Minimizing Risk on Field Trips

Follow Administrative Approval Process

• Refer to and comply with all applicable school district board policies.
• Provide a full description of the proposed activity including:
  • School and sponsoring staff members
  • Educational purpose/benefit of the activity
  • Detailed information about the activities students will participate in
  • Means of transportation, meals, and housing (if applicable)
  • Estimated number of chaperones needed
  • Estimated costs
  • Preliminary trip itinerary
  • Alternative activity for students not attending
  • Student health related information and medication requirements
  • Any other special student needs
• Review field trip plan with building principal for preliminary approval.
• Submit to Superintendent and/or school board for approval if required.

Identify, Assess and Address Risks

• Based on the full description of all activities, consider and identify special hazards including activities on/in/near water, visits involving animals, remote locations, and overnight trips.
• Plan safe procedures and arrange for adequate supervision.
• Be familiar with facilities and equipment.
• Survey all areas students will be using and evaluate the site for potential hazards or specific requirements, and complete a written evaluation.
• Plan for student medical needs:
  • Determine specific student medical needs, including allergies, and how these will be accommodated.
  • Work with building nurse to conform to school district policy and procedures on administration of oral medications.
  • Ensure district medication forms are completed by parent/guardian as needed and be sure to provide completed forms to the person administering medication during fieldtrip.

Prepare for Emergencies

• Emergencies such as accidents, medical issues, lost students, and inclement weather can occur during field trips.
• Be familiar with emergency procedures, how to get assistance, and whom to contact in the event of an urgent situation.
• Ensure first aid trained adults are present and emergency equipment is always available.
• Medical insurance or student accident insurance is recommended for every student.

Inform Parents/Guardians and Obtain Informed Consent

• Share information about trip locations, activities, supervision, transportation, food, housing, costs, and potential risks. In order for a parent/guardian to provide an informed consent for their child to participate in a field trip, they must be aware of all activities and potential risks involved.
• More involved field trips such as overnight stays or out of country trips need more formal opportunities, such as at a pre-trip orientation, to allow parents to ask questions.

Communicate Expectations with Students

• Remind students that although field trips are out of the ordinary, all school rules apply on district-sponsored events.
• Clarify the importance of following directions, staying with the group and review what to do if separated from the group.

Select and Train Chaperones

• Students must be supervised at all times while at district sponsored events.
• Chaperones, if needed, should be assigned and have their duties clearly explained.
• In addition to supervising students, they are expected to comply with district policies, follow directions given by district supervising staff members, and model appropriate behaviors.
• Proper supervision includes presence and attentiveness, monitoring, and intervention, and responding appropriately to emergencies.
• Remember, if students cannot be seen, they are not being supervised.