Whitcomb School Washington, D.C. Parent Information Packet June 6-9, 2017 For trip updates: Go to the Washington, D.C. Family Link on the Whitcomb website. www.mps-edu.org Whitcomb School Washington, D.C. Family Link 1
Table of Contents Page Number Table of Contents 2 Student, Parent and Chaperone Timeline of Events 3 Itinerary 4 Trip Highlights 5 Mandatory Parent and Student Meetings 6-8 Fundraising Information 9 Who s Who for Chaperones? In Case of Emergency 10 Guidelines for Washington, D.C.-Rules of Behavior 11 Guidelines for Washington, D.C. -Cell Phone Policy 12 Guidelines for Washington, D.C.-Clothing Expectations 13 While at the Hotel 14 Health Information 15 Mandatory Baggage Check 16 Mandatory Baggage Check and Cell Phone Policy Sign Off 17 The Day of Departure 18 Roommate Selection Process 19 Clothes and Packing 20-21 Communication Envelopes 22 2
Student, Parent and Chaperone Timeline of Events DATE/TIME EVENT November 16, 2016 December 12, 2016 February 8, 2017 February 10, 2017 April 7, 2017 First Parent Night 6:00 PM First deposit due to Capital Tours Financial Assistance form due to Ms. vanlingen Mandatory Student/Parent Meeting Whitcomb Auditorium - 6:00 PM Second payment due to Capital Tours Final Payment due to Capital Tours April 12, 2017 Mandatory Student/Parent Meeting Whitcomb Auditorium 6:00PM April 14, 2017 Roommate Selection Form due Emergency Contact Information with email address due May 24, 2017 Mandatory Chaperone, Student, Parent Meeting Whitcomb School Auditorium 6PM All medications due to school nurse prior to this date June 5, 2017 Mandatory luggage check 4:00-5:30 PM Any changes in medications should be brought to school nurse tonight. June 6, 2017 Student arrival at Whitcomb School 5:00AM-5:15AM Students to meet with chaperones for mandatory carry-on check Departure from Whitcomb School 6AM June 6-9, 2017 TRIP TO WASHINGTON, D.C. June 9, 2017 Student pickup at Whitcomb School Approximately 9:30 PM *** No student will be permitted to attend the trip who has not 3
ITINERARY 4
Trip Highlights Round trip deluxe motorcoach transportation 3 nights hotel accommodations 3 breakfasts at hotel Day 2, Day 3, and Day 4 4 lunches - Day 1, Day 2, Day 3, and Day 4 4 dinners - Day 1, Day 2, Day 3, and Day 4 Private Evening Security Guards from 11PM to 5AM Group photo at the Capital Building Moonlight Dance Cruise Cost: $699.00 per person. 5
Mandatory Parent and Student Meetings Information shared at meetings is important for both students and parents/guardians/responsible adults to hear. It is important and should be a priority for all students/parents/guardians/responsible adults to attend all meetings. If you are unable to attend, please email Mrs. Pritchard bpritchard@mps-edu.org Date Time Location February 8 6:30 PM Auditorium April 12 6:00 PM Auditorium May 24 6:00 PM Auditorium Blue cafeteria June 5 4:00-5:30 PM Exact time and location to be shared closer to date 6
Mandatory Parent and Student Meetings Continued February 8, 2017-6:30PM Auditorium Parents will receive an update on the trip information, policies and guidelines The following paperwork is due back by February 26, 2015 o Please use the communication envelope to send completed forms back to school to Mrs. Pritchard. Due by February 26, 2017 in communication envelope to Mrs. Pritchard: o Field Trip Consent Form o MPS-Medical Release/Information Form o Rules of Behavior o Copy of Front and Back of insurance card o Medication Administration and Permission Form (due 5/18, if applicable) April 12, 2017 6:00PM Auditorium Parents will receive an update on the trip information, policies and guidelines. The following paperwork is due back by April 14, 2017 o Please use the communication envelope to send completed forms back to school to Mrs. Pritchard Due by April 14, 2017 in communication envelope to Mrs. Pritchard: o o o o Roommate Request Emergency Contact Information with email address Medication Administration and Permission Form (due 5/18, if applicable) 7
Mandatory Parent and Student Meetings Continued May 24, 2017 6:00PM Blue Cafeteria Parents will receive an update on the trip information, policies and guidelines. Chaperone assignments will be provided. Rooming assignments will be provided. Bus assignments will be provided. All medications should have been dropped off to the nurse by this date. June 5, 2017 Mandatory Luggage Check 4:00-5:30PM Suitcase/luggage check 4:00-5:30PM, exact time and location to be shared closer to date Nurse will be available to collect any changes in medications. 8
