Forms

1. Check to make sure you have the information on the Field Trip Checklist on the SACS website located in the Field Trip section of Staff Resources and complete the following:      

• If you have access to the TripFinder link, complete all the necessary questions and submit your request.
• If you do not have access to the TripFinder link, Submit the completed Field Trip Checklist form and send to your building secretary/principal at least 15 days before the trip.  The principal must approve the completed Field Trip Request before it is submitted to the transportation department. 
• Secure approval of the Transportation Department at least 12 school days before the trip if school buses or an SPV will be used. 
• Secure assistant superintendent’s approval for overnight, out-of-state or out- of-country trips. Please refer to Appendix A; Parent Information/Permission Form.
• Secure school board approval for out-of-country field trips.
• If charter buses are needed, please refer to Appendix B; Charter Bus Procedures.

2. Meet with parents if the destination is overnight, out-of-state or out-of country. Parents sign and return the Parent Information/Permission form before any contracts are signed or money is collected. (Parent meetings are not required for out-of-state day trips.)  

3. Obtain permission slips.  Parental permission for school day field trips must be on file for every participating student in the Special Education Preschool Program and grade K-12.  A permission form should be sent to each parent at the beginning of each school year.  This form does not eliminate the need for teachers to inform parents of their plans so those parents may request additional information and/or withdraw permission for specific trips.

4. Principals may approve trips for small numbers of students who have been invited to participate in special seminars, conferences or meetings, or who have received special recognition. This includes career awareness, academic or leadership development, or business-community partnerships or projects for high school students.

5. The SACS Policy Manual authorizes field trips directly related to the curriculum and educational goals of the school corporation.  In most cases, social trips during the school day are not approved.
6. Appeal if your trip has not been approved. Requested field trips that do not meet the regulations may be appealed at a school board meeting at least one month prior to the proposed trip.  Appeal requests must include an explanation of the trip, exceptions to the approved regulations, student selection procedures, and appropriate rationale and information. The teacher initiating the appeal should plan to be present at the school board meeting to respond to questions.

1. Curricular field trips are scheduled between the hours of 9:30 a.m. through 2:00 p.m. Approval is subject to the availability of buses and drivers.
2. Transportation for extra curricular trips will be available after 4:15 pm on a school day.

3. Field trips requiring school buses shall not be scheduled for the last two days of each semester. On days when any school has an irregular schedule, curricular trips are discouraged unless times can be coordinated with the Transportation Department.

4. School buses shall be used for curricular trips within the state and the time restrictions.  SPVs may be used for groups of 3-14 students subject to the SACS guidelines.

5. Charter buses may be used for field trips when the trip extends beyond state lines or the time restrictions.  (Appendix B) must be followed.

6. The number of chaperones must be identified at the time transportation is requested. This permits the correct size bus to be assigned to the trip.

1. All costs of the field trip must be attached to the request form  for approval by the building principal. Efforts should be made to minimize the cost to the students or provide scholarships to students in need.

2. The Board of School Trustees recognizes the value of student competitions and assumes financial responsibility for staff expenses to accompany middle and high school students advancing to state or national levels.  Students in these competitions must meet competitive criteria established by the sponsoring organization at the local or regional level before proceeding to a higher level.  Examples of such competitions would include speech meets, band competitions, show choir, vocational education (i.e. DECA, COE and ICE) competitions, national Latin exam, academic competitions, and state and national science fair winners.

3. Transportation costs and the bus driver’s meals are paid by the school district. The trip sponsor pays  for lodging for the driver for all pre scheduled trips lasting 14 hours (or more) and any overnight trips.

FEE SCHEDULE

1. The sponsor/coach should furnish the Transportation Department and bus driver with the following information:

• Location of site including complete address and specific directions once the bus arrives in the general area.
• Location for unloading and loading students.
• Bus parking arrangements. 
• Cell phone number.
• Complete list of chaperones.
•  Parking fees when necessary.

2. The driver will familiarize him/herself with the information and know how to reach the general vicinity of the trip site.  The driver is responsible for communicating with the teacher prior to the trip if further clarification is required.

3. Teachers/sponsors should plan for specific student health needs. Bus aides do not attend field trips unless the student’s IEP identifies this accommodation. If necessary, teachers should ask parents to accompany their child.

4. Teachers/sponsors are encouraged to visit the site of the field trip to assess any hazards, particular items of interest, and the appropriateness of the trip for the students.

5. Teachers/sponsors should ensure that the planned activity justifies the amount of travel time. We encourage use of Fort Wayne, Allen County, and Indiana resources before planning  more distant trips.

6. Extracurricular trips for K-12 chorus are limited to one full day or two half days per school year.

7. At least seventy-five percent (75%) of the eligible students in the class, program, or organization must participate in curricular (school day) field trips.  This requirement shall be waived for co-curricular student competitions sanctioned by the Division of School Activities of the Indiana Association of School Principals (i.e. high school journalism, cooperative education, DECA, music). Other exceptions must be approved by the School Board following the Appeal Process described in this packet.

