Teacher Requesting: _____________________________ Date of Trip: ______________
Destination of Trip: _______________________________________________________
State College Area School District
Field Trip Checklist
Staff members should refer to the following checklist and complete the FIELD TRIP
CHECKLIST. A copy of the completed checklist should be given to the main office prior
to the trip. This checklist should also be submitted to the main office at the conclusion of
the trip.
Requesting Planned Student Travel
o Read Policy 121 (located on the District website www.scasd.org under
District/policies)
o Complete your Field Trip Planning Request form and submit to principal and give
a copy to the LE teacher. (Elementary only: choose 3 field trips, submit to
building principal and then to LE teacher if LE planned travel)
o Determine date, time, and travel arrangements of field trip (refer to
Transportation Arrangements Checklist below).
o Complete the District Planned Student Travel Request Form located in File
Maker Pro under “District Planned Student Travel” and then press “Create New
Field Trip Request”.
o Submit the completed form to your building principal to obtain permission.
o Be sure to check with School Nurse for any medication needs
during field trip: new State regulations require parent/guardian,
parent designee, RN or LPN to administer medication on field trips.
This requirement may require added expenses for filed trips and
should be added into the total budget.
Transportation Arrangements
o Determine if Field Trip buses or Shuttle Buses will be utilized
o Shuttle Buses: Check with LE teacher on availability and proceed with
Preparation and Notification of Parents Checklist below
o Field Trip buses: Obtain Request For Field Trip Form located in your building
office (give copy of form to LE Teacher).
o Complete the Field Trip Request form and submit it to the Transportation office
for approval (Make sure you have accommodated for any special needs)
o When request has been approved move forward with Preparation and
Notification
Preparation
o Determine accommodations necessary for any special needs students
o Notify parents/guardians of children with medical needs to make
accommodations for the field trip.
o Speak to Health Paraprofessional or Certified School Nurse two weeks in
advance to allow them to prepare any special plans for care of certain students.
o Alert office staff, other teachers, and cafeteria about the trip (at least 2 weeks in
advance)
o Prepare letter to parents and students describing the field trip (see parent
notification checklist below)
o Assign students and chaperones to buses
o If applicable meet with chaperones prior to trip
o Identify appropriate movies if taking coaches (movies must meet district
guidelines and coaches can only be used if destination is over 100 miles)
Teacher Requesting: _____________________________ Date of Trip: ______________
Destination of Trip: _______________________________________________________
o
Confirm with building secretaries that substitutes coverage is arranged for
classrooms and sub nurses if needed for field trip.
Notification To Parents and Students Letter located on the district website under
services/field trips or from transportation office (you must sign in to view)
o Purpose of the trip
o Date of the trip
o Special consideration and permission for students with medical needs
o Meal arrangements (if applicable)
o Spending money needs (if any)
o Drop off time and location
o Pick up time and location
o TV updates on channel 4
o Need for emergency numbers, medical information and excursion permits
o Place for signed permission
Day of field trip
o Take attendance and provide office with students not in attendance
o Remind students of expected behavior
o Provide office with the following: who is going, destination of field trip, bus
company being used, itinerary, list of chaperones, bus assignments and cell
phone contact numbers.
o Provide chaperones with list of students and any necessary emergency
information
o Assign chaperones to different sections of the bus
o Be certain to have a cell phone on each bus
o Staff member in charge should have master list of students and chaperones as
well as emergency contact information
o Staff member in charge should have field trip supplies from the health room
Arrival at Field Trip Location
o Check roll before students leave the bus
o Repeat pick up time and location to all students and chaperones
o Ensure that all students and chaperones know contingency plans if anyone
becomes separated from the group
o Ensure students and chaperones know phone numbers of chaperones or bus
drivers with cellular phones
o A brief handout should include the above information.
Departing Filed trip Location/Stop
o Check roll at each stop including chaperones
o If late departing, notify channel 4 at 231-0953
o Notify School or District Office of delayed departure (District Office 231-1016)
Someone Missing or Other Problems
o Determine who is missing
o Report to predetermined location as per contingency plan
o Keep other students together
o Notify school or District Office 231-1016)
o Notify local police if appropriated
Teacher Requesting: _____________________________ Date of Trip: ______________
Destination of Trip: _______________________________________________________
o
Communicate tentative arrival time in State College to radio stations and school
those missing, call chaperone with cellular phone to communicate their location.
Field trip reflection
o Discuss with team members the effectiveness of the trip (Did it meet the
determined purpose)
o Submit this checklist to building principal