FIELD TRIPS

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Field trips are exciting educational opportunities for students and teachers alike. They are
designed to enhance the educational experience for all students and provide the students with an
opportunity to learn outside the classroom. Field trips can be fun and different, exciting and
exhausting, and a break from the school day routine. However field trips have ramifications far
beyond getting the students out of school for a period of time.

For students, the field trip is to the classroom what the big game is to athletes. Field trips are a
way to provide hands-on learning and/or a reward for long hours in the classroom. The field trip
is an event that most people would view as a memorable experience for students, teachers,
administrators and parents alike. When children see and experience new things, it kindles interest
and reinforces what was learned in the classroom.

Regretfully, budgetary issues and the concentration on certain limited areas of the curriculum,
such as reading and math, are placing field trips in jeopardy. Field trips should not be viewed as
an extra. They should be regarded as a resource and a valuable part of the school curriculum.
Field trips are important because a lot of learning is experiential.

Field trips vary by school and district. These experiences should be closely aligned to the
curriculum and learning and should be age appropriate. Field trips for some students provide
experiences they will never get otherwise.

While these trips are often informative and eye-opening experiences for many students, they
require planning and special considerations, especially related to the health needs of students.
Federal laws afford all students, including those with special health care needs, the right to
participate in these educational experiences.

The most successful field trips are the result of collaboration and team planning among school
administrators, teachers, school nurses, other school staff, parents and students. In addition,
school districts should have clear districtwide policies and procedures that inform team planning
regarding field trips.

Every trip involving children who are district students should be thought of as either school
sponsored or non-school sponsored. School district liability will hinge on this distinction. The
answer should be very clear to the district, and most importantly, to the parents. Regarding
foreign trips especially, the board’s policy should be sufficiently clear as to whether the trip is
board sponsored or not. Lack of such clarity creates liability.

There are many trips offered or supported by school districts regularly. The Regulations of
Connecticut State Agencies (Regulations) §10-212a-1 with the exception of privately sponsored
trips, provides the following definitions:

1. “Extracurricular activities” means activities sponsored by local or regional boards of

education that occur outside of the school day, are not part of the educational program, and
do not meet the definition of before- and after-school programs and school readiness
programs. (An example of an extracurricular activity is a school club that is not tied to the
curriculum, such as weekend school sponsored ski club.)
 FIELD TRIPS
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2. “Field trips” are trips that school districts offer to enhance or supplement the educational
experience of students. Field trips include events or activities where students leave the school
grounds for the purposes of curriculum-related study (part of the classroom experience), or
outdoor education. These trips range from a few hours during the school day to extended
overnights and even out of the state or country.

A common definition of a field trip is “a journey by a group of students, away from the school
premises, under the supervision of a teacher, which is an integral part of an approved course of
study and conducted for the purpose of affording a first-hand educational experience not
available in the classroom.” The trips should reinforce the curriculum at each grade level. In
general, the same students should not be going to the same locations each year because the
curriculum changes for each grade. Each local district has the responsibility to determine its own
individualized definition and policies.

Examples of field trips include:

 day trip to museum, nature center, science laboratory, etc.;

 recurring trips (if tied to curriculum);
 overnight trips or longer trips for educational programs (such as Nature’s Classroom);
and
 trips requiring special considerations, such as remote locations, near water or swimming
facilities, involving animals, or adventure trails.

There is general agreement in education that field trips are important. Therefore, it may be
helpful to start a district policy on this topic with a positive encouraging statement. Examples of
such a statement are:

“The Board of Education recognizes that field trips, used as a device for teaching and
learning integral to the curriculum, are an educationally sound and important ingredient in
the instructional program of the school.”

“The Board of Education considers student excursions that integrate educational programs
with the resources of the community to be a vital part of the education program. Carefully
planned field trips that are directly related to adopted curriculum are encouraged.”

“Field trips can provide students with effective and meaningful learning experiences.”

Some district field trip policies state that the district will bear all expenses of field trips included
in curriculum guides. Other districts ask for a parental contribution. In addition, arrangements
should be made, so that no student is denied the right to participate in a field trip because of the
inability to pay.
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Policy Implications

It is important that a good policy be clear, legal and workable. Clarity is an important
consideration.

A comprehensive field trip policy permitting school-sponsored field trips should:

 Include a procedure for administrative approval within the school system, which should
be based in part on educational relevancy. The trips must be well planned, properly
timed, and related to learning activities, or to district goals and objectives.
 Ensure that district insurance is adequate.
 Establish chaperon selection process, criteria and ratio. Student safety must be of prime
concern and adequate supervision must be provided by staff aided by other adult
chaperons as necessary.
 Require appropriate information to be shared with students and parents/guardians.
 Provide training for chaperons as deemed necessary.
 Ascertain the costs.
 Require written parental/guardian permission.

The school nurse must determine what aspects of care may be delegated to qualified school
personnel, including medication administration if a school nurse is not going on the trip and there
are nursing procedures or medications to be administered by qualified school personnel.

An administrative regulation is recommended for the operation of field trips in order to insure
that the safety and well-being of students will be protected at all times; that each field trip is
properly planned, integrated with the curriculum and followed up by appropriate activities that
enhance its usefulness; that the effectiveness of field trips is monitored and continually
evaluated; that teachers have a degree of flexibility and innovation in planning field trips; that no
field trip will be approved unless it contributes to the achievement of specified instructional
objectives; and that teachers are not permitted to make on-site alterations to a trip itinerary,
except where the health, safety or welfare of students is imperiled or where changes or
substitutions beyond the control of the teacher have frustrated the purpose of the trip.

Also consider for inclusion in the policy this useful provision:

“The administration reserves the right to deny the participation for any student on any
overnight field trip based upon a record of inappropriate behavior and/or poor attendance
pattern.”

Policy #6153 and an accompanying administrative regulation pertain to this topic. Many existing
samples are currently available. In addition, because this topic has not been revisited in some
time, some new policies and administrative regulations follow for comparison and consideration.

January 2016
 P6153(a)
A new sample policy to consider.
Other versions follow.
Instruction
Field Trips

The Board of Education recognizes that field trips for students when properly planned, executed,
evaluated, and used as a device for teaching and learning, are an educationally sound and
important ingredient in the instructional program of the District/school.

