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SAN DIEGO CITY SCHOOLS SITE APPROVAL
CHECKLIST FOR MULTI-DAY School:____________________________________________ Dates of Trip:________________ Trip Destination:_________________________________________________________________ To be completed by certificated staff
member in charge of the field trip. |
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| Date Completed |
Initials | |
| AT LEAST THREE MONTHS PRIOR
TO TRIP (SIX MONTHS or more if fundraising is involved) |
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| ________ | ________ | 1. Secure principal's
tentative approval to conduct field trip (and approval to conduct
fundraising, if applicable). Send form "Application for Approval
to conduct Multi-Day and/or Out-of-State/Country Field Trip" to
Administrative and Legislative Services office requesting permission to
conduct field trip. (Sign off Nos. I and 2 on principal's
checklist.) |
| ________ | ________ | 2. Review procedure for fund
raising and develop plan to include: a) description of fundraising
activities, b) plans to assist students who are unable to pay their own
expenses, and c) a written statement that no student will be excluded
from a required trip due to lack of funds, and that d) funds will be
returned if not used for the trip. (See Procedure Nos. 2265 and 9325). Attach
list of fund-raising activities as Attachment 1. Complete
Nos. 3 and 4 on principal's checklist. |
| ________ | ________ | 3. Secure list of recommended
travel agencies and select the travel agency to be used (if
appropriate). Have travel agency complete "Compliant Form for
Sellers of Educational Travel" and forward to the Administrative
and Legislative Services office. (Needed for Board approval) |
| ________ | ________ | 4. Obtain and submit copy of
itinerary. This itinerary shall include a) dates, b) locations [city,
state, country) and c) accommodations. Attach itinerary as Attachment
2. (Needed for board approval)
FOUR TO SIX WEEKS PRIOR TO
TRIP |
| ________ | ________ | 5. Arrange for certificated
supervisors. If substitute is required, complete "Request for
Absence on District Business," and submit to principal for approval
and submission to funding office for approval. |
| ________ | ________ | 6. Arrange for parent
chaperones, if appropriate. Provide list to principal and secure his/her
approval. (Sign off No. 5 on principal's checklist.)
TWO TO FOUR WEEKS PRIOR TO
TRIP |
| ________ | ________ | 7. If academic competition is
involved, submit to principal for approval: a) Written criteria and
guidelines used to select participants in academic completitions, and b)
Copies of written communications used to inform parents and students of
the academic competition and of the governing guidelines. (Sign off No.
6 on principal's checklist.) |
| ________ | ________ | 8. Send home request for
parental approval of student participation. If parent does not sign student
cannot go. Attach copy of form as Attachment 3. |
| ________ | ________ | 9. Verify that attempts were
made to recruit students from all ethnic groups to participate. (Sign
off No. 7 on principal's checklist.) |
| ________ | ________ | 10. Verify insurance coverage
to provide personal accident insurance for participating students where
required. Attach evidence of coverage as Attachment 4. (Sign
off No. 8 on principal's checklist.) |
| ________ | ________ | 11. Secure trip cancellation
insurance from travel agency where required. Attach evidence of
coverage as Attachment 5. (Sign off No. 8 on principal's
checklist.) |
| ________ | ________ | 12. Notify parents of other
insurance coverage available as an option. |
| ________ | ________ | 13. Provide written evidence
of financial ability to cover travel and living expenses for all
participants while outside of San Diego. (Sign off No. 9 on
principal's checklist.) |
| ________ | ________ | 14. Develop orientation plan
for students, parents, and chaperones. |
| ________ | ________ | 15. Verify that instructors
and voluntary supervisors will contribute their time without pay or
reimbursement during the trip and will waive all claims against the
district by securing their signatures on appropriate forms. Complete
form(s). (Sign off No. 10 on principal's checklist.)
ONE TO TWO WEEKS PRIOR TO
FIELD TRIP |
| ________ | ________ | 16. Verify that permission
forms and waivers are returned for all students participating in field
trip. Verify alternate arrangements at school for those students not
participating. (Sign off No. I I on principal's checklist.) |
| ________ | ________ | 17. Arrange for participating
students to be excused from other classes. |
| ________ | ________ | 18. Arrange for first-aid kit
and/or snake-bite kit, and ensure they are taken on trip. |
| ________ | ________ | 19. Spot check reservations
to verify that arrangements are in order. |
| ________ | ________ | 20. Forward all backup
paperwork to the Administrative and Legislative Services office. |
| ________ | ________ | 21. Principal, vice
principal, ASB advisor, and teachers sponsoring or participating in
tours or trips paid by students rile the "Field Trip Conflict of
Interest Disclosure Form" enclosed in packet. (Sign off No.
12 on principal's checklist.)
ONE WEEK PRIOR TO FIELD TRIP |
| ________ | ________ | 22. Report to secretary or
principal's designee the names of all persons (adults and students) who
will actually go on the trip. Provide list of students to verify those
actually participating prior to departure. |
| ________ | ________ | 23. File this form with other
required papers in school office. (Records must be kept for three
years.)
WITHIN TWO WEEKS OF TRIP
COMPLETION |
| ________ | ________ | 24. Conduct evaluation of field trip and share results with principal. |