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UNION-ENDICOTT CENTRAL SCHOOL DISTRICT

Transportation Department

PLEASE CONTACT THE TRANSPORTATION DEPARTMENT AT LEAST 3 DAYS IN ADVANCE TO VERIFY THE BUS AND DEPARTMENT TIME.

FIELD TRIP REQUESTS

There are certain policies that are necessary on field trips to make them safe and enjoyable for all concerned.

When planning the trip and before the trip:

I. Field trip request forms should be submitted to the Transportation Department at least one week prior to the field trip date. You only need to submit one sheet per

request. Please be sure to note the number of passengers so you will get the

appropriate number of buses.

II. During the week, there are no buses available before 9:00 a.m. or between the hours

of 2:00 p.m.

III. By New York State law, a driver may not drive over 14 hours. Therefore, on any

trip that may go that length of time or over, we must do one of the following:

a. Provide a motel room.

b. Provide a room away from the trip for a rest or layover.

c. Send double drivers.

IV. By New York State law, no large bulky obstructions can be placed in the aisle or

under the seats. No objects shall be hung from the ceiling or the windows.

First-Aid kits, balls or other small items are permissible and should be placed in the seats. We do have buses equipped with luggage racks that can be requested if

needed.

V. On trips out of town, when more than one bus is going they will travel together.

VI. All stops including rest or eating that aren’t part of the regular trip, must be

authorized by the Transportation Department when the trip request is made.

VII. On long trips, if eating is absolutely necessary, the person(s) in charge is responsible

for the bus being clean by taking several large bags and cleaning all debris. However, eating is not permitted while the bus is in motion.

VIII. The teacher or person in charge should inspect the bus, letting the driver know if

anything is not in order.

IX. The trips and routes will be decided on before the trip starts and directions to

individual destinations should be discussed, with the safest route being followed.

X. The person in charge and driver should discuss what each expects of the children

on the trip and agree on procedures of discipline. If the person in charge is not able to control the students, the driver will assist. The driver will have the final word and authority for the safety of the group.

Union-Endicott Transportation Department

While on the bus trip:

I. The person in charge must have a list of all students on board with names

and addresses and phone numbers.

II. The person in charge should maintain discipline, driver assisting when

necessary.

III. The rules posted in the front of the bus and listed below are to be obeyed by

all passengers.

1. Observe same conduct as in the classroom.

2. Be courteous, use no profane language.

3. Do not eat or dink on the bus.

4. Keep the bus clean.

5. Cooperate with the driver.

6. No smoking or use of tobacco products.

7. Do not be destructive.

8. Stay in your seat.

9. Keep head, hands, and feet inside the bus.

10. Bus driver is authorized to assign seats.

11. No live animals will be transported on the bus.

12. No large parcels will be allowed on the bus.

13. No changing of clothing en route to or from a destination is permitted.

IV. If the driver must fuel the bus while on the trip, New York State law mandates

The bus is to be empty when doing so.

After the trip:

I. Person(s) in charge should again inspect the bus, being sure it is left in the same

Sam condition it was prior to the trip.

The Transportation Department hopes you will find this helpful in dealing with field trips and it will insure a more pleasant trip for all concerned.

UNION-ENDICOTT CENTRAL SCHOOL DISTRICT

Secondary Administrative Offices

Field Trips

(Curricular – Extra Curricular)

Teacher Responsibilities:

1. All field trips must be approved by Coordinator/Instructional Leader and Assistant Principal.

2. Advisors should submit field trip and school bus request forms to the building principal for approval. (Form D07 and D13) If a chartered bus is necessary, complete the school sponsored Chartered Bus Day Field Trip Form in lieu of the school bus request form.

3. Post field trip notice form on faculty bulletin board at least 10 days prior to the trip.

4. Hand out, collect and review Field Trip Teacher Recommendation From. Any teacher with concern about an individual student making the trip should confer with the advisor. If consensus cannot be reached, the teacher and advisor will consult with the principal

5. No trip will be scheduled which necessitates release from class time prior to October 1, after May 30, or during the month of January.

6. Make students aware of their responsibilities to subject teachers. (If appropriate, student should fulfill responsibilities before the trip. Students not fulfilling responsibilities within a reasonable time after a trip will lose credit for work not completed.)

7. Compile an itinerary and list to be left with building administrators of personnel and phone numbers who may be contacted incase of emergency.

8. If a problem occurs, notify the building administrator immediately.

9. Obtain permission slips for students to have completed and returned to you by the deadline.

10. At least one school personnel must stay with any student who is injured, requires hospitalization,

or for other reasons cannot accompany the group on their activities until a parent can arrive to pick up the student or until other arrangements are made with the parents to ensure the student’s safety.

