1. Field Trips, Excursions and Outdoor Education Regulation No. 2320R
Instruction
FIELD TRIPS, EXCURSIONS AND OUTDOOR EDUCATION
As per Policy 2320, the Board recognizes the educational value of appropriate field trips and
excursions. In all cases, the safety and well being of staff, students and chaperones shall be a
primary concern.
1. Preplanning Requirements for Field Trips, Excursions or Outdoor Education
A. Complete field trip approval form - (Form 2320F1- Step 1).
B. Certificated staff sponsor shall be familiar with location and any hazards or dangers.
C. Behavior and safety standards shall be reviewed with students before departure.
D. One chaperone shall have responsibility for first aid.
E. Facilities for meals, play areas and restrooms shall be considered.
F. A certificated teacher shall accompany students on field trips.
G. A minimum of two supervisors must accompany each class. Preferred ratio of 1:10 staff,
parent, or other adult chaperones to students.
H. For overnight field trips chaperones should be of each gender.
I. All chaperones who volunteer to accompany students must have a valid volunteer
application on file at the office of Communications and Volunteers at the Puyallup
School District Education Service Center.
J. All signed approval forms and field trip records shall be kept on file at the school per the
Records Retention Schedule.
K. Staff members and sponsors shall obtain competitive pricing to assure maximum student
participation at the lowest possible cost.
After a field trip has been approved and at least one week prior to the trip, advance written
notice (Form 2320.2 curriculum related activities or Form 2320.3 non-curriculum related
activities) will be sent to the parents or guardians of each student who is expected to
participate.
2. Transportation
School district transportation shall normally be used to transport participants. The use of
licensed commercial carriers will be arranged by the school district transportation department
absent the availability of district buses or drivers. To request school district transportation,
complete NCR form BA67 – Request for Field Trip form and send to the Transportation
Department. Transportation by non-employee adult licensed drivers in private automobiles
requires the specific approval of the Principal (Form 2320F5). Students may not ride in
private vehicles that do not have seat belts for each passenger. No vehicle with a rated
capacity of greater than ten passengers, other than a school bus, may be used to transport
students. Each non-employee volunteer driver must complete Form 2320F5. If a volunteer
driver will be driving on more than one day, the volunteer must provide an Abstract of
Driving Record (ADR) from the Department of Licensing for review by the District to ensure
the individual has an acceptable driving record. Employees who transport students in their
own vehicles for school sponsored events, must complete “Staff Request for Authorization to
Transport Students” Form 2320F6.
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2. Field Trips, Excursions and Outdoor Education Regulation No. 2320R
Instruction
3. Types of Field Trips
Four types of field trips or extended learning experiences are recognized (in-state not
overnight, in-state overnight, out-of-state, and international travel). Each requires various
levels of preparation and approval.
A. In-State Not Overnight
1. Prior approvals processed thirty (30) school days prior to field trip, contest or
performance, etc. (Prior approval form). A prior approval form is required for each
accompanying adult whose expenses will be paid or reimbursed, including all part-
time or full-time district employees, supervisors, chaperones, and community
volunteers.
2. Principal approval (Form 2320F1)
3. Chief Academic Officer (Regional Learning Community 1, 2, or 3) approval
4. Director of Athletics approval
5. Parent notification – written consent form is required for all field trips, contest or
performance, etc. (Forms 2320F2 for curriculum related activity or 2320F3 for non-
curriculum related activity).
B. In-State Overnight
1. Prior approvals processed thirty (30) school days prior to field trip, contest or
performance, etc. (Prior approval form) A prior approval form is required for each
accompanying adult whose expenses will be paid or reimbursed, including all part-
time or full-time district employees, supervisors, chaperones, and community
volunteers.
2. Principal/Designee approval (Form 2320F1)
3. Chief Academic Officer (Regional Learning Community 1, 2, or 3) approval
4. Director of Athletics approval
5. Superintendent approval
6. Parent notification and written consent form (Forms 2320F2 curriculum or 2320F3
non-curriculum activity).
C. Out-of-State (ALL States)
1. Prior approvals processed sixty (60) school days prior to field trip, contest or
performance, etc.. (Prior approval form and Form 2320F1-Step 1). A prior approval
form is required for each accompanying adult whose expenses will be paid or
reimbursed, including all part-time or full-time district employees, supervisors,
chaperones, and community volunteers.
2. Principal/Designee approval (Form 2320F1)
3. Chief Academic Officer (Regional Learning Community 1, 2, or 3) approval
4. Director of Athletics approval
5. Superintendent approval
6. School Board approval – presented at a Board meeting by an administrator or the
requesting staff member
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3. Field Trips, Excursions and Outdoor Education Regulation No. 2320R
Instruction
7. Washington Interscholastic Athletic and Activities Association (WIAA) approval
must be requested and approved, when appropriate.