Alternate language: The __________ School District Board of Education (Board)

recognizes that field trips are an educationally sound part of the approved curriculum of
the District. Field trips provide students with first-hand experiences, and are an effective
and worthwhile means of learning. The Board supports field trips of significant
educational value related to the total school curriculum under the current fiscal
constraints and the guidelines established by the Superintendent of Schools.

For purposes of this policy, a field trip is defined as any journey by a group of students away
from the school premises, under the supervision of a teacher, which is an integral part of an
approved course of study, co-curricular activity or class trip and conducted for the purpose of
affording a first-hand educational experience not available in the classroom or school.

The value of field trips is directly related to the orientation and preparation of the students by
their teacher(s) prior to the trip and the care with which the teacher(s) uses follow-up activities
upon the student’s return.

Types of Field Trips

The District recognizes the following types of field trips:

1. School Sponsored Educational Field Trips

School sponsored educational field trips should be directly related to or be an extension

of classroom learning experiences. Pre-teaching, planning, and evaluation should always
be part of any given field trip. This category of trips includes competitive/performance
field trips by academic, athletic, (excluding regularly scheduled interscholastic athletic
contests) and performing art teams participating in competition or performance.

2. School Sponsored Recreational Field Trips

School groups may plan trips for recreational purposes. They are subject to final
approval of the Building Principal and Board of Education (if necessary). Participation
may be limited to the members of the sponsoring organization. Such trips are offered on
a voluntary basis and are designed as a social activity. Overnight recreational field trips
are prohibited.

3. School Sponsored Cultural/Enrichment Field Trips

School groups may plan trips for cultural/enrichment purposes. They are subject to final
approval of the Building Principal and Board of Education, if necessary (see Approval of
Field Trips).
 P6153(b)

Instruction
Field Trips

Types of Field Trips (continued)

4. Trips Unrelated to the District

The Board of Education cannot accept responsibility for non-school sponsored

trips/tours. Individuals who plan trips/tours that are not school sponsored must alert
parents and students that the planned trip is not associated with the _________ Public
Schools. The trip planners must clearly indicate in writing that they are serving as private
agents or private individuals. The preparation for non-school sponsored trips shall not
take place during school hours. No school materials may be used for letters to parents,
directions or other communications.

Alternate language: Field trips are identified in three categories for the purpose of
planning: day trips, overnight trips and foreign trips. Regulations shall include the
process for field trip approval, supervision requirements, transportation, and financial
arrangements.

Approvals of Field Trips

All school sponsored field trips require administrative approval.

 For all trips within the State of Connecticut, requests must be submitted to the building
administrator 30 days in advance of the departure date. Costs must be ascertained.
 All out-of-state field trips require the approval of the Superintendent of Schools 60
days in advance of the departure date.
 All foreign travel field trips must be submitted for Board approval 90 days in advance
of the departure date.
 Superintendent approval of all field trips shall be conditional. Approval for any field
trip may be revoked at any time by the Superintendent or Building Principal if a
change in circumstances, whether man-made or natural, would warrant cancellation in
the interest of safety of the students or staff.
 Parents/guardians are responsible for obtaining trip cancellation insurance. The Board
of Education is not responsible to refund students for cancelled trips or to pursue
reimbursement from travel agents or trip insurance carriers, under any circumstances.

Alternate Language: District attendance policies will be adhered to regarding student

participation in field trips. Trips that result in students missing two or more
consecutive days of school must be approved by the Board of Education. Day trips
shall be approved by the Principal. Overnight trips of fewer than two school days shall
be approved by the Superintendent or his/her designee. The Board will approve trips to
foreign countries on a case by case basis.
 P6153(c)

Instruction
Field Trips

Approvals of Field Trips (continued)

Optional Considerations:

 Any trips involving swimming must receive special approval from the Superintendent.
 Parents/guardians who feel their child should not participate may deny permission and
arrangements will be made for the child to remain at school on the day of the trip.
 Each field trip should be evaluated by students, teachers and administration.
 Use of privately owned vehicles or leased vans to transport students to and from field
trips is strictly prohibited, except in the case of a bona fide emergency. Determination of
a bona fide emergency will be made by the field trip leader if the Superintendent or
Principal is not present or available or not possible to contact. Staff and parents/guardians
who use their own vehicles risk being legally liable for any injury a student sustains
while in the vehicle.
 Chaperons on school sponsored trips will be covered for liability purposes by the school
district policies.
 The administration reserve the right to deny the participation for any student on any
overnight field trip based upon a record of inappropriate behavior and/or poor attendance
pattern.

Costs of Field Trips

Students may be assessed for the cost of field trips which includes transportation, lodging, meals,
and entry fees. Fund raising activities (following District policies) may be used to defray the
cost of a field trip. When the cost is considerable, a discreet arrangement can be made with the
administrator for the possible assistance in payment for those individuals experiencing a
hardship. Parents/guardians of students on the free and reduced lunch program should contact
the administrator.

Additional Considerations

This policy does not apply to regular interscholastic athletic games/competitions, as that
schedule is developed by the Athletic Director in conjunction with the administration. Any trips
by athletic teams beyond the regular interscholastic schedule must be approved in accordance
with this policy.

The Board may require a follow up review of any field trip at a Board meeting, at the discretion
of the Chairperson.
 P6153(d)

Instruction
Field Trips

Additional Considerations (continued)

The acceptance of any gratuities, discounts and/or gifts for personal use resulting from field trips
is prohibited. Any gifts, gratuities, or promotional items provided by travel companies will
become the property of the District and will be used for the benefit of the trip or the school.

The Superintendent shall establish regulations/procedures for the review and approval of field
trips. These procedures shall address the process for prior screening, evaluating and approving
field trips. All reasonable steps are to be taken to ensure the safety of participants. Additionally,
the procedures should require prior Building Principal approval of all field trips, and prior
approval of the Superintendent. Furthermore, the procedures shall establish assurances that:

 All students have parental/guardian permission for trips

 All trips are properly supervised, all safety precautions are observed
 All trips contribute substantially to the educational program
 All trips are funded by the District (or funding is addressed in the planning)
 All safety precautions are observed

The administration reserve the right to deny the participation for any student on any overnight
field trip based upon a record of inappropriate behavior and/or poor attendance pattern.