11. In the event of a severe in fraction (i.e. illegal substances, unauthorized visitors, conduct violations, leaving

area of supervision etc.) the teacher will immediately contact the parent(s) and the building administrator.

12. Students will be chaperoned during all activities, including non-scheduled activities outside of the restrictive

environment.

13. Teachers are required to search the personal items (bags, purses, backpacks, etc.) of all students prior to

leaving for the event. Parents may be present at the initial search. Teachers may search student’s belongings,

if necessary at any time during the trip.

14. Only unopened food or drinks will be allowed.

Athletic Events

1. Athletic Department will post a list of names of students who will be participating in athletic contests which will necessitate release from class time at least 2 days prior to the date of the event.

2. Coaches will make students aware of their responsibilities to subject teachers.

Overnight Field Trips

1. All school sponsored overnight field trips need to be approved by the Coordinator/Instructional Leader, Building Principal, Assistant Superintendent, and Board of Education.

2. Submit a school sponsored overnight field trip form (D08) with all requested information included, ie school faculty members, volunteers, itinerary, all signatures to the Board of Education 30 days prior to the trip.

3. Post field trip notice form on faculty bulletin board at least 10 days prior to the trip.

4. Make students aware of their responsibilities to subject teachers.

5. Obtain permission slips.

6. At least one school personnel must stay with any student who is injured, requires hospitalization,

or for other reasons cannot accompany the group on their activities until a parent can arrive to pick up the student or until other arrangements are made with the parents to ensure the student’s safety.

Organizers/Chaperones of Over-night Student Field Trips

Pre-trip suggestions

- Host a required parent/student information night to review rules, procedures, details, etc.

- Provide a clear list of the rules and expectations (see below)

- All luggage and carry-on bags need to be screened by school staff before departure

- Students should either be told not to bring drink bottles or else these must all be

checked to make sure they are unopened bottles (if possible, consider having a

booster club or parent group provide snacks and bottled water for everyone on the

bus as an alternative)

- Provide the self-medication release form for students who will need to use this.

Other medicines must be held by the trip leader and recorded on the medical

forms.

- Provide parents and students with a suggested budget for food, souvenirs, and other

expenses. Emphasize the need to save enough money for the return trip and

safety/security with money and other valuables.

- Provide a suggested packing list and include such items as sunscreen, if

appropriate.

- If other adult chaperones are attending, they must fill out the UE volunteer form, submit it to the building principal, and have it BOE approved (allow time for this to occur). Meet with the chaperones to review their roles and

responsibilities. Remember that UE staff are ultimately responsible for all

aspects of student safety and behavior.

- Develop bus assignment and room assignment lists and provide copies for all

adults on the trip. Bring extra copies for the hotel check-in.

- Develop an emergency phone tree list and provide copies for all parents. While

cell phones are the primary means of communication between parents and

students, such a list can be invaluable in case of a true emergency where you

need to get a message to all parents quickly.

- If students will be going off in groups at a Park or other site, consider a list of their

cell phone numbers should you need to contact them or for them to periodically

check in with you.

-Complete all field trip paperwork far ahead of time and have the trip BOE

approved before beginning any trip sign-ups or fee collections.

- All fee collections should be accounted for through the extra-classroom account

procedures.

Suggested rules for students (in addition to the usual UE rules sheet for field trips)

- Limit luggage to 1 carry-on plus 1 bag for under-bus storage

- Must be able to carry their own luggage and they are solely responsible for it

- Luggage should be clearly marked for easy identification

- All school rules regarding language and behavior are in effect throughout the trip

and disciplinary procedures can be used if needed

- Emphasize “Tiger Pride” – representatives of the school wherever we travel

Hotel suggestions

- Visits between male-female rooms are not allowed at any time

- Consider having the hotel turn off the land line phones and any extra TV services so

that there are not extra charges made to the rooms.

- Announce a time each night when students must all be back in their rooms and

remain there for the night (It should be made clear to students that being out of

their rooms after this point is a major violation of trip rules.)

- Conduct a room check to make sure that everyone is in their room at this point

- Consider “taping” of the rooms as an added protection for students

- Remind students of the need to maintain quiet and be courteous while in their rooms

due to other paying hotel guests

- At the end of the trip, have students pack up their things but remain in their room

until a UE staff member does a room check. This ensures that students do not

leave valuables behind and that the room is in good condition in case the hotel

should claim there were damage charges due.

Miscellaneous

- Leave a copy of your itinerary, emergency numbers, etc. with the school office

- Be sure to count all students after each bus stop or activity to make sure that

everyone is accounted for. The UE staff must be responsible for this.

