SAN DIEGO CITY SCHOOLS
Administrative and Legislative Services

SITE APPROVAL CHECKLIST FOR SINGLE-DAY FIELD TRIPS

School:____________________________________________ Dates of Trip:________________

Trip Destination:_________________________________________________________________

Approval of Site Administrator:_________________________________________  ___________
                                                       (Signature)                                                   (Date)

To be completed by certificated staff member in charge of the field trip.
 
Date
Completed		 Initials  
    AT LEAST EIGHT WEEKS PRIOR TO TRIP (THREE MONTHS or more if fundraising is involved)
 
________ ________ 1. Secure principal's tentative approval to conduct field trip (and approval to conduct fundraising, if applicable).
 
________ ________ 2. Contact place(s) being visited to make preliminary arrangements, as needed.
 
________ ________ 3. Review procedure for fund-raising and develop a plan including fund-raising activities, a plan for assisting students who are unable to pay their own expenses, and a method for return of funds if not used for the trip.

AT LEASE SIX WEEKS PRIOR TO TRIP
 
________ ________ 4. As far in advance as possible, arrange preliminary trip booking (Procedure No. 4586).
 
________ ________ 5. Obtain "Field Trip Order/Report Form" (T-Form) from secretary or principal's designee; complete according to instructions on form and in Procedure No. 4586; submit to secretary or principal's designee for final scheduling and processing.

FOUR WEEKS PRIOR TO TRIP
 
________ ________ 6. If substitute is required, complete "Request for Absence on District Business," and submit to principal for approval.

ONE TO TWO 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 competitions, and b) Copies of written communications used to inform parents and students of the academic competition and of the governing guidelines.
 
________ ________ 8. Send home request for parental approval of student participation. If parent does not sign student cannot go. Phone approval is not acceptable.
 
________ ________ 9. Verify that attempts were made to recruit students from all ethnic groups to participate.
 
________ ________ 10. Make final arrangements with place(s) to be visited.
 
________ ________ 11. Secure certificated supervisors for trip.
 
________ ________ 12. Provide written statements verifying 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. File waivers in school office.
 
________ ________ 13. Secure parent chaperones, if appropriate. Provide list to principal and secure his/her approval.
 
________ ________ 14. 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.
 
________ ________ 15. Arrange for participating students to be excused from the classes.

PRIOR TO DEPARTURE
________ ________ 16. Instruct students on safety prior to trip.
 
________ ________ 17. Arrange for first-aid kit and/or snake-bite kit, and ensure they are taken on trip.
 
________ ________ 18. If private vehicles are to be used, provide required instruction for their use and ensure that safety checks are done. (See District Procedure No. 4586)
 
________ ________ 19. 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.
 
________ ________ 20. TO CANCEL TRIP: To avoid cancellation charges, notify secretary or principal's designee of cancellation at least 48 hours in advance of trip so Transportation Services Department can be notified to cancel bus service.
 
________ ________ 21. If circumstances change before the trip, notify secretary or principal's designee of any changes that must be coordinated with carrier, such as change in pickup time, number of passengers, etc. (Carrier may not accept major changes in trip details unless there is prior coordination/notification of at least three (3) workdays.)
 
________ ________ 22. Leave a copy of the participation roster in the school office.

UPON COMPLETION OF FIELD TRIP
 
________ ________ 23. Teacher completes section "C" on T-Form according to directions on form, signs form and submits to secretary or principal's designee. Notifies secretary or principal's designee of any changes that might be required on form.
  
________ ________ 24. If appropriate, teacher conducts evaluation of field trip and shares with principal.
 
________ ________ 25. Files this form with other required papers in school office. (Records must be kept for three years.)