(cf. 5141.21 – Administration of Medications)

(cf. 6153.1 – Educational Tours)

Policy adopted:
cps 1/16

Sample policies are distributed for demonstration purposes only. Unless so noted, contents do not necessarily reflect official policies of the
Connecticut Association of Boards of Education, Inc.
 P6153(a)
Other versions of this policy to consider

Instruction
Field Trips and Community Service (Option A)

To the extent the budgetary resources permit, the Board of Education encourages and sanctions
student trips or other out-of-district school activities, including participation in interscholastic
events, community civic projects and international travel which are of value in helping achieve
each participating student’s educational objectives.

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. Each such
student shall be given guidance in setting up educationally sound variations in his/her school
program to enable him/her to participate and shall be counseled as to his/her obligations in
fulfilling them. The administration may place restrictions upon a student’s participation when in
the staff’s judgment his/her welfare requires it.

Field Trips (Option B)

The Board of Education recognizes the valuable experiences derived from field trips for students
when properly planned, executed, and evaluated. To the extent that budgetary resources permit,
the Board encourages field trips. In most cases, field trips should be directly related to or be an
extension of the classroom learning experiences. In this respect, field trips may be used as
springboards or culminating activities for units presented in the classroom or to provide “hands
on” experience for students involved in the study of specific topics. In addition, field trips may
introduce students to new learning experiences through participation or observation of such
activities as exhibits, dramatic presentations and other timely and appropriate events.

Field Trips (Option C)

1. Instructional travel away from the school grounds is recognized by the Board of Education as
a significant part of the educational program of a school, provided that it:

a. Is directly related to the stated curriculum

b. Enhances student learning
c. Assures student safety
d. Has been carefully planned by the teacher and building level administration

2. Students must be made aware of the purpose of the planned field trip and be involved in the
planning process.

3. Field trip plans must include evaluation of the experience with follow-up classroom activities
to reinforce the educational value of the trip.
 P6153(b)

Instruction
Field Trips (Option C) (continued)

4. The Board of Education recognizes the following types of instructional travel for students in
grades K-12:

a. Day field trips, both in-state and out-of-state

b. Overnight field trips within the United States

5. It is necessary to have an adequate number of adult chaperones. Factors to be considered are:

age of children, location, and nature of the trip.

a. Elementary Supervision on Field Trips:

The Board requires that all elementary trips (pre-kindergarten-5) will have a 5 to 1
student-chaperone ratio.

b. Secondary Supervision on Field Trips:

The Board requires that all in-state secondary trips (6-8) will have a minimum of a 10
to 1 student-chaperone ratio.

The Board requires that all in-state secondary trips (9-12) will have a minimum of 15
to 1 student-chaperone ratio.

Out-of-state/overnight trips for secondary students (6-12) will have a minimum of an

8 to 1 and a maximum of a 10 to 1 student-chaperone ratio.

6. For all field trips within a 25 mile radius of the school, requests must be submitted to the
building administrator 30 days in advance of the departure date. Trip requests in excess of
the 25 mile radius and/or any out-of-state field trips must be filed with the building
administrator 60 days in advance of the departure date. All out-of-state field trips require the
approval of the Superintendent of Schools.

7. Signed parental permission must be obtained for each student going on a field trip.

8. The Superintendent will recommend to the Board of Education all overnight and out-of-state
educational travel requests for final Board approval.

9. The procedure for planning and conducting instructional travel away from the school grounds
is contained in the accompanying Administrative Regulation.

Field Trips (Option D)

The Board of Education encourages planned student visits to places outside the regular
classroom for the purpose of providing firsthand knowledge, stimulating the imagination, and
encouraging further reading and investigation.
 P6153(c)

Instruction
Field Trips (Option D) (continued)

Field trips must be planned and conducted in accordance with administrative guidelines which
will include provisions for notifying parents of the details of proposed trips and ensuring the
adequate supervision of students who participate.

All trips within the state must be approved in advance by the building Principal and the
Superintendent or his/her designee. Trips outside of the state, but within the country, must be
approved in advance by the Superintendent as provided below.

1. All such out-of-state field trips approved by the Superintendent must include the
assurance of the school Principal that financial assistance is available to ensure the
participation of students who would otherwise be excluded for financial reasons.
2. In order to provide ample notice to parents and students and to assist them in preparing to
meet any financial costs involved in out-of-state field trips, each building Principal shall
publish, not later than June 1 of each year, a listing of all field trips approved by the
Superintendent for the ensuing academic year, including the projected costs to students, if
any, and the number of days out of school which the field trip will involve.
3. If any out-of-state field trips are proposed subsequent to the June 1 listings, they must be
approved at least one month in advance by the Superintendent or his/her designee who
will provide written notification of the trip to the Board of Education for information.

Trips planned for out-of-the-country must be approved in advance by the Board of Education
and, when approved by the Board, shall be included in the annual June 1 listing of out-of-state
trips provided for above. Out-of-country field trips presented to the Board of Education after the
annual June 1 listing has been published must be presented for approval not less than one month
in advance.

The Board of Education will not endorse or support trips sponsored by private agencies and
considers advertising and soliciting participation in such trips on school premises to be
inappropriate.

Field Trips (Option E)

The Board of Education recognizes the educational value of field trips, tours and excursions,
when an adjunct to an approved program and designed to attain specific program objectives. To
the extent that budgetary resources permit, the Board encourages and sanctions student trips and
other out-of-district school activities, including participation in community civic projects and
international travel which are of value in helping achieve each participating student’s educational
objectives.
 P6153(d)

Instruction
Field Trips (Option E) (continued)

All field trips require administrative approval. Requests for overnight trips must be approved by
the Superintendent or designee, with attention paid to the specific instructional objectives and the
overall educational value of the trip. Requests for trips beyond a 300 mile radius for more than 3
days, and all foreign travel, must be approved by the Board. The written consent of the parent or
guardian of each student participating in field trips, excursions or travel is required. All Board
policies and administrative regulations concerning students will be in effect for all approved field
trips, excursions and travel experiences.

