Brevard County (Florida)
Administrative Procedures
 

2340 - FIELD TRIP PROCEDURES

GENERAL INFORMATION

Educational field trips may be developed by each school to provide a variety of experiences and enhance the student's educational opportunities. Although field trips are adjunct to the instructional program, each is a learning activity and bears a direct relationship to the normal school experience.

For optimum student benefit, each field trip must be well planned beforehand and thoroughly evaluated after completion. The teacher or sponsor in charge of the group is responsible for the activity just as if it were conducted at school. All students within the class or school group must be given the opportunity to participate in the field trip.

This procedure has been developed to assist schools in planning and conducting educational field trips and travel to school-oriented activities off campus. The overall objective is to facilitate optimum learning experiences through educational field trips and school-sponsored student travel to approved activities.

FIELD TRIPS AND OTHER STUDENT TRAVEL

The Board recognizes that field trips, when used for teaching and learning integral to the curriculum, are an educationally sound and important ingredient in the instructional program of the schools. Properly planned and executed field trips should:

 A.supplement and enrich classroom procedures by providing learning experiences in an environment outside the schools;

 B.arouse new interests among students;

 C.help students relate school experiences to the reality of the world outside of school;

 D.bring the resources of the community - natural, artistic, industrial, commercial, governmental, educational - within the student's learning experience;

 E.afford students the opportunity to study and explore real situations and processes in their actual environment.

For purposes of this procedure, a field trip shall be defined as any planned journey for one or more students away from District premises, which is under the supervision of an instructional staff member and an integral part of a course of study.

Other student travel shall be defined as any planned, student-travel activity that is approved as part of the District's total educational program.

The Superintendent shall prepare administrative procedures for the operation of both field and other District-sponsored trips, including athletic trips, which shall ensure:

 A.the safety and well-being of students;

 B.parental permission is sought and obtained before any student leaves the District on a trip;

 C.each trip is properly planned, and if a field trip, is integrated with the curriculum, evaluated, and followed up by appropriate activities which enhance its usefulness;

 D.the effectiveness of field trip activities is judged in terms of demonstrated learning outcomes;

 E.each trip is properly monitored and supervised;

 F.student behavior while on all field trips complies with the Student Code of Conduct and on all other rules, policies, and procedures set forth by schools;

 G.a copy of each student's Emergency Medical Authorization Form is in the possession of the staff member in charge.

An instructional staff member shall not change a planned itinerary while the trip is in progress, except where the health, safety, or welfare of the students in his/her charge is imperiled or where changes or substitutions beyond his/her control have frustrated the purpose of the trip.

In any instance in which the itinerary of a trip is altered, the instructional staff member in charge shall notify the administrative superior immediately.

The Board shall approve those field trips and other student travel that are planned to take students out of the State of Florida.

The Area Superintendent shall approve all trips within the State for more than two (2) days.

Regularly enrolled students may be charged a fee for participation in field trips or for other student travel which is not part of a course of study. No student shall be denied participation for financial inability, nor shall they be penalized academically for nonparticipation.

Students on all District-sponsored trips remain under the supervision of this Board and are subject to the District's administrative procedures.

The Board does not endorse, support, or assume liability in any way for any staff member, volunteer, or parent of the District who takes students on trips not approved by the Board or Superintendent. No staff member may solicit students of this District for such trips within the facilities or on the school grounds of the District without permission from the Superintendent. Permission to solicit neither grants nor implies approval of the trip. Such approval must be obtained in accordance with the District's administrative procedures for extended trips.

TRANSPORTATION FOR FIELD AND OTHER DISTRICT-SPONSORED TRIPS

It shall be the policy of the Board to use regular or special-purpose school vehicles for transportation on field and other District-sponsored trips.

The transportation for all field and other District-sponsored trips shall be regulated by the District Procedures and Criteria for Field Trips.

Authorized trips include athletic trips, band trips, chorus trips, and educational trips.

Except for emergency reasons, there shall be no variation from the scheduled route of the trip.

Transportation may be limited by the availability of vehicles, drivers, and scheduling and will not be available when needed for home to school purposes.

All students are expected to ride the approved vehicle to and from each activity.

District students not affiliated with the trip activity, non-district students, and/or children of preschool age shall not be permitted to ride on the trip vehicle.

The Superintendent shall prepare administrative procedures to ensure that all transportation is in compliance with Board policy on use of District vehicles and/or use of private vehicles.

APPROVAL OF FIELD TRIPS

Sponsors for educational field trips or student travel to approved school activities should first discuss the proposed trip and/or activity with the principal and obtain approval to proceed with plans for the field trip.

A completed Sponsor's Application for Permission to Plan an Off-Campus Field Trip/Activity Form 2340 F1 must be approved by the principal and submitted to the Area Superintendent for review. In the event a trip would require students to be absent from school for more than two (2) days, the field trip must be approved by the Area Superintendent.
 

NOTE:

Field trips are not approved for students to attend motion pictures that have restricted ratings (R, X, etc.)

APPROVAL OF THE SCHOOL BOARD

Educational field trips or student travel to activities/events outside the State of Florida, on school days or non-school days shall be submitted for Board approval.

PARENT PERMISSION AND STUDENT RESPONSIBILITY

Permission for a student to participate in an educational field trip, or travel as a member of a school class or group to approved off-campus activities, must be obtained from the student's parent or guardian.

Three (3) forms are approved as parent permission forms and should be used accordingly. Copies of all forms may be obtained from Printing Services.

 A.Parent Permission and Responsibility Statement for Off-Campus Activity (see Form 2340 F2)
  To be used by all classes or groups (except bands, choral groups, cheerleaders, and athletic teams), for each individual trip or activity.

 B.Student Medical Release Form for Out-of-County or Overnight Travel (see Form 2340 F3)
  To be used by members of bands and choral groups when school buses or approved commercial buses are used Each student must complete one (1) form which remains in effect the entire school year unless canceled in writing by the parent or guardian.
  If the band or choral group uses privately owned motor vehicles to transport students, a Parent Permission and Responsibility Statement for Off-Campus Activity form that outlines the transportation arrangement must also be obtained.
 C.Parent Permission and Responsibility Statement for Off-Campus Extra-Curricular Athletics (see Form 2340 F4)
  In addition to the Florida High School Athletic Association’s EL-2 - Participation and Evaluation Form and EL-3 – Consent and Release of Liability Statement, this form is to be used by members of athletic teams and cheerleading squads. Each student must complete one (1) form which remains in effect the entire school year unless canceled in writing by the parent or guardian.

TRANSPORTATION

The mode of transportation for educational field trips and other student travel to school-related activities will be by school buses, commercial carrier, or approved private vehicles. Specific procedures related to the use of school buses and private vehicles are included below.

Use of School Buses
 A.The school must complete and submit a Requisition for Special School Bus Transportation signed by the principal. (see Form 2340 F5)
 B.The seating capacity on most school buses used for educational field trips for elementary students is sixty-five (65), however, consideration should be given to the size of students and length of the trip when determining the number of buses needed. The seating capacity for secondary students on most school buses is forty-three (43) (two to a seat).
 C.School bus loops are the official student loading and unloading area at school.

 D.Travel will begin and end at the school. Students will not be picked up or let off at other locations.
 E.The school bus driver shall ensure that emergency procedure instructions are discussed prior to departure. (see Form 2340 F5a)
 F.Travel is permitted to the places and areas designated on the bus requisition only.
 G.Only those students who are official members of the class or group, their sponsors and chaperones are permitted to travel on the school bus.
 H.Student responsibilities and conduct on school buses on field trips are the same as traveling to and from school. Sponsors and chaperones are responsible for maintaining proper student conduct.
  NOTE: Standards of conduct for riding a school bus are also included in the Elementary Student/Parent Handbook and the Secondary Students Code of Conduct.
 I.Costs, such as tolls, admission fees, etc., are to be paid by the sponsor. Also on overnight trips, the driver's meals and lodging expenses are to be paid by the sponsor.
 J.Inform the Transportation Department immediately when a scheduled trip is canceled. Schools are charged a two (2) hour minimum when a bus is sent to school and the trip has been canceled.
 K.The sponsor will sign the driver's Trip Report (TR-4) at the conclusion of travel verifying the completion of the trip.

Use of Private Vehicles

Private vehicles may be used for educational field trips or as transportation for school-sponsored groups with the approval of the principal. However, prior to using a private vehicle to transport students, should it become necessary, the principal shall:

 A.verify that the driver of the vehicle has a valid Florida driver's license;

 B.require the owner to show evidence of adequate insurance in force on the vehicle prior to and during the time it is used to transport students;

 C.verify and keep on file, the owner's insurance information on the form, Statement of Insurance on Private Vehicles; (see Form 2340 F6)

 D.verify the vehicle used is designed to transport ten (10) or fewer passengers and meets all Federal motor safety standards for passenger cars and that the vehicle does not have a rollover sticker;
 E.verify that non-student drivers have completed a level II criminal background screen that is in compliance with Board Policy 8475;
 F.verify that each parent has been notified in writing regarding the transportation arrangement and has given written permission to transport their child in a privately owned vehicle (Parent Permission and Responsibility Statement for Off-Campus Activity).

The following applies to transportation in a vehicle:

 A.When the transportation of students is necessary, or practical, in a motor vehicle owned and/or operated by the Board or designee, other than a school bus, such transportation must be provided in designated seating positions. The appropriate safety restraint device must be used by each passenger.

 B.In a passenger car not to exceed eight (8) students; or in a multi-purpose passenger vehicle designed to transport ten (10) or fewer persons, which meets all applicable Federal Motor Vehicle Safety Standards. Any multi-purpose passenger vehicles classified as utility vehicles, with a wheelbase of 110 inches or less, and are required by Federal Motor Vehicle Standards to display a rollover-warning label, may not be used.

 C.The District recommends only midsize and large passenger cars be used and the District does not recommend using pickups or compact cars.

 D.Additionally, you must contact Risk Management, 633-1000 ext. 620 to obtain approval in regards to the necessary insurance coverage on vehicles used.

USE OF BUSES BY NON-SCHOOL GROUPS

Non-school groups shall not be authorized to use school buses without prior approval of the Board.

Passengers on buses used for educational field trips or any school related trip shall be limited to students who are official members of the school class or group, their sponsors and chaperones.

CHAPERONES

All educational field trips and other school sponsored student travel must be adequately supervised and chaperoned by a faculty member(s) with abilities and interests paralleling the interests and objectives of the class or group. A certificated faculty member will be designated as sponsor, and other staff members or parents designated chaperones as appointed by the principal. The number of chaperones will be based on the number of students participating and the specific needs of the trip. No group or individual shall participate in an educational field trip or school sponsored travel unless properly supervised and chaperoned consistent with the provisions of this manual.

The minimum number of sponsor/chaperones on all field trips or school sponsored student travel shall be one (1) for each ten (10) students.
 

NOTE:

A sponsor or chaperone may not bring his/her own child on a field trip unless the child is an official member of the class or group.

The responsibilities of trip chaperones form will be prepared by the trip leader, signed by the principal, and given to each chaperone. (see Form 2340 F7)

SPONSORED FIELD TRIPS

In some cases community organizations or groups may desire to recognize a school group for special ability or scholarship by inviting the group to make a trip with all expenses paid. Such trips must be approved by the principal and Area Superintendent.

ITINERARY

An itinerary must be filed in the principal's office by the sponsor or sponsoring organization. Two (2) school contact persons, not making the trip, must be identified for parents, with each contact person's phone number in order to respond to calls or questions concerning the trip. Names of the contact persons and their phone numbers are to be listed on the form, Parent Permission and Responsibility Statement for Off-Campus Activity. (see Form 2340 F2)

ACCOMMODATIONS

All arrangements for accommodations while on an educational field trip or school-sponsored student travel must be reviewed and approved by the principal before travel begins. Where applicable, hotel/motel reports are to be submitted by the sponsor at the conclusion of the trip.

COST OF THE TRIP

All arrangements for payment of expenses, including costs of accommodations for individual students, student groups, and chaperones incurred on school-sponsored trips shall be the responsibility of the school. All such arrangements shall have prior approval of the school principal.

Students shall not be charged for school bus transportation in excess of the actual costs to the school. No student shall be denied participation in a field trip for inability to pay any fee or charge imposed.

MEDICAL EMERGENCIES

The following procedures will be followed in the event a student becomes seriously ill or injured while on a field/activity trip.

 A.The school will ensure the Medical Authorization Form is complete for each student participating in the field/activity trip.

 B.A copy of each student's Emergency Medical Authorization Form is to be in the possession of the staff member in charge for all trips that are not completed prior to the end of the school day.

 C.If it becomes necessary to take a student to a hospital for emergency treatment:

  1.Contact the nearest hospital or law enforcement agency for assistance getting the student to the hospital. If the trip is to be completed before the end of the school day, contact the school and provide all essential information. The school will contact the parent/guardian and give all necessary information. Ensure the name, location, and telephone of the medical facility receiving the injured student is communicated to the parent/guardian. An adult member assisting with the field/activity trip will remain at the medical facility with the student until a parent or guardian arrives.

  2.If the student illness or injury occurs after the close of the regular school day or on a non-school day, get the student medical attention using the procedure noted above. Using the student's Medical Authorization Form, contact the parent/guardian and provide all necessary information. Attempt to contact the principal/assistant principal and provide all facts. Ensure an adult member assisting with the field/activity trip stays with the ill/injured student until the parent/guardian arrives at the medical facility.

  3.Complete a written incident report at school as soon as possible. The student must complete the Risk Management Incident/Accident report as soon as possible after the accident.

INSTRUCTIONAL OBJECTIVE

An educational field trip is an extension of the classroom and regular classroom instruction. A specific instructional objective(s) should be included in planning the activity since approval is based largely on the educational benefit to the students participating in the field trip. Consideration must also be given to students keeping up with instruction in other classes and making up work missed as a result of participation in the field trip.

LOSS OF SCHOOL TIME

A statement of instructional objective(s) must be included for any trip that results in loss of school time. Where possible, trips should be scheduled without loss of school time, i.e. student holidays, spring vacation, or during the summer vacation. In the event a trip would require students to be absent from school for more than two (2) days, the trip must be approved by the principal and Area Superintendent.

All students on educational field trips or travel to school-related activities shall be official members of the class or groups enrolled in the school.

F.S. 1006.21 (3)

Approved 2/04
Revised 9/09