8. Parent notification and written consent form (Forms 2320F2 curriculum related
activity or 2320F3 non-curriculum related activity)
D. International Travel
Approval of international travel shall be subject to the United States Department of State
travel warnings. Travel warnings are issued when the state department decides based on
all relevant information, to recommend that Americans avoid travel to a certain country.
No District sponsored international travel will be approved to any country as long as the
worldwide caution (travel warning) is in effect.
1. The staff member must submit to the Principal a written request for approval (Form
2320F1- Step 1), including purpose, supervision, itinerary, cost, housing, and student
costs six (6) months prior to date of the trip and before any fundraising,
expenditures, or signing of contracts or agreements.
2. After approval by the Principal, all requests for both single and multi-school trips
shall be approved by the Superintendent at least sixty days (60) prior to the School
Board meeting.
3. All requests will be presented at a regularly scheduled School Board meeting. An
administrator or the requesting staff member shall attend the Board meeting to answer
any questions.
4. Washington Interscholastic Athletic and Activities Association (WIAA) approval
must be requested and approved, when appropriate.
5. After approval by the Board, a written description of the international, overnight field
trip shall be sent to the parent. All such international trips are optional. Parent
consent is required.
E. Outdoor Education Camp
1. The proposed curricula for the outdoor education camp shall be presented to teachers
at least one (1) month prior to the session.
2. Information to parents regarding fees, special clothing, dates, supervision of
activities, and other duties shall be sent to parents at least one (1) month prior to the
session. The parent must sign a consent form (Form 2320F2).
3. Student must purchase accident insurance or provide evidence of health insurance
and/or family accident insurance.
4. Students who are unable to pay the fees may be granted a waiver if they meet the free
and reduced lunch guidelines.
3. Students Not Participating in Field Trip
A. If field trips are conducted during school time, students who do not participate for any
reason shall be given the opportunity to engage in meaningful experiences at school.
4. Students Absent for Participating in Field Trip
A. Students who participate in school sponsored field trips are considered to be
“excused” and will not be penalized because of their participation.
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4. Field Trips, Excursions and Outdoor Education Regulation No. 2320R
Instruction
B. Students are expected to make up any work missed.
5. Trips not Sponsored by Puyallup School District
If a staff member or staff member(s) organize a trip not covered by this Policy, the trip will
be considered non-School District sponsored. Responsibility and liability rests with the
organizer(s) and the travel providers involved. To safeguard the School District from
liability, the following procedures shall be followed:
A. Staff members shall not take time from instruction to organize or take such trips.
B. No District information or equipment may be used by staff members in planning or
promoting such a trip.
C. Parents shall be clearly informed that the trip is not sponsored by the Puyallup School
District, and material developed to advertise the trip shall clearly state this fact.
D. There shall be no relationship between a student’s involvement in travel and course
grades or credit.
E. Any school facility use must be done in accordance with Policy 4260.
6. Emergency Procedures for Field Trips
A. First aid kit on location on all field trips.
B. In any emergency call 911 or local emergency number.
C. Notify building Principal and Superintendent about any emergency.
D. Notify contacts as per student’s emergency card.
E. Secure names, addresses, and phone numbers of witnesses.
F. An accident report must be completed and submitted.
G. Medical release forms should be copied for all chaperones. (Form 2320F4)
7. Water related field trips
The scheduling of swimming, boating, or other water-related activities must be instructional
in nature and under the direct supervision of an adequate number of certificated lifeguards.
A. The following lifesaving equipment must be on site: first aid kit, extension pole, ring
buoy with line, blankets and whistle.
B. An adult to student ratio of 1:7.
C. One supervisor must be a certificated lifeguard.
D. In lieu of a supervisor being certified in lifeguarding, the supervisor may use a person at
the site that is certified in lifeguarding. Said certification should be documented with the
field trip supervisor.
8. Field trips taken near water
When field trips will be held where students may reasonably be judged to have access to
bodies of water or other recreational facilities, staff must provide adequate supervision.
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5. Field Trips, Excursions and Outdoor Education Regulation No. 2320R
Instruction
Cross References:
Form 2320F1: Field Trips, Excursions and Outdoor Education – Step 1
Form 2320F2: Consent form for curriculum related activities
Form 2320F3: Consent form for non-curriculum related activities
Form 2320F4: Student personal medical insurance coverage
Form 2320F5: Approval for the use of private vehicle
Form 2320F6: Staff request for authorization to transport students
BA67- Request for transportation to support field trip
Policy 5630 Volunteers
Policy 6213 Reimbursement for Travel Expenses
Policy 6630 Driver Training and Responsibility
Revised 10-21-08, 12-09-08
Cabinet Reviewed 12-09-08
Superintendent Approved 12-09-08
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