8. Trips must be approved before the teacher or sponsor makes any financial commitments.  Parents are not to sign contracts with Tour Groups or other vendors until approval is received and they have signed Parent Information/Permission form for overnight, out-of-state, and/or out-of-country field trips.
9. After the trip is approved, the teacher should notify personnel who are scheduled to work with the students during the planned field trip. This would include special area teachers, counselors, cafeteria personnel, special education personnel, health services, and ALPHA teachers.

10. Field trips with potential risk for students (i.e., scuba diving, mountain climbing, survival camps, etc.) require approval from the district’s insurance carrier. Teachers planning such trips should call the business manager’s secretary to arrange for this before the trip is publicized.

11. Teachers/sponsors/coaches must carry signed field trip permission forms that include emergency phone numbers.

12. Overnight, Out-of-State and Out-of-Country* Field Trips:  Tour groups within the United States or out-of-country on non-school time require the approval of the assistant superintendent. Such trips do not require that 75% of the students in a class participate in the field trip since the trip will not occur during school time. Planning for these trips will provide the following:

• Students should have sufficient time to raise the funds for the trip.  Teachers may sponsor approved fund raising activities but fund raising activities are not required.

• Students must provide proof of medical insurance.

• Teachers must have administrative approval before securing parental permission.

• Teachers are required to hold parent meetings for all overnight, out-of-state, out- of-country field trips. These informational meetings must be held before deposits are required. (Out-of-state day trips do not require parent meetings.)

• Parents must sign the Parent Information/Permission form for overnight, out-of- state, out-of-country field trips.

• All remaining Field Trip Procedures listed in these guidelines must be followed as written.

*All Out-of-Country Field Trips also require school board approval.

1. The number of chaperones should be determined according to the age of the students and the nature and length of the trip. Younger children may require a higher standard (generally 1:5).

2. Only children enrolled in Southwest Allen County Schools may participate in curricular field trips.  Chaperones may not be accompanied by their preschool aged children.

3. There shall be one adult chaperone for every eight students on overnight trips.

4. At least one chaperone must be a teacher or administrator.  The number of teachers approved to chaperone may be limited to reduce the impact on the instructional program of the students who remain at school. Generally, we support one teacher for every 20 students.

5. Overnight trips that include male and female students must include a male and female chaperone(s) that are at least 21 years old.

6. During overnight trips, male and female students shall be permitted to gather only in the hotel lobby, restaurants or public meeting areas.

7. Field trip requests for overnight field trips should include a clear set of rules the students will follow during the trip as well as the consequences for violations of the stated expectations.

8. Students from other districts may be transported with Southwest Allen County students on extra-curricular trips if space permits. Joint trips will not be approved if it requires Southwest Allen to use additional vehicles.

The Transportation Department observes federal, state, and county laws and district expectations. The sponsor or coach is responsible for monitoring and addressing student behavior and seeing that all passengers follow these expectations:

1. Sponsors or coaches should introduce themselves to the driver, so she/he knows who is responsible for the trip. 

2. Sponsors or coaches should review bus rules with the students before the bus leaves the site.  He/she is responsible for monitoring all student behavior and is expected to enforce all bus rules.

3. All passengers, including adults, must be seated when the bus is in motion.

4. When buses are equipped with seatbelts, ALL passengers, including adults, must wear a seatbelt for the duration of the ride.

5. All passengers must keep all items inside the bus.

6. The aisle and exits must be clear of any objects.

7. Eating is prohibited when the bus is in motion.

8. All passengers should talk at a reasonable and respectful volume.

9. Passengers should be respectful, listen and use manners during the trip and on the bus.

10. The driver will not leave the activity without the approval of the Director of Transportation, and communication with the sponsors or coaches.  

11. After the trip, the sponsor/chaperones should walk through the bus to ensure it is clean and to remove forgotten items.

Appendix A = Parent Information / Permission Form

Appendix B = Charter Bus Procedures

Field Trip Transportation Checklist

(downloadable link above)

Please provide the following information to your school administrator:

• Appendix A - if taking trips overnight, out of state, or out of country
• Appendix B - if using a charter bus (must be a SACS approved charter company)
• Trip contact person
• Contact phone number
• Departure date/time
• Departure location/Door number
• Return arrival date/time
• Destination name and address (Include all stops you plan to make.)
• Destination door number
• Number of Students attending/riding
• Number of adults attending/riding
• Number of vehicles needed
• Type of vehicle needed -
  • 56 passenger school bus
  • Special Needs lift bus
  • 14 passenger minibus
  • Minibus with lift
  • SUV available for SACS staff only/no student riders
• Special transportation requests:
  • Under storage
  • Pick-up only
  • Drop-off only
  • Wheelchair
  • Safety vest
  • Star-seat