Field Trip Approval Form Timeline

Field Trip Approval Form Timeline and Workflow – PDF

Four to Six weeks before your trip:

  • Check Youth Services Calendar for any scheduling conflicts. The calendar will display approved trips.
  • Pick a date for your trip, book your venue, and reserve your tickets
  •  Remember:
    1. Field trips must be within the Field Trips Times: 8:30am -1:15pm
    2. Bus capacity is 78 (three to a seat, recommended for elementary students), or 52 (two to a seat, recommended for middle school and high school students)
    3. The transportation department makes every effort to accommodate all field trips; however, in the event your trip interferes with school routes or athletics you may be asked to reschedule your trip.
  • If this is an overnight field trip, you will need to submit a letter to the Governing Board for approval. (Items are usually added to board agenda by site administration at least 2 weeks prior to board meeting.)
  • Submit a Request for Insurance Certificate with District Office, if required by field trip venue
  • Submit a Purchase Order (PO) Requisition to your site administration for costs other than transportation, i.e. admission (Example Purchase Order Requisition)

Three Weeks before you trip:

  • If taking private cars, have parents/staff fill out School Driver Registration Form. Vehicle inspection is required by the district mechanic (by appointment)
  • If taking district vans, drivers must fill out the DMV Pull Notice Form and fax it to the Transportation Department 707-994-3127. All van drivers MUST be district employees
  • Fill out the Field Trip Approval Form. If you are arranging an overnight trip, you MUST have board approval BEFORE you fill out the form.
  • Permission slips sent home with students:
    • Must State specifics of trip: where, needed items (clothes, food, money), departure and return time, and if parents are supposed to pick up students
    • Permission slip should include emergency contact and phone number for each student

One week before your trip:

  • Check Youth Services Calendar. If your trip has been approved, it will be posted on the calendar. If you do not see your field trip posted, please contact your site administration.
  • Notify cafeteria of anticipated reduced lunch counts
  • Make arrangements for students not going on the trip (it is your responsibility to take care of this). If you have students who come to your call for instruction form another class, be sure that teacher is aware of your planned field trip.
  • Inform office of your need for first aid kit. If you will be in areas known to be infested with poisonous snakes:
    • One of the chaperones must be American Red Cross Certified in first aid with an emphasizes in the treatment of snakebites
  • If you are riding charter buses, email your passenger manifest to the Youth Services Coordinator The manifest must include ALL passengers, per bus, including parent chaperones riding on the charter bus.

updated 7/31/17

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