Field Trips

Adhere to timelines 
      - Utilize district provided checklists. 

Communicate early and often:

•  Who to communicate with:
     -  campus principal / campus admin., 
     -  chaperones, 
     -  parents,
     -  students and 
     -  district administration (if applicable)
   
• What to communicate: 
     -  the purpose of the trip,
     -  times and locations detailed schedules,
     -  modes of transportation,
     -  dining and food options (if applicable),
     -  sponsors name and emergency contact information 
     -  applicable chaperone information,
     -  emergency procedures and protocols,
     -  expectation of students conduct,

• To secure chaperones for the trip, the teacher/sponsor can request chaperones through ParentSquare.  

• Chaperones not employed with CFBISD must complete the required background check each year through Raptor Technologies.

• Any parent or chaperone assisting in a field trip is considered a volunteer and all volunteers must complete the Online Background Check as required by the District. 
  -  Visit our Volunteer page for more information.

• A ratio of 1 chaperone per 15 students is required.  

• If more than 30 students, an administrator is required for overnight trips.

• Provide a printed roster to each chaperone. 

• Bring a list of field trip permission approvals on the trip.
  -  List should include emergency contact information

  -  List should include any special dietary needs or medical considerations

• Teachers/Sponsors will submit the Field Trip Approval Form–approvals are electronic.

• The Field Trip Approval Form must be approved before communication with chaperones, parents, students, or transportation.  

• The Field Trip Approval form is for both one-day and in-state and overnight or out-of-state field trips.

  • One-day and in-state approval forms must be approved by the principal or the principal’s designee

  • Overnight or Out of State Field Trip Approval forms must be approved by 

    • Principal 

    • Content Director 

    • Assistant Superintendent 

• Rosters: Print the completed permission slip forms from ParentSquare.
  OR create your own roster from TEAMS with the following information: Name, ID, Date, and Periods out of classes.

• Email the roster information to your principal/designee, school nurse, attendance clerk, and cafeteria manager at least two weeks prior to the field trip.

• It is critical that the school nurse be notified of who will be leaving the campus because some students require medication or have specific medically related needs that must be provided during the course of the day. 

• Report absences to the attendance clerk on the morning of the event.

• If CFBISD Transportation is needed, please fill out the Request Transportation for Field Trip form at least 14 calendar days before the field trip.

• If applicable, sponsors or administrators collecting funds for payment of travel and field trip experiences, i.e. tours, permits, accommodations, food, etc., shall follow the most recent procedures for collection and tabulation of monies. 

• Permission Forms for the trips are electronic and should be sent through ParentSquare to parent/guardian.  

• Permission will be given electronically.  

• Teacher/Sponsor should print the approvals on a spreadsheet to take on the trip and should ensure that every student in attendance has a completed permission form.

• Use ParentSquare to create, send, and receive the Permission Waiver and Release Form from parents.  Teachers and administrators will be able to pull a report of all completed permission slip forms for the field trip.

  • Instructions for Creating Permission Slips in ParentSquare

  • Permission Waiver & Release Form (English) - BLANK FORM

  • Permission Waiver & Release Form (Spanish) - BLANK FORM
     

• For overnight trips, sponsors shall schedule parent/student meetings to distribute detailed trip information including:

  • CFB Student Overnight Field Trip Rules & Contract

  • Detailed plans including, dates, times, and locations

  • Emergency contact information

  • Policies and procedures regarding collection of monies and cancellation implications.

  • Any other relevant information for example:

    1. Information regarding outside vendors or trip-planning companies

    2. Cancellation, travel delay implications, and agreements

    3. Cultural norms if traveling outside of the U.S.

    4. Passport and identification information if traveling outside of the U.S.
        

• For overnight trips sponsors shall create a backup copy of all signed paperwork and documentation if the original should be lost or damaged during the trip.

• If students are leaving before the regular start of school, sponsors shall arrive at least 30 minutes before the student meeting time

• If students are returning after regular start of school, sponsors shall stay with students until after all students have been picked up by an approved parent or guardian.

• Sponsors and/or chaperones shall take attendance after each transition on or off the bus or when moving between different buildings or areas. 

• Sponsors shall provide a way for students to contact their chaperone and the sponsor if they will be unsupervised for any portion of the field trip. 

• Connect students with a field trip buddy. 

If you have questions please contact Student Services at 972-968-6623.