Students may be asked to pay for all or part of their participation in any field trip or excursion
sponsored by the school district. In no case will a student be excluded from participating in an
educational trip which is part of the curriculum because of his/her inability to pay.

The school staff, under the direction of the administration, will take all reasonable and prudent
steps to safeguard the physical and educational welfare of participating students. The
administration may place restrictions upon student’s participation when in the judgment of the
certified staff student welfare requires it.

As a supplement to a particular course of instruction, staff members may conduct educational

tours, within or without the school district, the State of Connecticut or the United States, for the
students or employees, or both, of any school in the district. No student or employee may
participate in such a tour unless s/he has an accident and health insurance coverage protecting
against bodily injury, disability or death while participating in the tour. Each student
participating in the tour must provide an emergency treatment waiver signed by the
parent/guardian to include emergency phone numbers and hospital insurance policy number
and/or other data deemed necessary to implement this policy. School funds may not be used for
any expenditures incurred on such a tour.

Field Trips (Option F)

The Board of Education approves the use of field trips as part of its educational program,
providing they are conducted under regulations established by the Superintendent and meet the
liability provisions of its insurance coverage.

Educational Field Study (Option G)

Educational field studies or excursions are seen as an integral part of the educational program of
the __________ Public Schools. The purpose and rationale for off-site experiences is to support
and enhance the implementation of specified curricula. If a student chooses not to participate, an
alternative activity associated with the curriculum topic will be provided at the school.

Field study of more than one day and/or at locations out-of-state or out-of-the country must be
approved by the Board of Education thirty days in advance of such field study.
 P6153(e)

Instruction
Field Trips (Option G) (continued)

Transportation must be made in school buses or in public carriers with appropriate insurance.
Private cars may be used only with specific permission and with the documentation of
appropriate insurance.

Reasonable expenditures for field studies will be annually incorporated as part of the Board of
Education general budget. Private and student funds may be necessary to help support the costs
of the field study. No student shall be excluded due to financial considerations. Written parental/
guardian permission is required prior to participation.

Parental permission must be obtained for any student on an approved field trip for the District
before any medical attention is given to those students while on that field trip, unless there is an
emergency and the parent/guardian cannot be contacted. Therefore, if a student on a field trip
needs medical attention for the health and welfare of that child, the parents/guardians will be
telephoned before any medical attention is given to that child. If the emergency is life-
threatening, the hospital, doctors and/or emergency technicians will make the determination of
what needs to be done for that child.

If there are no doctors, emergency technicians, or police available to give emergency first aid,
any teacher or other school personnel may take the action necessary to render emergency first
aid. Teachers or other school personnel are immune from liability for emergency medical
assistance, first aid or medication by injection if they have “...completed a course in first aid
offered by the American Red Cross, the American Heart Association, the Department of Health
Services, or any Director of Health, as certified by the agency or Director of Health offering the
course,...” (Section 52.557b, Chapter 925 of the Connecticut General Statutes – “Good Samaritan
Law”).

Policy adopted:
cps 1/16

Sample policies are distributed for demonstration purposes only. Unless so noted, contents do not necessarily reflect official policies of the
Connecticut Association of Boards of Education, Inc.
 R6153(a)
A sample regulation which can be used as the basis to
develop a local administrative regulation.

Instruction
Field Trips

General Guidelines for School Sponsored Trips

1. All Board policies and administrative regulations concerning students will be in effect for
all approved field trips, excursions and travel experiences.

2. Each teacher shall submit a tentative schedule of planned field trips to the building
Principal as soon as possible after the school year begins. A worthwhile field trip is one
which is a valuable component of the curriculum. It is an experience which benefits all
of the students. Therefore, teachers must plan carefully and develop a schedule of trips
for the year that are reasonable in their affordability for the entire class.

3. All school sponsored field trips require administrative approval.

 For all trips within the State of Connecticut, requests must be submitted to the
building administrator 30 days in advance of the departure date.
 All out-of-state field trips require the approval of the Superintendent of Schools
sixty (60) days in advance of the departure date.
 All overnight and foreign travel field trips must be submitted for Board approval
ninety (90) days in advance of the departure date.

4. Students may be asked to pay for all or part of their participation in any field trip or
excursion sponsored by the school district.

5. The school staff, under the direction of the administration, will take all reasonable and
prudent steps to safeguard the physical and educational welfare of participating students.
The administration may place restrictions upon a student’s participation when, in the
judgment of the certified staff, student welfare requires it.

6. Parents must be fully informed when a student leaves school property. Destination, the
purpose of the trip, the time of departure and when students will return should be
included.

7. A signed parental permission must be obtained for each student going on a field trip.

8. Before any trip may be discussed with students or parents, permission for the trip must be
obtained from the building administrator, Superintendent or Board of Education
(depending on the type of trip).

9. Teachers must carry with them emergency names and phone numbers for each student on
the trip. They also should have authorization for emergency medical treatment if
required and the parent or guardian cannot be reached.
 R6153(b)

Instruction
Field Trips

General Guidelines for School Sponsored Trips (continued)

10. Field trips should be planned to avoid conflict with other important scheduled activities
of the school.

11. Field trip plans must include evaluation of the experience with follow-up classroom
activities to reinforce the educational value of the trip.

12. Teachers planning field trips must notify the cafeteria manager when classes will not be
eating lunch in the cafeteria. This must be done at least a week before the scheduled trip.

13. The school nurse must be given a list of students involved in a field trip at least one week
prior to the trip.

14. Parent or teacher drivers or use of private cars as a means of transportation are not
normally permitted. If students are to ride with a parent or teacher, such fact must be
stated on the parent’s permission slips. Students are not permitted to drive themselves or
other students on field trips. Private automobiles may be used for school programs to
transport students only if the trip has the building Principal’s approval; use of the
automobile is approved by the building Principal; fewer than 25 students are involved
(class size or less); and the licensed driver completes the “Verification of Liability
Insurance” form prior to the trip. Appropriate chaperone supervision should be provided.