In Case of Emergency Chaperones will provide your child with his/her room number upon arrival to hotel. In case of emergency at night, he/she should contact his/her chaperone. Guidelines for Washington, D. C. RULES OF BEHAVIOR Each Participant is representing not only himself/herself, but also Whitcomb School and the City of Marlborough. Therefore, for a safe and enjoyable trip, the following rules must be adhered to: 1. THE USE OF ALCOHOLIC BEVERAGES OR ILLEGAL SUBSTANCES OF ANY TYPE IS PROHIBITED AT ALL TIMES! OFFENDERS WILL BE TURNED OVER TO THE PROPER AUTHORITIES and/or immediately dismissed from the group. PARTICIPANTS CAUGHT SHOPLIFTING WILL BE PROSECUTED TO THE FULLEST EXTENT OF THE LAW. T he offender will be turned over to the proper authorities and/or immediately dismissed from the group. PARENT(S)/GUARDIAN(S) ARE RESPONSIBLE FOR ALL ARRANGEMENTS AND COSTS FOR THE STUDENT S RELEASE INCLUDING TRANSPORTATION TO MARLBOROUGH AND ANY ASSOCIATED COSTS FOR A CHAPERONE if required to stay with student. 2. ALL SCHOOL RULES AS STATED IN THE 2013/2014 WHITCOMB SCHOOL STUDENT/PARENT HANDBOOK APPLY. Smoking and tobacco use will not be allowed anywhere or at anytime during this trip. INFRACTION OF THESE RULES WILL RESULT IN DISCIPLINARY ACTION. 3. ANY PROPERTY DAMAGE WILL BE THE FINANCIAL RESPONSIBILITY OF THE STUDENT & PARENT/GUARDIAN OF ANY STUDENT(S) INVOLVED & WILL RESULT IN DISCIPLINARY ACTION. Any damage to hotel room or hotel will be the responsibility of all registered parties if the responsible person(s) is not identified. 4. Each participant will be on his/her best behavior at all times. INSUBORDINATION, DISRESPECT, ROUGH HOUSING, OR PRACTICAL JOKES WILL RESULT IN DISCIPLINARY ACTION. 5. Each STUDENT MUST REMAIN WITH THE GROUP OR CHAPERONE ASSIGNED WHILE TRAVELING each day and MEET AT THE TIMES REQUESTED by the chaperones or administrators. 6. HOTEL ROOM DOORS MUST REMAIN OPEN when any other WHITCOMB student, other than assigned roommates, is present. No visits will be allowed before scheduled breakfast time or after scheduled curfew. 7. NO ONE OUTSIDE THE WHITCOMB SCHOOL TOUR GROUP WILL BE ALLOWED TO VISIT IN THE HOTEL ROOMS. 8. STUDENTS ARE NOT ALLOWED TO LEAVE THEIR HOTEL ROOMS AFTER SCHEDULED CURFEW, except of course, in case of fire. In the case of illness, the chaperone can be reached by 9
telephone. QUIET HOURS ARE MANDATED BY THE HOTEL. Student will adhere to those mandated quiet hours. 9. STUDENTS WILL NOT ORDER ROOM SERVICE THROUGH THE HOTEL OR OUTSIDE ESTABLISHMENTS. 10. USE OF HOTEL PHONES IS LIMITED TO ROOM TO ROOM CALLS. ANY OTHER USAGE OF ROOM PHONES AND OTHER HOTEL AMENITIES INCURRING CHARGES WILL BE THE STUDENTS RESPONSIBILITY. Any charges will be the responsibility of all registered parties in the room, if the responsible person(s) is not identified. 11. STUDENT ROOMS CAN BE ACCESSED BY SUPERVISING ADULT AT ANY TIME. INFRACTION OF ANY RULES ABOVE MAY RESULT IN DISCIPLINARY ACTION. WE HAVE READ & AGREE TO THE RULES OF BEHAVIOR AS DESCRIBED ABOVE. 10
Guidelines for Washington, D.C. Cell Phone Policy During the day and at night time activities, cell phones may be used for picture taking only. Students may use their phones in their hotel rooms at night or while on the bus. Students who are found using their phone while in a public site to text, search the web, or call anyone, will have their phone taken for the remainder of the day by their chaperone. Whitcomb School is not responsible for lost or stolen phones. We ask parents to assist in following this policy by not calling their children during the day. 11
Guidelines for Washington, D. C. Clothing Expectations Students are expected to wear an orange shirt, preferably Whitcomb/Marlborough every day. o All students will be provided with Whitcomb School Washington, D.C. orange t-shirt. This shirt will be provided on the day of departure. CLOTHING We believe that the 1LT Whitcomb School students should take pride in their personal appearance. With this in mind, the following guidelines are recommended for appropriate dress: 1. Student dress should not create a disruption or distraction that could directly interfere with the educational process. 2. Students should refrain from wearing skirts, shorts or dresses that are excessively short. 3. Designs on clothing, which are vulgar, obscene, and profane or display illegal substances, alcohol, or tobacco products, are not allowed. 4. Clothing reflecting any gang affiliation is not permitted. And Students who are not in compliance with the clothing guidelines will be asked to put on appropriate clothes or a change of clothes will be provided to your child. FOOTWEAR Students are expected to wear closed-toe shoes/sneakers. Absolutely NO sandals or flip flops will be permitted. We strongly recommend bringing broken in shoes for the trip. 12
