TYPE III FIELD TRIP DEFINITION, PLANNING AND PROCEDURES

Type III Extended Field Trip TYPE III FIELD TRIP DEFINITION, PLANNING AND PROCEDURES Type III field trips are trips which require parent/guardian permission for each trip, which require transportation and which require more than one day. Examples: a field trip overnight or longer to St. Cloud, a language camp weekend, student trip to Winnipeg or Quebec, etc. Type III Application Procedures 1. NO ACTIVITY, E.G., FUNDRAISING, PARENT MEETING, RESERVATIONS, ETC., CAN BE CARRIED OUT PRIOR TO APPROVAL OF THE LETTER FOR INTENT FORM (Due dates: September 30 for first semester and February 28 for second semester). 2. It is recommended that extended field trips be planned at least a semester in advance. 3. The Letter for Intent form must be filed with the principal by the person in charge of the field trip on or before September 30 for first semester and on or before February 28 for second semester. (See also Number 2 above.) These deadlines may be waived in cases of late notification regarding regional and/or national competitions. 4 a. If the principal approves, he/she will file his/her recommendation with the appropriate director within five school days. b. If the principal disapproves, he/she will notify the teacher within two days. 5. The director will either endorse the principal s recommendation or reject the application and inform the principal of the action taken within five school days. 6. The principal will inform the teacher of the final decision of the director within three school days. TYPE III PLANNING PROCEDURES UPON APPROVAL 1. Immediately upon receiving Letter For Intent approval from the director, it is the responsibility of the staff member to notify parents that such a trip is being contemplated and to involve parents in planning the trip. 2. The school or teacher must obtain a completed PARENTAL/GUARDIAN AUTHORIZATION Form, which also provides space for parents to note special health needs and other parental concerns. VERBAL AUTHORIZATION WILL NOT BE ACCEPTED FOR APPROVAL. If special health problems are noted, the Parent/Guardian Authorization Form is routed to the nurse. The nurse will compile a list of students having special problems and the appropriate medical response. In some cases, it may be appropriate for the nurse to accompany the field trip. 3. The rationale and details of the trip (Type III Field Trip REQUEST TO PRINCIPAL Form) will be sent to the principal for his/her information and recommendations. 4. The rationale and details of the trip (Type III Field Trip REQUEST TO PRINCIPAL Form) will be sent to the appropriate director for approval if positive action is taken by the principal. 5. A licensed staff member will be in charge of the trip. Additional adults will accompany the trip as agreed upon by the principal and teacher. 6. SUPERVISION: The teacher and principal shall agree on the number of chaperones needed. This determination shall take into account student age, the nature of the site and the length of the trip. PLAN FOR THE TRIP WILL INCLUDE: 1. Destination, itinerary and dates for trip 5. Permission from parents 2. Manner of travel 6. Supervision 3. Plan to meet special health needs of all students attending 7. Housing arrangements 4. Rules for students, safety precautions and procedures for emergencies 8. Budget Decision making: All extended field trips (curricular, or extracurricular) are as follows: Application Teacher Recommendation Principal Decision Appropriate Director NOTE: Include school nurse in planning for special needs and medications. August 2016

TYPE III FIELD TRIP LETTER FOR INTENT FORM EXTENDED FIELD TRIP [Due dates: September 30 for first semester and February 28 for second semester.] 1. Title of proposed field trip 2. Dates of trip 3. Name and school of person in charge 4. The purpose and educational value of the trip including relationship to learner outcomes: 5. Manner of selecting participants: 6. a) Explain source of funds and student involvement in raising funds and costs per student: b) How will funds be used to support students with financial needs? 7. What will the impact of this trip be on other teachers and on students not participating? 8. How will trip be evaluated and to whom will evaluation be reported? Staff Signature Date Submitted Principal s recommendation: Administrator/Principal Signature Assistant Superintendent Date Date

TYPE III FIELD TRIP COMPLETING FIELD TRIP REQUEST FORM Specific Instructions Item 3: Item 4: Item 5: Item 6a: No matter how many staff are planning or attending the field trip, it is essential that one staff member be designated as the person in charge. This same statement of purpose should be transferred to the notification of parent form. Relate the trip to District Learner Outcomes. Location of Trip. Be specific. For example: City, State, Exact name of destination location/facility, etc. Number of students requiring special assistance Be careful to note all students with health conditions (either permanent or temporary), behavioral differences, and handicapping conditions who might require special assistance of precaution on this particular field trip. Student Concerns: Attach list of students requiring special assistance. Examples: Special Needs Proposed Precautions Health Staff member w/first aid training Behavioral problems Individual contacts / contingencies Hearing impaired Buddy systems (all students) MMH students No added precautions necessary Item 7: Special Concerns: Please note any potential hazards such as proximity to water, wilderness area, heights, traffic, strenuous activity, etc. Examples: Special Concerns Proposed Precautions Activities near water 1) staff with WSI and/or lifeguarding certificate 2) specific rules for students 3) buddy systems Strenuous hiking 1) student with heart problem will not participate in woods 2) buddy system 3) staff member with wilderness training 4) first aid kit Item 8: Item 9: NOTE: Personal vehicles or POVs cannot be used. All bus transportation to be cleared with the Transportation Department for lowest costs, insurance, etc. Resources needed. Example: Assistance of principal in finding a qualified adult with a Life Saving Certificate to participate in trip. SUPERVISION: The teacher and principal shall agree on the number of chaperones needed. This determination shall take into account the age of the students, the number of students needing special considerations, and the nature and length of the trip. NOTE: Make no formal preparations until your administrator has approved this request.