15. Students must be under a chaperone’s supervision at all times. Therefore, it is necessary
to have an adequate number of adult chaperones. The chaperone/student ratio is
predicated on the nature of the trip and the requirements imposed by the organization
being visited. The suggested ratio of the ______________ School District is:
Grade/Ratio K-1 – 1/6 Gr. 2-4 – 1/8 Gr. 5-8 – 1/10 Gr. 9-12 – 1/10 Overnight 1/5
Foreign 1/5 (note: these are only suggested ratios for chaperones.)

16. The only students that are allowed to attend are those enrolled in the class that planned
the field trip.

17. Appropriate educational experience and proper supervision shall be supplied for any
student who does not participate in the field trip.

18. Students are expected to exhibit the same behavior as is expected of them at any other
school function. Standards of conduct are to be established prior to leaving school.
Since the trip is a school activity, usual school rules apply.

19. The Board of Education may require a follow up review of any field trip at a Board of
Education meeting, at the discretion of the chairperson.
 R6153(c)

Instruction
Field Trips (continued)

Guidelines for Extended Trips

School sponsored field trips lasting more than one day fall within the scope of Board of
Education responsibility. The additional risk involved in extended trips requires trip sponsors to
plan in depth and take all due precautions. Since the Board wants to provide a safe, learning
experience for the students and does not want teachers held liable for accidents or mishaps, a
record of such planning is required.

Before trip approval, the following information must be provided:

1. The purpose of the trip and its appropriateness for the class.
2. The number of students participating and the number and names of teachers and/or parent
chaperones involved.
3. The arrangements which have been made for transportation and lodging.
4. Evidence of the responsibility of the carrier including copy of the liability insurance
coverage.
5. The insurance arrangements which have been made for staff and students to cover the
trip.
6. Students may be assessed for the cost of field trips which includes transportation,
lodging, meals, and entry fees. Fund raising activities (following __________ Public
School District’s policies) may be used to defray the cost of a field trip. When the cost is
considerable, a discreet arrangement can be made with the administrator for the possible
assistance in payment for those individuals experiencing a hardship. Parents of students
on the free and reduced lunch program should contact the administrator.
7. The arrangements that have been made within the school to cover for the teachers who
are going on the trip and for those students who will be remaining in school.
8. Upon completion of the trip, the leader will file a written report with the building
Principal including all unusual incidents. The Principal will notify the Superintendent of
any unusual incidents.
9. The selection of student participants will be left to the discretion of the teacher/sponsor.
10. Parents are responsible for transportation to and from the school before and after field
trips.
11. Any irregularities occurring during the trip are to be reported promptly to the school
Principal.
 R6153(d)

Instruction

Field Trips (continued)

Additional Requirements for Foreign Field Trips

1. Planning

a. The teacher or teachers considering a foreign field trip shall meet with the school
principal to discuss general plans before initiating any formal planning.
b. Before initiating planning with students, collecting deposits, or making any
commitments with trip vendors, the organizing teacher(s) shall meet with the school
principal for approval 90 days in advance of the trip.
c. Before being finalized, all foreign field trips must be approved by the Superintendent
or his/her designee.
d. Upon approval of the foreign field trip, formal planning with students, collecting
deposits, and making commitments with trip vendors shall begin.
e. There shall be adequate pre-planning and setting of standards for all persons
involved.
f. Teachers shall meet with students and parents to inform them of trip plans, goals,
rules, and any required identification documents, including a U.S. Passport or other
travel documentation.
g. Students and parents shall be provided with detailed information regarding rules and
regulations governing student behavior while participating in the foreign field trip.

2. Cost

a. Teachers organizing foreign field trips shall select vendors who supply package deals
that are good values in terms and services provided.
b. No eligible student shall be denied the opportunity to participate in a foreign field trip
solely because of inability to pay.
c. Fundraisers may be held in order to reduce the costs for trip participants.
d. Funds shall be available to assist students who are eligible for financial assistance.

3. Transportation

a. Due to the time required for meaningful foreign field trips, teachers shall consider
utilizing transportation by an authorized public carrier.
 R6153(e)

Instruction
Field Trips

Additional Requirements for Foreign Field Trips (continued)

3. Transportation (continued)

b. If transportation is to be provided by a tour promoter or a travel agency, the school

shall make a thorough investigation of the vendor’s reliability and shall include in the
Approval Packet documented evidence of the following: a. The firm’s membership in
trade associations, such as the Air Traffic Conference of America, International Air
Transportation Association, or the American Society of Travel Agents;
c. Contingent liability insurance coverage by the firm to ensure students of refunds if
the promoter defaults;
d. Confirmation of the firm’s credit by the Better Business Bureau or the Chamber of
Commerce in the city where the vendor’s office is located; and
e. Direct correspondences from at least two schools or organizations which have used
the firm’s travel services and recommend it.

4. Because of the time required for meaningful foreign field trips, teachers shall consider a
variety of scheduling alternatives which shall keep to a minimum the number of days that
students shall have to miss regular classes. Such alternatives include, but are not limited
to:

a. Scheduling trips to include weekends;

b. Scheduling trips to include established school holidays and vacations; and
c. Scheduling trips during summer months when school is not in session.

5. Since all foreign field trips present an element of risk, all participants must submit a
signed and notarized permission/release form.

Regulation approved:
cps 1/16

Sample policies are distributed for demonstration purposes only. Unless so noted, contents do not necessarily reflect official policies of the
Connecticut Association of Boards of Education, Inc.
 R6153(a)
Another version of a sample regulation.

Instruction
Field Trips - Secondary Schools

Field trips which have been carefully planned are very worthwhile and will be encouraged by the
administration. This is very definitely a project in which student-teacher participation in the
planning is necessary. Plans should include an evaluation of the trip at the next session of the
class.

In fairness to the rest of the faculty, teachers planning such trips will be required to obtain
permission from an administrator at least two weeks prior to the date of the trip. The field trip
information forms will be given to the teacher as soon as permission has been received. These
forms are to be turned in at least two days prior to the trip.

Teachers planning field trips must also notify the cafeteria manager of any field trips when
classes will not be eating lunch in the cafeteria. This must be done at least a week before the
scheduled trip.

