Authorization

All school-sponsored trips must be approved in advance by the Principal.  The group leader is required to complete and submit the “School Trip Form” to the Principal. Normally, parents are asked to help defray the cost of trips. Refunds are not given after final reservations are made. 

Parental Permission

A permission slip and detailed information is sent home by trip leaders or sponsors in advance of the trip.  Signed parental permission slips are required for all trips. Trip leaders or sponsors must be informed in writing prior to the trip of any student medical concerns, issues, and currently prescribed medications being taken.  School personnel or adult chaperones are not permitted to hold in their possession or dispense student’s medications. Please see policy information below “For Students Needing Special Medical Attention.”

Transportation

Transportation is arranged by the teacher or trip sponsor.  The following rules and guidelines apply:

Transportation for field trips and long-distance as well as overnight trips will be commercially provided by licensed and bonded carriers whenever possible.  (A current copy of liability insurance must be on file at the school).    

Use of school buses requires that the driver have a commercial driver’s license and meet all other school requirements for bus drivers.

If transportation is provided for short trips by school personnel and/or parents, each driver must have a copy of a Driver’s License on file in the school office. Cars must not exceed the manufacturer’s recommended passenger load and seat belt laws must be observed at all times.  Firearms, explosives or other weapons are not allowed in any vehicles.

Chaperones

Chaperones must be at least 21 years old, approved by the group leader/sponsor, and submit background clearances to the main office prior to the trip.  Students will be supervised at all times. There will be at least 1 chaperone for every 10 students. Actual ratios may need to vary either upward or downward based upon individual trip factors.  Chaperones are on duty at all times. They are required to be active supervisors of the students and not passive observers.

Overnight Trips

Overnight trips present unique risks to students and personnel.  They often involve groups of both genders and different ages in a more intimate atmosphere than usual, more unstructured activities, and increased supervision demands for personnel.

Chaperones: Chaperones must be at least 21 years old, approved by the group leader/sponsor, and submit background clearances to the main office prior to the trip.  Students will be supervised at all times. There will be at least 1 chaperone for every 10 students. Actual ratios may vary either upward or downward based upon individual trip factors.  Chaperones are on duty at all times. They are required to be active supervisors of the students and not passive observers.  

Sleeping Accommodations: Sleeping arrangements during overnight trips must be made with caution and using good judgment.  Care must be taken to ensure that sleeping areas are clearly segregated between males and females. In a large dormitory situation, adults may be housed with students as long as there are at least two adults per room.  Adults are not to use community showers with students, nor should they be in any questionable state of undress in the presence of students.

The monitoring of clothes changing or showering of students is not to be supervised by a lone adult.  More than one adult must be present. All adult chaperones must understand that extreme caution must be exercised at these times so that no actions, words, stares or touch have the potential for misinterpretation.  Any disciplinary actions or conversations are to be carried out after the student has had the time to be properly dressed and must take place outside of the changing or bathroom areas.

In hotel situations, care must be taken when booking rooms.  A request must be made upon making reservations that, if possible, all of the rooms be on the same floor(s) or area of the hotel.  Hotels with doors that open to the outside should not be used. All rooms must be checked by the group leader before assigning them to avoid males and females having connecting doors.  Students must be informed and reminded of safety rules and security measures.  

Chaperones are on duty in the halls or cabins at night until after lights are out and all rooms are quiet.  Night security is required, and chaperones may retire after night security is on duty.  

Chaperones are to regularly check rooms until after lights out.  All doors are to remain unbolted and without security locks so that chaperones can enter with the room key unannounced at any time and students can exit to the hall and security guard/chaperones at any time. All keys are to be retained by the chaperones.  Taping of doors is recommended when possible.

Students Needing Special Medical Attention

For the safety and protection of students, CCA non-medical licensed staff are not permitted to administer physician-prescribed medications (PRN) to students, including but not limited to insulin, oral seizure medication, rectal diastat, and oxygen.  Parents/guardians may choose one of the following safety options for off-campus field trips:

The student may stay at the school in a setting assigned by the Principal.

One parent/guardian may accompany the student on the school trip to provide any necessary medical attention.  In this situation, the parent/guardian will be required to accompany the student during transport to and from the trip.

Parent/guardian may arrange for a chaperone (must be at least 21 years old and not a CCA staff member) to accompany the student on the trip to provide any necessary medical attention.  In this situation, the chaperone will be allowed to ride with the student in the school vehicle.