Bellevue School District Field Trip Application and Approval Process
For Field Trips During the School Day or Outside of School Hours, but NOT Overnight
The proposed field trip, if during the school day, must be directly related to and a logical extension of the
subject material being taught by the teacher and being studied by the students. The proposed trip will
contribute to the completion of course objectives and will increase student’s appreciation for, knowledge of,
or skills in the subject matter.
Field trips can impact other school programs/classes when taken during a certain time of the year. To avoid as
much conflict as possible, the following times are considered BLACKOUT DATES, therefore, field trips cannot
be scheduled during these time periods.
The day before a break/holiday (Thanksgiving, winter, mid-winter, spring)
The five days prior to midterm or finals each semester.
The first five days of each semester.
The windows for STATE testing.
The window for AP testing.
Steps Required to Process Forms:
1. Print Field Trip Packet from the school’s SharePoint.
2. Check the school’s calendar to make sure there are no conflicts. Complete all required forms:
a) Field Trip Application
b) 2320P Exhibit A
c) 2320P Exhibit G if applicable.
3. Turn in to the Office Manager at least 3 weeks in advance – the earlier the better!
4. Students are in our care at all times during the school day, which includes time spent off campus, be it an hour or
overnight. This means that a student’s Individual Health Plan and/or Medications MUST accompany them on a
field trip. Notify the School Nurse at least 3 weeks in advance so that needed materials can be prepared and ready
for your field trip.
5. Office Manager will obtain principal approval/signature, retain original and place copies in the Accounting,
Attendance, Activity Secretary and requesting teachers’ mailboxes so they know the trip has been approved, and will
add the trip to the SharePoint calendar.
6. Teacher/Advisor responsibility after approval is as follows:
a. Submit entry fees, applications or registration forms to Accountant or Office Manager for payment or
processing.
b. See Office Manager to request a substitute teacher, if required.
c. See ASB secretary to order district transportation.
d. Check with Office Manager or Administrator regarding entrance into the building during non-school hours, if
needed.
2320P: Exhibit.A.Appendix1
Friday, January 23, 2015 7.16
How to Coordinate Field Trip for Student Health/Safety with the School Nurse
Students are in our care at all times during the school day, which includes time spent off campus, be it an hour or
overnight. This means that a student’s Individual Health Plan and/or Medications MUST accompany them on a field trip.
Here’s how to make sure this happens:
Teacher’s responsibility:









First stage of planning: Will this field trip require a nurse or para to attend to student health needs as required by law –
Diabetes, Seizure disorders, other? Review your student health alert list/student care plan. Assessment of this extra
expense must be considered. Discuss need for nurse or para to attend field trip at least 3-4 weeks in advance with the
school nurse and administrator. There may not be the option of a BSD substitute nurses to cover field trips. Agency nurse
may be arranged at higher cost.
Notify the school nurse and office manager as soon as you know that you’re going on a field trip, at least 2 weeks* in
advance. *Discuss need for nurse or para to attend field trip at least 3-4 weeks in advance. There is not always the option of
substitute nurses to cover field trips. Agency nurse may be arranged at higher cost.
Send the school nurse a list of students going on the trip, again at least 2 weeks in advance. If multiple buses are used,
provide specific student lists for certain buses (medications must be on the bus with the correct student).
For overnight or extended field trips/camp – Please notify nurse 6 weeks in advance. Extended Field Trip Emergency
health forms required from parent/guardian. Teachers must return those forms to school nurse for review 2 weeks prior to
these field trips.
Private cars for transportation – students must have their emergency medication in the same car they are riding in –
medication must be held and administered by BSD employee. IF student with the medication is riding with their
parent/guardian, emergency medication may be carried by parent.
Pick up and return Field Trip Packets on the same day as the field trip. Student’s information and medication have to be
in the Health Room at all times, except when the student is on a field trip.
Stay current with Epi Pen training and Administering Medications so you are prepared for a field trip.
Students with medications or Individual Health Plans must be supervised by a trained individual (teacher or their
parent/guardian) throughout the field trip.
Be prepared for an allergic reaction, an asthma episode, high or low blood glucose readings, or a seizure! All staff on the
field trip should be aware of students with an Individual Health Plan.
School Nurse’s responsibility:





Provide a list of students who have either Life Threatening Health Conditions (Individual Health Plans), medication
requirements and any serious medical alerts/issues/concerns.
Extended/overnight – nurse is required to review health information forms and obtain medications, contact families,
update alerts as needed. Completed forms must be provided to nurse at least 2 weeks prior to overnight field trip.
Prepare Field Trip materials with Individual Health Plans, and medications (if needed). These packets (zip lock baggies) will
be ready for pick up in the Health Room on the day of the field trip. Front office staff will assist with this if RN is not
present.
Notify and work with parents if there are medication questions. This important piece happens only with enough advance
notice!
Will provide Epi Pen and Medication Administration training to staff at a mutually agreeable time well in advance of the
field trip date. Usually this training is completed during LID and Safe Schools.
NOTE: Medications cannot be delegated for field trips (part of the school day) or anywhere else in the school day
to non-district employees. The school day begins when students are picked up by BSD buses and ends when they
are out of the bus at the end of the day.
2320P: Exhibit.A.Appendix1
Friday, January 23, 2015 7.16
Bellevue School District Field Trip Application PLANNING DOCUMENT
Date of Request:
Teacher/Advisor Name:
Class or Group:
Number of Students:
Departure Date:
Departure Time:
Return Date:
Return Time:
Method of Travel:
Charge to Budget Code:
Anticipated Cost / Student:
Dept Chair’s Signature:
See cost breakdown section below
Destination of Trip:
Educational Objective:
Trip Costs:
Entry fee/participation:
$
Food:
$
Transportation:
$
Other:
$
Substitute teacher – check one:
$130/4hrs
Total:
$
$135/5hrs
$216 full day
Describe activities planned while on the trip (use back of form or additional paper if necessary):
What required assignments will participants have to complete related to this activity? What alternate assignments will
be available to students who miss the activity?
What arrangements have been made for students to complete work missed in other classes?
How many adults will provide supervision?
What considerations have been made for students who cannot afford the cost of the trip?
Trip Approved
Trip Denied
2320P: Exhibit.A.Appendix1
Friday, January 23, 2015 7.16
Administrator’s Signature
Date