Overnight Field Trips

The Building Principal will send a memorandum in advance to the Superintendent covering the
following matters in applying for approval of overnight field trips:

1. The purpose of the trip and its appropriateness for the age group.

2. The number of students participating and the number and names of teachers and/or parent
chaperons involved.

3. The arrangements which have been made for transportation and lodging. (If Board fails to
approve of the trip, deposits will be refunded.)

4. Evidence of the responsibility of the carrier.

5. The insurance arrangements which have been made for staff and students to cover this
particular trip.

6. The cost requirements of the trip and the means by which the requirements are to be met.

7. The arrangements which have been made within the school to cover for the teachers who
are going on the trip and for those students who will be remaining in school.

8. Upon completion of the trip, the leader will file a written report with the Superintendent
including all unusual incidents.
 R6153(b)

Instruction
Field Trips (continued)

Elementary Schools

1. Teachers are authorized to make educational trips with their classes during the year. Trips
by foot are valuable and encouraged as long as they fulfill some need in the curriculum of
the group concerned. Teachers must consider the traffic danger and distance involved in
any trip by foot before making final preparations for same.
2. All educational trips should be carefully planned as part of the school program. A
minimum of two weeks’ notice must be given to the Principal of any trip planned so that
all necessary details may be completed. Before a trip is discussed with the students, the
trip must be cleared with and approved by the Principal.
3. All teachers are required to send notification to the parent of a contemplated educational
trip.
4. Each trip should be carefully planned by the teacher and the class to cover the following
points:
A. Discussion of the trip and why it is taken;
B. Specific questions which should be asked at the place being visited;
C. Discussion of standards of courtesy, safety and behavior; and
D. The teacher and the class should evaluate each trip in the light of why it was
originally planned.
5. No private cars may be used unless guidelines set by the Board of Education are
followed.
6. The cafeteria is to be notified prior to the date of the trip.
7. A letter of appreciation should be written to the person who made the trip possible.

Use of Private Automobiles on School Trips

Private automobiles may be used for school programs to transport students under the following
conditions:

1. Trip is approved by the Principal in advance.

2. Use of private automobiles is approved by Principal.
3. Fewer than 25 students are involved (class size or less).
4. The licensed driver completes the “Verification of Liability Insurance” form prior to the
trip.
5. The Principal will maintain a file of the above-noted forms.

Regulation approved:
cps 1/16

Sample policies are distributed for demonstration purposes only. Unless so noted, contents do not necessarily reflect official policies of the
Connecticut Association of Boards of Education, Inc.
 6153
Form A
Forms developed by Windsor Locks for consideration.
Windsor Locks Board of Education

Field Trips, Recreational Trips and Other Trips Sponsored by the Schools
TEACHER REQUEST FOR SCHOOL SPONSORED TRIPS

Date of Field Trip Request: _________________________Teacher Sponsor: _____________

1. A “Request for School Sponsored Trips” form is to be completed in full by the teacher and
submitted to the building Principal in duplicate at least three (3) weeks prior to a day trip; ten
(10) weeks prior to an overnight trip, and four (4) months prior to a school sponsored trip out
of the country.
2. School sponsored trips should support and enrich curriculum-related goals. If a majority of a
grade level is planning a trip, it should be open to all students at that grade level.
3. Upon Principal’s approval, the teacher will contact the bus company and make arrangements
for the transportation. Arrangements should be made well in advance of the trip for students
with disabilities to be transported with their peers. Smyth Bus Company is the district’s
contracted carrier (623-2211 or 623-8775). Arrangements with carriers other than Smyth
Bus are allowable and follow the same procedure. Costs associated with any trip should be
determined in advance by contacting the carrier directly.
4. Bus transportation for all field trips is paid through the Windsor Locks School Activity
Account. A yellow disbursement form must be completed and submitted to the Business
Office for payment.

School: Grade(s): Destination/Location:

Purpose/Curriculum Connection:
Desired Date: Alternative 2. 3.
Dates:
Time of Trip Total Number of Students Attending:
From: To:
All school buses must return to school by 1:30 p.m. unless other arrangements have been made.
Indicate # of students who will be missing each lunch. Notify Food Service
Lunch 1: Lunch 2: Lunch 3:
Chaperone in Charge:
Chaperone certified to distribute medication:
Chaperone List: Ratio - Grades K-8 1:10 Ratio - Grades 9 –12 1:15

Arrangements for Students with Disabilities:

Transportation:
Other:
Cost per Student (include transportation and all other fees):
Name of Bus/Transportation Company
Approval of Principal:
 6153
Form B
Windsor Locks Board of Education
Field Trips, Recreational Trips and Other Trips Sponsored by the Schools

TEACHER SPONSOR CHECKLIST

ALL items on this list must be supplied to the Principal, Superintendent,

and Parent/Guardian prior to departure for all field trips.

1. TRANSPORTATION INFORMATION
NAME OF COMPANY ADDRESS PHONE CONTACT PHONE NUMBER
NUMBER

2. INDIVIDUALS PROVIDING TRANSPORTATION AND APPROVED TO TRANSPORT STUDENTS

Students are NOT permitted to transport students
A list of approved drivers is located in your school office.

3. TRAVEL AGENT INFORMATION (IF USED)

NAME OF COMPANY ADDRESS PHONE CONTACT PHONE NUMBER
NUMBER

4. ACCOMMODATIONS (IF OVERNIGHT)

NAME OF HOTEL ADDRESS PHONE CONTACT PHONE NUMBER
NUMBER

5. SITE INFORMATION
LOCATION CONTACT PHONE DATE TIME
NUMBER

6. CANCELLATION DEADLINES
1. 2.
3. 4.
 6153
Form C
Windsor Locks Board of Education
Field Trips, Recreational Trips and Other Trips Sponsored by the Schools

PARENT/GUARDIAN REFUND INFORMATION AND VERIFICATION

I _____________________________understand that I may sustain a financial loss of funds

(Name of Parent/Guardian)

invested in this field trip to

________________________________on______________________
(Destination) (Date of Trip)

if the trip is cancelled for any reason by the Superintendent and Board of Education
Chairperson.

