PROCEDURES FOR FIELD TRIPS WITHIN SAN DIEGO COUNTY

Reminder, when students are off site on a field trip, safety rules of the facility being visited are incorporated into and in addition to PUSD rules. 

STEP ONE:  Print, complete, and submit the "Field Trip Approval" form to your department administrator. Make a copy of your approved form for Gina Stellwagen so that she can put your field trip on the master calendar.  Once your trip has been approved, proceed as follows:


IF BUSES ARE TO BE USED --
Print and complete the following form:
Transportation Request (T-19)
 

Submit this form to Jane Sahagian at least 6 weeks before trip.

IF PRIVATE VEHICLES ARE TO BE USED --
please provide drivers with the following forms to complete and return:
The Purpose of Auto Medical Insurance
Private Vehicle Transportation for Students' Off-Site Study Experience (T-30)

Also, print and complete the following form indicating
that private vehicles are to be used:
Transportation Request (T-19)

Turn in the completed Private Vehicle Transportation for Students' Off-Site Study Experience (T-30) to Karen Rockafellor, prior to the trip.

Turn in the Transportation Request (T-19) to Jane Sahagian at least 6 weeks prior to the trip.

For Low to Medium Risk Activities:
 All students attending the field trip must return the following forms completely filled out and signed by their parent/guardian:

Trip Permit (T-13)

For High Risk Activities (click for definition):
 All students attending the field trip must return the following forms completely filled out and signed by their parent/guardian:

Trip Permit (T-13)
and
Assumption of Potential risk and Release of Liability Agreement for Voluntary Activity (LSS-19)
 

Original signed Trip Permits (T-13) should given to Debbie Sabatini 10 days prior to the field trip, along with a copy of your carpool groups (names of drivers and the names of the students they are carrying).

Copies of the Trip Permit may be made and taken on field trip.  However, health Information is highly confidential.  If copies of the trip permits are taken on the field trip, they must be maintained by trip leader in a secure location.
 

$$ IF YOU ARE CHARGING FEES FOR THE TRIP $$
(Any entrance fee and/or the cost of transportation)

Please bring checks and  cash to Jane Sahagian at least 3-4 weeks prior to the trip along with a "Cash Reconciliation Form" (available from Jane).  

Please make sure checks are made out correctly and that the name of the student is in the "memo" section of the check.

For Overnight Travel offer accident medical insurance coverage.  See Short-Term (24-hour) Coverage Enrollment Form.  It is required that all students attending the event are covered, whether they have other insurance or not.  This plan does not cover paid school employees.  Coverage is optional for Parent chaperones. 

Enrollment Form and list of names must be received by Myers-Stevens prior to the start date of activities, otherwise coverage will begin upon receipt.

ADDITIONAL RESPONSIBILITIES OF TRIP SPONSOR/TEACHER:

  • Notify Debbie Sabatini of the designated trained adult attending the field trip who will be responsible for the health needs of students (including Epi-Pen, CPR, and First Aide).  If a Health Technician needs to be hired for the trip, see Karen Rockafellor to discuss funding.
     
  • 10 days prior to the field trip, please give Debbie Sabatini your completed Trip Permits, along with a copy of your carpool groups (names of drivers and the names of the students they are carrying), so that she can prepare the student meds to be taken with you and verify that there is a signed permission slip for each student attending the field trip.  Debbie will also identify students with special needs (i.e. students with severe allergies, diabetics, etc.).  These students must ride to and from the event with the designated trained adult (Health Tech) assigned to the trip.
  • If substitutes are required, please submit a Request for Release form for each teacher requiring a substitute to Karen Rockafellor at least 2 weeks prior to your field trip.  Then order your substitutes.
  • For trips during the school day:
    *  Notify staff via email of all students attending the field trip.
    *  Notify the cafeteria of the number of students on field trip.
  • Discuss parking/traffic control/bus loading arrangements with Vickie Bakki.
  • Provide Attendance Office with an accurate list of students attending trip.

ON DAY OF TRIP (or day before if trip is on a Saturday)

Pick up student medications and first aid kit from the Health Office

UPON RETURN FROM THE TRIP

Complete Student Incident Report (SIR) form which needs to be submitted to Risk Management.  If a student violates a rule of the visiting facility, the question on the SIR form asking if a school rule was violated should be marked "yes."