachers are allowed to
drive busses during school hours only for approved trips and provided their students are
participating in the trip.
6. Any trip after school hours can be complicated. Most busses are still in service as
late as 4:30 PM. If you have a long trip that requires a bus before 5:00 PM, confirm that
a bus would be available with the field trip coordinator at the Transportation Department
(779-2007). A limited number of busses are available for early departures.
7. The maximum number of students per bus must not exceed 50 students. Be sure
that the Transportation Department is notified if a trip requires a bus with special
accommodations (a lift).
8. Food may not be eaten on busses.
9. Aisles and emergency doors must not be blocked in any way by any item.
10. Transportation to athletic events is not provided for spectator purposes.
11. Non-school age children are not permitted to ride on a school bus.
12. Times and pricing are subject to change by the Transportation Department at any
time without notice.
13. All schools will follow the established protocol for approval.
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PLEASE NOTE:
THE FINAL DATE FOR ALL FIELD TRIPS WILL BE THE LAST SUNDAY OF
SPRING BREAK.
POSSIBLE EXCEPTIONS TO THE FINAL DATE FOR FIELD TRIPS:
APPROVED REQUIRED COMPETITIONS AND/OR APPROVED AS
REQUIREMENT/PARTICIPATION IN FULFILLMENT OF SPECIFIC PROGRAMS OF
STUDY.
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Bibb County School District
Field Trip Checklist
General Field Trip
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Application For Field Trip Form
Instructional Rationale Form
Request For Professional Leave Of Absence Form(s)
Itinerary for multiple destinations
Proof of insurance for charter bus
Criminal Background Check Authorization Form(s) for non-Bibb BOE
employees projected to chaperone
Copy of parent letter if money is to be requested
Added Requirements For Requests For Overnight Field Trips
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Itinerary
Breakdown of cost per student
Safety Plan
As the school principal, I have scrutinized the projected field trip, confirmed that
all information included in the Bibb County School District Field Trip Guidelines
has been addressed, and approved the field trip. I affirm that all required items
indicated on this Field Trip Checklist are included with this form and will be
delivered to the Teaching and Learning Department (or the supervising
department) a minimum of four weeks prior to the start date of the field trip.
____________________
Principal Signature
_______________
Date
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2009-2010
Approved Systemwide K-5 Field Trip Plan
Grade
Field Trip
K
1st
2nd
One School Planned Trip (In County)
Jack Golden Environmental Show (Date TBA)
Georgia Music Hall of Fame (Date TBA)
Ocmulgee National Monument-Friday, September 18, 2009
(School Choice, School Planned, & School Funded)
Museum of Arts & Sciences: Miraculous Minerals * (Date TBA)
GrandKids Arts Education Program (3 Performances-Dates
TBA)
Macon Symphony Orchestra Young People’s Concert-Friday,
November 13, 2009
Starbase Robins (School Choice, School Planned, & School
Funded-Dates TBA)
3rd
4th
5th
*Third grade teachers must participate in the teacher orientation.
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