Acknowledgement of understanding of the possibility of the loss of funds invested in

the above field trip due to cancellation.

_____________________________________ _________________________
Signature of Parent Date

Please print or type name___________________________________

 6153
Form D
Windsor Locks Board of Education
Field Trips, Recreational Trips and Other Trips Sponsored by the Schools

EDUCATIONAL FIELD TRIP

PARENTS/GUARDIANS PERMISSION SLIP

My child_____________________________________________________________________
(Print Student’s Name)
will be visiting _____________________on ______________ from ___________to __________
(Place) (Date) (Time) (Time)

My signature acknowledges receiving this notification. I have reviewed with my child the
student responsibilities (for middle and high school students) attached to this permission slip and
the attached rules and regulations, which will govern this trip.

In order to ascertain how much transportation is needed, please complete the following:
Check One: My child will travel (CIRCLE ONE OR BOTH) to / from the field trip on
school sponsored vehicles.
My child will travel with me (CIRCLE ONE OR BOTH) to / from the
field trip.

_______________________________ _____________________________ _______________

Teacher Parent/Guardian
Student

MEDICAL / EMERGENCY INFORMATION

I give my permission to the teacher-in-charge of the trip to ______________on______________

to seek emergency medical attention for _____________________________ and I ask that I be
(Student’s Name)
notified as soon as possible. I accept the responsibility for any expense incurred for that medical
treatment.

_______________________________________ ______________________________________
Insurance Company Insurance ID Number

____________________________________________________________
Signature of Parent/Guardian

Emergency telephone numbers where I can be reached during the trip (include date, time for
each):

Any unusual conditions (allergies, daily medications, etc.):

______________________________________________________________________________
 6153
Form E
Windsor Locks Board of Education
Field Trips, Recreational Trips and Other Trips Sponsored by the Schools

CHAPERONE RESPONSIBILITIES

A chaperone is every adult supervisor attending the field trip including the Teacher-in- Charge.
Chaperone supervision responsibilities are designated by the Teacher-in-Charge. Chaperones are
expected to supervise students assigned to them at all times for the duration of the field trip.

During the field trip, all chaperones are expected to follow the published itinerary and field trip
rules established by the Teacher-in-Charge (and approved by the building Principal) prior to the
trip.

Chaperones are expected to model appropriate behavior at all times and ensure that all students
maintain appropriate behavior as designated in the student handbook. Inappropriate behavior
should be dealt with immediately and reported to the Teacher-in-Charge as soon as possible.

Any consumption of alcoholic beverages and/or other controlled or illegal substance is

prohibited.

Chaperones are expected to enforce all Board of Education policies including the prohibition of
student use of tobacco products, alcohol and other controlled or illegal substances.

Chaperone Responsibilities

I have reviewed and understand my responsibilities as a chaperone.

___________________________________________________ _______________
Signature of Chaperone Date
 6153
Form F
Windsor Locks Board of Education
Field Trips, Recreational Trips and Other Trips Sponsored by the Schools

STUDENT RESPONSIBILITIES

FOR HIGH SCHOOL AND MIDDLE SCHOOL STUDENTS

All students participating on the field or recreational trip are expected to follow the published
itinerary. Any student(s) deviating from the planned program will be referred to the
administration.

Appropriate behavior is expected at all times. Anyone observed engaging in inappropriate

behavior will be removed from the area and referred to the administration.

While we realize that dress is an individual responsibility, we urge you to dress for comfort and
the appropriateness of the occasion. Any questions concerning proper attire should be directed
to the Teacher-in-Charge prior to the day of departure. Any student scheduled to take part in the
field or recreational trip who arrives at school on the day of departure dressed inappropriately,
will not be allowed to participate.

Any consumption of alcoholic beverages and/or other controlled or illegal substances cannot and
will not be tolerated. Anyone observed indulging or suspected of indulging will be referred to
the administration.

Smoking or chewing tobacco will not be permitted on the field or recreational trip. Anyone
observed smoking or chewing tobacco or suspected of smoking or chewing tobacco will be
referred to the administration.

All student rules shall be in effect on the field or recreational trip. Disregard of any of the rules
stated above or in the handbook may result in the student being sent home early from the field
trip at parent expense.

Student Responsibilities

I have reviewed and understand my responsibilities as a student.

___________________________________________ ________________________
Signature of Student Date
 6153
Form G
Windsor Locks Board of Education
Field Trips, Recreational Trips and Other Trips Sponsored by the Schools
APPLICATION FOR PERMISSION TO TRANSPORT STUDENTS

To: Windsor Locks Board of Education

From: ____________________________

Re: Student Transportation

I intend to use my personal or rented vehicle for the purpose of transporting Windsor Locks
Public School students to and from various activities. I hereby certify that I maintain a personal
liability insurance policy on my automobile with liability coverage of not less than
$100,000/$300,000 and that my insurance carrier will provide primary coverage to the actual
policy limits, after which the liability insurance policy of the Board of Education will assume
additional coverage, if necessary. I have provided verification I currently hold a valid State of
Connecticut Public Passenger Endorsement/Restriction/Permit. The vehicle is will use to
transport student will display a “Carrying School Children” placard and be equipped with a
safety kit which shall include a first aid kit, fire extinguisher and an “Emergency” road triangle.
My automobile liability insurance coverage is described as follows
(A copy of the certificate is attached):
1. Name of Insurance
Company
2. Policy Number

3. Name of Insurance Agent Telephone Number:

4. Limits of Liability Coverage $

5. Automobile Registration State: Tag Number:
6. My Driver’s License State:
Number
(Attach photocopy of license)

I certify I have no serious convictions (e.g. DWI) and no violations on my driving record in the
past five (5) years. I have furnished a copy of my driving record obtained from the Department
of Motor Vehicles and I understand the Windsor Locks Board of Education may verify this
through a records check with the Department of Motor Vehicles.