While at the Hotel Students should be respectful and courteous of other guests staying at the hotel Upon arrival and departure, rooms will be checked by a chaperone for damage. Any damage to hotel rooms is at the expense of the student/parent. Hotel phones should be used only in emergencies. No ordering of movies is allowed. Any amenity fees, such as use of the wireless service, charged by the hotel are the responsibility of the student(s) and must be paid before checkout. No student will be allowed to leave the floor their room is assigned unless with a chaperone. No laundry facilities will be available. Open Door Students will be allowed a brief supervised OPEN DOOR socialization time if time provides (30 minutes-1 hour). o During this time, doors will remain open and students may: Enter rooms of same sex peers Watch television/use phones/electronics Lights Out Lights Out/TVs off/doors Closed and Locked (approximately 10:00PM) o Chaperones may access student rooms at any time In case of emergency, students are to contact their chaperone by calling their chaperone s room. Students may NOT leave their room, unless there is a fire alarm, once Lights Out occurs. Nighttime security guards will be on from 11:00PM to 5:00AM. 13
Health Information NO STUDENTS MAY CARRY MEDICATIONS TO SCHOOL or WHILE ON THE FIELD TRIP. THIS INCLUDES OVER THE COUNTER MEDICATIONS (TYLENOL, ADVIL, COUGH DROPS) Medication Information: 1. All medications must be brought by a PARENT to the Health Office no later than May 24, 2017 2. The ONLY medications accepted after May 24, 2017 will be new prescriptions for new health conditions (such as antibiotics for an infection) and must be discussed first with the Nurse. 3. All medications must be in their original bottle with the student s name clearly printed on it. Prescription medications must have the pharmacy label on them. 4. Please administer the morning doses of medications to your child the morning of the trip. 5. The nurse will be responsible for delivery of medication during the day. Students who take medication in the morning will report to the nurse at breakfast. Medications taken at other times in the day will be managed by the nurse. 6. All medications sent with the student without the required paperwork on file will be removed and returned to the parent prior to departure. 7. Students may not, under any circumstances, share medication. 8. Expired medications will not be accepted. 9. Students requiring over the counter medication may receive it from the nurse with parent permission and a physician order for a diagnosed illness when there is a need for timed medicine administration. 14
Mandatory Baggage Check Monday June 5, 2017 Whitcomb School All suitcases must be checked on Monday, June 5, 2017, during assigned baggage check time (4:00PM-5:30PM) All carry-on luggage must be checked on Tuesday, June 6, 2017, prior to getting on bus. All luggage must be labeled with a luggage tag with student s name on it. The following items are NOT permitted: Flip flops Sandals Open containers drugs, alcohol, tobacco, smokeless tobacco products knives, weapons Once luggage has been checked on Monday evening, a tag will be placed on it. Students will not have access to their luggage until we arrive at our hotel on Tuesday evening. There will be no exceptions. My child s baggage check time is : (To be assigned at 5/24 meeting) Student and parent/guardian/responsible adult is expected to report to mandatory baggage check. No bags will be checked without a parent/guardian/responsible adult present. If you are unable to make it during this time, you should contact your child s chaperone to arrange for an agreed upon time. 15