TYPE III FIELD TRIP FORM REQUEST TO PRINCIPAL See specific instructions for items marked by an * This is to be completed only after the LETTER FOR INTENT is approved. Fill out completely if an item does not apply, indicate so by writing N/A: SCHOOL NAME: 1. Title of proposed field trip: 2. Dates of trip: Departure time: Return time: *3. Name of person in charge: *4. Purpose and educational value of field trip: *5. Location of trip: *6. Total students involved: Ages/grade level(s): *6a. Attach list of students requiring special assistance. Special Needs Proposed Precautions *7. Special Concerns: Are there special concerns unique to the activity or site? Yes No If yes explain special concerns: Proposed precautions: *8. Transportation to be used: Air School bus Charter bus Other (specify): NOTE: All bus transportation to be cleared with the Transportation Department for lowest costs, insurance, etc. NOTE: Personal vehicles or POVs are not authorized vehicles for Type III field trip transportation. *9. Management Concerns: a) Source of funds b) Special provision for lunch and/or transportation to and from c) What is the plan for the supervision of students who do not participate in the field trip? Page 1 of 2 August 2016

TYPE III FIELD TRIP REQUEST TO PRINCIPAL FORM (Cont.) *9. Management Concerns (continued): d) How many adults will be needed to safely supervise this proposed field trip? e) Specify other adults who will supervise the field trip (teachers, aides, parents, etc.): f) What would this make the adult-to-student ratio? g) Adults required with special skills (W.S.I., first aid, Life Saving Certificate, etc.): h) In case of my absence on the day of the trip, should the trip be canceled? Yes No Comments: i) Resource that would help to make this field trip safer and or more educationally valuable: j) Lodging arrangements: 11. Costs (estimate) a. Transportation $ $ e. Expenses to be paid by district: b. Meals $ $ $ c. Lodging $ $ f. Expenses to be paid by special funds: d. Other $ $ $ (administration fees, insurance) TOTALS $ $ Explain special funding and/or procedures for handling instances of economic needs: Signature: Date Submitted: Approved Not Approved Administrator Signature Date Comment: Approved Not Approved Assistant Superintendent Date Superintendent notification (for international travel) Date Page 2 of 2 August 2016

TYPE III FIELD TRIP FORM PARENTAL/GUARDIAN AUTHORIZATION FORM A field trip to: Is planned by: For the purpose of: On (dates) From: (time) to (time) The attached form must be completed and returned before the student will be permitted to participate in the above field trip. VERBAL APPROVAL WILL NOT BE ACCEPTED Detach and Return Field Trip Parental Authorization Students Full Name School Family Name Does the student have any special health problems or handicapping conditions which will require special attention or supervision on this field trip? Yes No If yes, what is this problem and what special considerations should be made? We understand that the necessary arrangements, plans, and precautions will be taken for the care and supervision of the student during the trip. I/we authorize to participate in the field trip Student s Full Name To on (date) Date Signature of Parent(s) or Guardian(s) Telephone: Day Time Address: Emergency

TYPE III FIELD TRIP FORM PARENTAL/GUARDIAN AUTHORIZATION FORM NATIONAL/INTERNATIONAL TRAVEL A field trip to: Is planned by: For the purpose of: On (dates) From: (time) to (time) The attached form must be completed and returned before the student will be permitted to participate in the above field trip. VERBAL APPROVAL WILL NOT BE ACCEPTED Detach and Return Field Trip Parental Authorization Students Full Name School Family Name Does this student have any special health problems or handicapping conditions which will require special attention or supervision on this field trip? Yes No If yes, what is this problem and what special considerations should be made? We understand that arrangements, plans, and precautions will be taken for the care and supervision of the student during the trip. I/we authorize to participate in the field trip Student s Full Name To on (date) The undersigned parent or guardian, on behalf of In consideration of participation by the student in said field trip, herewith assumes all risks of said trip, and agrees to hold harmless Independent School District No. 625 for all damages for injury to a person or property arising out of any act not under control of said School District, including but not limited to the following: insurrection, revolution, air piracy, abduction, kidnapping, any act of aggression by a foreign government of its citizens, civil war or rebellion, and any act whether accidental or otherwise perpetuated by anyone not under the direct control of said School District. Date Telephone: Day Time Emergency Signature of Parent(s) or Guardian(s) (If more than one, both parents/guardians must sign. Address: