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Field Trips

 

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Thanks for doing a Field Trip.  I hope you and the students have fun and learn a lot.

(1) Click here to access the Field Trip form.  After completing the form, route to Colleen Hsieh.  

The Field Trip Request Form is on K12. By moving to K12, anyone with the link will be able to type their field trip details directly onto the form and route it for review and approval. Then it will route to principals/VPs for their signature and then to Educational Services for approval. No more printing and scanning! A copy of the completed form will automatically be sent to the initiator and District staff will also send a copy to the site.

  • Day Field Trip – Submit this form to the Superintendent’s Office at least 10 school days in advance.  (Fill out fields 1 through 11, and bottom section) 
  • Overnight Field Trip (within State) - Submit this form to the Superintendent’s Office at least 20 school days prior to departure. (Fill out fields 1 through 14, and bottom section) 
  • Out of State/Country Field Trip - Submit request to the Superintendent’s Office via this form at least 3 months prior to departure. The Board of Education must approve the request at a Board Meeting prior to the trip. (Fill out ALL fields) 

(2) Click here to add your Roster and Chaperones.  If this is the first time you are doing a Field Trip, you will need to Request Access.  We guard this list because it includes Student IDs, and we do not want it widely accessible.

  • Roster: Students and their Student ID
    • I will coordinate with Attendance so that your Students are marked as attending a Field Trip (and not Tardy or Unexcused). 
    • Please let me know if you Cancel your Field Trip so attendance records are correct.
  • Chaperones: Indicate if the chaperones are District employees or volunteers. 
    • Overnight field trip requires one adult present for every 8 students
  • If your Field Trip has a Bus, I will coordinate a VP to help monitor the departure.

(3) Click here for Student Permission Slips. Field trip permission forms need to be filled out and returned before the day of the trip.  Teacher carries originals with them.  

  • GHS Permission Slip
  • In cases where the Student is driving self, we also need Student Voluntary Transportation Agreement
  • Every Student must have a completed Permission Slip in order to participate on the Field Trip!
  • Print out one and fill in the Field Trip specifics at the top of the form.  You can also cross out the Periods that do not apply to the Field Trip, so students know to only get signatures from the classes that they will be missing.  
  • Make copies and have the Students fill in the rest.  Note: Permission slip has a front and a back, so please make the copies 2-sided.
  • You bring the Permission Slips with you on the trip so you have the right information if there is a need to look up some emergency information.

(4) Additional Documents. Some Fieldtrips need additional documents for completeness.

($$) What about the Money?:

  • District Tips on Money & Field Trips:   Tips Sheet 
  • Bookkeeper helps with your Money needs.  You will need to provide her with the Field Trip Approval # (upper left Reference # on your Form)
  • Traveling? Fill out Travel Information Form and turn in to our Bookkeeper.
  • Sports pays for Athletic Field Trips
  • Non-Sports, If you need a SUB, be sure to fill out a Blue "Authorization for School Business" form and submit it to Principal's Executive Assistant.

Questions?  Please ask me!  I've also included more resources below if you would like to research on your own.

Information about Field Trips from the District Office:

  • District Tips on Money & Field Trips:   Tips Sheet 

  • The soft copies of field trip forms, and a lot of other helpful information, like tips, bus checklist, etc., are located on the Intranet under Business Services:
    LVJUSD Business Services Forms & Documents   Scroll down for Field Trip Documentation

Please also see below information about Field Trips found in the ASB Handbook :

FIELD TRIPS
     • An off campus activity.
     • Athletic events outside of the regularly scheduled league season or requiring overnight stay.

SET UP PROCESS
     • Submit Field Trip Request for Superintendent’s approval through help desk (** I do this submission for you **)
             o 10 school days prior for day trip.
             o 20 school days prior for overnight trips.
             o   3 months for out of state trips.
   • Field trip must be approved before a purchase order will be issued.
   • ASB Purchase Order Packet must include:
            o Purchase order request approved by ASB.
            o Copy of the approved Field Trip request.
            o Proof of Board approval, if applicable.

OVERNIGHT FIELD TRIPS
    • List of participating students and any chaperones who are not District employees must be submitted to Business Services 5 days prior to the trip so insurance can be obtained.
            o If hotel rooms are to be secured by the district credit card, turn in list of participants 10 days in advance.

OUT OF STATE TRIPS
   • Must be approved by Board of Education.
   • District funds may not be used to pay student expenses.
   • District funds may be used to pay teacher expenses.

NON SCHOOL SPONSORED TRIPS
   • Trips that occur when school is not in session.
   • Fundraising events cannot be presented as representing the School, since the school is not sponsoring the trip.
   • Fundraised dollars cannot be deposited into an ASB account.
   • A trip being arranged by an outside agency, i.e. ACIS, fees are paid directly to the agency.