Field Trip Procedures

Instructional field trips are planned activities, either within or outside the school, that involve students under the supervision of a teacher or other school official. The purpose of these field trips is to enrich and extend the classroom instructional program. It is expected that field trips provide curriculum connections and opportunities for students to engage in unique and relevant learning experiences.

To facilitate communication among various teams and teachers in the school, and to ensure that the regular instructional program for students who are not participating in field trips is not disrupted, the following guidelines have been developed. Final decisions regarding field trips rest with administration, and all exceptions to the guidelines listed below must be approved.

Field trips cannot be scheduled:

During the last week of a grading period
During the first three days of a new semester
After April 30th (final decisions regarding field trips after this date will also rest with administration)
If they involve 10th and 11th graders on the day of the PSAT administration
If they involve 11th graders (or 12th graders needing the credit) on the days of the English 11 SOL Writing exam

Field Trip Guidelines

Field Trip Timeline

4 to 6 Weeks Before the Trip:
- Submit the Field Trip Guideline Form/Checklist (include hotel details and itinerary for overnight trips).
- Submit the Field Trip Request Form.
3 Days Before the Trip:
- Distribute the Field Trip Permission Form and, for overnight trips, the Luggage Search Form.
Day of the Trip:
- Collect the Permission Forms and Luggage Search Forms (if overnight).
- Store these forms in a secure place during the trip.
After Returning from the Trip:
- Submit the Field Trip Form and Luggage Search Form (if applicable) to the DSA Office Admin Assistant.

Transportation

To arrange for school buses, contact LaRenda Bigsby ([email protected]) at least 4 weeks in advance. Trips cannot be scheduled with less than one month’s notice, except when purchasing tickets.

Forms & Approvals

Complete Wakefield’s Field Trip Planning Form / APS’ Field Trip Planning Form (available online or in the Athletics Office).
Obtain signatures from your direct supervisor or Assistant Principal and Mr. Clarance Martin. No field trips will be scheduled without these signatures.

Roster Submission

Once the trip is approved, send a roster of potential attendees, including departure/return times and trip location, to the attendance office within 7 school days before the trip. Copy Mr. Martin and your administrator.

Cafeteria Notification

5 days before the trip, inform the cafeteria manager of the number of students not eating lunch or eating at a different time.

Grade-Level Trips

When planning grade-level trips, consider the impact on other classes. Communicate trip details well in advance.

Required Forms on Trip Day

Place these completed forms in your administrator’s mailbox on the day of the trip. Participants without these forms cannot attend:
- Parental Authorization for Field Trip (students 18+ may sign themselves)
- Student Field Trip Emergency Contact and Authorization
- Medication Authorization (if applicable)
- Driver/Chaperone Information (if applicable)
- Field Trip Luggage and Lodging Search Permission (if applicable)
The planner should also have:
- Copies of the above forms
- In-school contact phone numbers (landline and cell)
- Communication devices
- Detailed trip itinerary on file

Chaperones

Routine Field Trips require at least 1 adult per 10 students, including 1 APS employee.
Unusual Field Trips require 2 APS employees and the same 1:10 adult-to-student ratio. Non-staff chaperones are volunteers, not employees.

Scholarship Funds

Teachers should arrange scholarships for students who cannot afford the trip, either by adjusting the cost per student or using team funds.

Make-up Work

Students must handle missed work. They should submit assignments and collect new work from teachers before the trip, or if the trip lasts all day, the next school day after the trip.