Mandatory Baggage Check/Cell Phone Policy Monday June 5, 2017 Whitcomb School A copy of this form will be provided to you at the baggage check on June 1, 2015. Students and parents will be expected to sign the form. I have checked my child's luggage and it does not contain any restricted items. Student s Name: Student s Signature: Parent s Name: Parent s Signature: Bus #: MY CHILD HAS A CELL PHONE IN HIS/HER POSSESSION: Yes No Child s Cell Phone # During the day and at night time activities, cell phones may be used for picture taking only. Students may use their phones in their hotel rooms at night or while on the bus. Students who are found using their phone while in a public site to text, search the web, or call anyone, will have their phone taken for the remainder of the day by their chaperone. Whitcomb School is not responsible for lost or stolen phones. The Day of Departure STUDENTS MUST ARRIVE AT SCHOOL BETWEEN 5AM and 5:15AM on June 6, 2017. We will be prompt in our departure from Whitcomb School. We are unable to wait for students who do not arrive on time. The hour prior to departure is used for loading luggage and last minute instructions. 16
Students will meet with chaperones for a mandatory carry-on check. All students carry-on bags will be inspected at this time. Students should arrive with one carry-on bag for items that need to be available on the bus In your carry-on, you should have: o Money (for souvenirs) o Something to entertain yourself (games, books, headsets, electronics) o Snacks o Refillable water bottle Other The school nurse will not be administering any medication on the day of departure. In case students are prone to motion sickness, parents should administer motion sickness medication prior to departure and alert nurse. 17
Roommate Selection Process Rooming assignments may be changed at the discretion of administrators We will do our best to place your child with at least one friend. Most importantly, we do not want anyone to be left out. If you find yourself in a situation where a friend is getting left out, please see Mrs. Pritchard. We will find a way to make your rooming situation work so as not to exclude anyone. All students are expected to return a Roommate Selection Form. Clothes and Packing 1. Find a spot in your room or house to start gathering your belongings. 2. Choose clothes (not necessarily new ones) you will be comfortable in, especially shoes. No heels or flip flops will be allowed). 3. Wear comfortable clothing. 4. Check condition of all clothes seams, zippers, buttons, etc. so you are not falling apart. 5. Try to bring an extra outfit and pair of shoes. 6. Pack a large plastic bag for dirty clothes 7. Put toiletries in Ziploc plastic bags double thickness so they don t spill or leak. 8. Carry necessities with you (money, phone, snacks, waterbottle, etc.). You will not be able to get in your suitcase until Tuesday evening (no exceptions). 9. Get together on items like hairdryers (in rooming groups) but don t plan on sharing these items between rooms. 10. If you are allergic to things like pillows or soap bring your own. 11. Check suitcase 2 or 3 times before leaving, for forgotten items. 12. Label all clothing and packages. Chaperones are NOT responsible for lost or stolen articles. 18
Guidelines That Must Be Followed: 1. The School Nurse MUST have medication and directions for dispensing medicine from parents, signed by a Doctor by May 24, 2017. 2. One suitcase per person and one carry-on per person. Students will need money for: Souvenirs, as desired Packing Checklist *Students will be allowed 1 suitcase and 1 small carry-on bag. You will need clothes for 4 days. Shorts/pants Comb/Brush 4 Whitcomb/Marlborough ORANGE Shirts Deodorant Polo/Tee Shirts/Sweat Shirts Hair Dryer Comfortable Shoes or Sneakers Rainjacket/Umbrella Socks & Underwear Shampoo/Conditioner Pajamas plastic bag for Dirty Clothes baseball hat sunscreen Sunglasses Pen Camera ipod or other form of entertainment/charger Snacks Books/Magazines Waterbottle (reusable) 19
DO NOT BRING VALUABLES (i.e. expensive jewelry) or items which violate school policy. It is suggested that clothing be LABELED to avoid any mix-ups. The following are not allowed: Flip flops/heels Sandals Ripped or torn clothing Clothing with offensive slogans or messages Shorts/skirts that are shorter than fingertip length should not be worn. Muscle shirts or tank tops 20
Communication Envelopes Communication envelopes will be used in preparation for this trip. The Communication Envelope and completed forms inside the Communication Envelope are expected to be returned to Mrs. Pritchard s office within one week of receipt or on the date specified. If you would like to share any other information with us, please include it in the Communication Envelope. Questions/Concerns Brian Daniels - Principal Bethany Pritchard Assistant Principal Karen D Alessandro School nurse Laura Henderson Guidance counselor 21