Signature:____________________________________________
Date:___________________________

_____________________________________________________
Typed or Printed Name
 6153
Appendix A

Suggested Roles and Responsibilities

School Administrators

1. Ensure adherence to districtwide policy for school-sponsored trips.

2. Communicate policy to all parties involved including staff, parents and students.
3. Encourage and support team planning for successful trips.
4. Encourage parents meeting to discuss details and requirements of the trip.
5. Support school nurse notification (at least four weeks prior to trip) and approval of all trips to
identify and meet the health needs of students prior to your approval.
6. Serve as the key contact for emergencies during trips and involve the school nurse and school
medical advisor as needed.
7. Determine alternative options or cancellation of trip if all students cannot attend the field trip
due to the inability of the school district to accommodate the health or other special needs of
students.

School Nurses

1. Adhere to district policy for field trips.

2. Obtain health information on all students participating from their health records and parental
information.
3. Conduct a health and safety assessment of student needs based on a multitude of factors
including severity of needs, location of trip, staff attending the trip, etc.
4. Contact visiting state board of nurses for permission to practice in that state if attending the
trip and the state does not offer visiting status. (for out-of-state trips)
5. Contact visiting state board of nurses for information on nurse practice act, delegation and
administration of medications laws and rulings if any care will be delegated to unlicensed
personnel, such as the teacher or other school staff. (for out-of-state trips)
6. Develop nursing and emergency care plans for all students that will require medication,
treatments or monitoring on the trip.
7. Obtain necessary medication and equipment for trip from parent at least three school days
prior to departure.
8. Prepare all necessary medication, equipment and an emergency bag for the school staff.
9. Provide training to school staff regarding medication administration according to the
Regulations and physician orders.
10. Provide training to school staff regarding any health care procedures to be performed and
review emergency responses.
11. Determine competence of unlicensed school personnel to carry out medication administration
and health care procedures.
12. Provide supervision to staff during the trip.

Important Note: School nurses may not provide the staff with more than one dose of medication from their
school supply as this is considered dispensing and is not in the scope of practice for any nurse. For multiple
doses, parents must provide the appropriate supply (i.e., three-day supply for three-day overnight field trip)
from their pharmacy and ensure it is stored in an appropriately labeled pharmaceutical container.
 6153
Appendix A
(continued)

School Personnel (teachers and other staff)

1. Adhere to districtwide policy regarding all aspects of field trips.

2. Include the school nurse in planning field trips to avoid any potential cancellations or
situations of concern.
3. Notify the school nurse and obtain school nurse approval prior to principal approval and
authorization of trip.
4. Communicate to parents the need for updated health and emergency information.
5. Participate in all trainings regarding health and safety of students prior to departure.
6. Be prepared to address emergency situations.
7. Contact the principal and school nurse as needed for health questions or emergencies while
on the field trip.
8. Meet with the school nurse upon return to review documentation and performance of
procedures and to debrief about the overall experience of the trip in meeting the students’
health needs.

Parents/Students

1. Adhere to districtwide policy regarding all aspects of field trips.

2. Provide the school with updated health (including medication administration orders when
necessary) and emergency information as required.
3. Adhere to districtwide policies regarding medication administration and self-administration
of medications by students while on field trips.
4. Request from local pharmacy and provide school with an appropriately labeled medication
container with only the amount of medication needed on the field trip.
5. For parents of students with special health care needs, consider attending if appropriate and
requested by school personnel with the clear understanding that a school district cannot
mandate or require parents to attend field trips as a means of accommodating a child with
special health care needs.

Source: Field Trips: Guidance for School Nurses, Connecticut State Department of
Education, June 2014.
 6153
Appendix B

Frequently Asked Questions (Pertaining to Medical Issues)

1. Can a parent sign a relinquishment waiver to bring Glucagon for day trips only? Or
can they sign a waiver for overnight trips as well?
No. An order from the provider and parent approval for all medication actions (such as
withhold, substitute, discontinue, etc.) for any school-sponsored trip is necessary.

2. Can a parent assign a friend or relative to go on a field trip with their child in order
to administer an emergency medication?
No. According to the C.G.S. and regulations regarding medication administration in
schools, only school nurses, qualified personnel or parents may administer medication to
students.

3. If the school district has current standing orders from our school physician (medical
advisor) and signed parental permission on our Emergency Consent Forms, do we
need a new authorization form for administration of medication for the trip signed
by the child’s medical provider?
Yes, unless the school nurse is accompanying the trip. Standing orders may be
administered only by a nurse after an assessment of the student’s complaint and
symptoms. Any medications delegated to qualified personnel in schools must have an
individual student Medication Authorization Form.

4. Can school nurses package multiple doses of meds for an extended day field trip?
No. School nurses may not provide the staff with more than one dose of medication from
their school supply as this is considered dispensing and is not in the scope of practice for
any nurse.

5. Can volunteers (such as parents) administer medications to students, other than

their own children, on a field trip?
No. According to the medication regulations, other than the school nurse, only “qualified
personnel for schools” may administer medication in schools. “Qualified personnel for
schools means (a) a full-time employee who meets the local or regional board of
education requirements as a principal, teacher, occupational therapist or physical therapist
and has been trained in the administration of medication in accordance with Section 10-
212a-3 of these regulations; (b) a coach and licensed athletic trainer who has been trained
in the administration of medication pursuant to Section 10-212a-8 of these regulations; or
(c) a paraprofessional who has been trained in the administration of medication pursuant
to Section 10-212a- 9 of these regulations. For school readiness programs and before- and
after-school programs, directors or director’s designee, lead teachers and school
administrators who have been trained in the administration of medication may administer
medications pursuant to Section 10-212a-10 of these regulations.”
 6153
Appendix B
(continued)

6. Is the school nurse responsible for non-school sponsored field trips?

No. Although school personnel (including school nurses) are often aware of non-school
sponsored field trips or planned privately sponsored trips, they are not required to plan,
coordinate or supervise these activities.

7. Do nurses require permission from other states when administering nursing services
on field trips?
Yes. For field trips outside Connecticut, it is necessary that the school nurses determine
the licensure and practice acts in the visiting state or country. The regulations for practice
can vary from state to state and because Connecticut is not part of the Nurse Licensure
Compact, the nurse is only licensed to practice in ___________________________.

Source: Field Trips: Guidance for School Nurses Field Trips, Connecticut State
Department of Education, June 2014