- Staff/chaperones should sit at various locations throughout the bus to provide

supervision

UNION-ENDICOTT CENTRAL SCHOOL DISTRICT

Secondary Administrative Offices

PARENT PERMISSION FORM

I give consent for my son/daughter to participate in the

(name)

FRENCH EXCHANGE trip to NIAGARA FALLS NY/CANADA

(organization) (where)

on Sunday, April 13th, 2014 .

(dates)

U-E has established the following guidelines for students’, parents’ and advisors’.

1. Students are expected to follow the UE Student Code of Conduct at all times during the trip. If any infraction of the Code of Conduct occurs, appropriate consequences will be enforced.

2. The chaperone will provide an itinerary and students will be expected to adhere to the itinerary.

3. There will be no visitation from peers (friends, students) who are not part of the field trip.

4. There will be no students of the opposite sex in each other’s rooms

5. Student is required to complete and hand in all parent permission forms and health forms prior to the field trip.

6. Students’ personal items will be searched.

7. Only unopened food and drinks may be allowed.

8. If a major discipline problem arises, the parent and administrator will be called. The student(s) may be restricted to the hotel room or if deemed necessary, the parent may have to come to pick the student up and take the student home or the student will be sent home on the next available bus at the parents’ expense.

| | | |

|Advisor’s Signature | |Parent’s Signature |

| | | |

|Student’s Signature | | |

| | | |

|Date | | |

| | | |

Groupwise Folder/Forms District/D08.4

04/08 Formerly Form D

UNION-ENDICOTT CENTRAL SCHOOL DISTRICT

FIELD TRIP FORM FOR CONSENT OF

MEDICAL TREATMENT, PROCEDURES & TESTS

|Student’s Name | |, | |

| |(Last) | |(First) |

|I | |, |being legally empowered to do so, as parent and /or |

|Guardian of | |hereby grant to the chaperone supervising the |

|French Exchange Niagara Falls |field trip, the right, in my behalf, to consent and give permission to any |

|Doctor or Hospital to make such examinations, give such anesthesia, render such treatment as they deem |

|necessary and advisable. | | | |

This consent is granted when an emergency situation exists, and I, the parent/guardian cannot be reached to

respond to the emergency.

|Signed | |

| | |

|Date | |

| | |

|Personal Insurance Policy: | |

|Employer through which policy is held | |

|Name of Insurance Company | |

|Group/Plan | |Number | |

| | |

|Parent Information: | |

|Parent contact telephone number | |

|Emergency contact telephone number | |

| Relationship to student | |

| | |

|List any allergies: | |

| |

| |

New York State requires us to have a doctor’s order and parent permission in order to hold onto or allow students to take any medication on our trip. If your son/daughter will need to take any medication during this field trip, he or she will need to pick up the appropriate form in the Health Office. This form must be completed by a physician and returned or faxed back to the student’s school. Please return this form to teacher/advisor as soon as possible.

Thank you for your cooperation.

UNION-ENDICOTT SCHOOL DISTRICT

FIELD TRIP NOTICE

(To be posted 10 days before date of trip)

The and will be

(Organization) (Teacher)

going to (Place)

on .

(Date)

Student will be absent:

ALL DAY 1st 2nd 3rd 4th 5th 6th 7th 8th 9th

NAME GRADE NAME GRADE

Form B

UNION-ENDICOTT CENTRAL SCHOOL DISTRICT

Secondary Administrative Offices

FIELD TRIP TEACHER RECOMMENDATION FORM

(Completed by student and return to advisor)

Organization

Advisor

Student Name

Field Trip

Date of Trip

PERIOD COURSE TEACHER RECOM’D COMMENT

1.

2.

3.

4.

5.

6.

7.

8.

9.

UNION-ENDICOTT CENTRAL SCHOOL DISTRICT

TRANSPORTATION DEPARTMENT

REQUEST FOR SPECIAL BUS TRANSPORTATION

* * * * * * * * * * * * * * *

|INFORMATION: |

|1. |NO BUSES ARE AVAILABLE FROM 7 TO 9 AM OR FROM 2 TO 4 PM MONDAY – FRIDAY. |

|2. |ALL REQUESTS MUST BE SUBMITTED TO TRANSPORTATION ONE WEEK PRIOR TO TRIP |

|3. |ALL BUSES MUST HAVE SCHOOL STAFF OR DESIGNATED ADULT SUPERVISION ON BOARD. |

| |

|* * * * * * * * * * * * * * * |

| | | | |

|INDIVIDUAL MAKING REQUEST | |DATE OF REQUEST | |

| | | | |

|PURPOSE OF TRIP | |DEPT/GRADE | |

| | | | | | |

|DATE OF TRIP | |PICKUP TIME | |PICKUP AT | |

| | | | |

|NUMBER TRANSPORTING | |DESTINATION | |

| | | | |

|ORIGIN DEPARTURE TIME | |DESTINATION ARRIVAL TIME | |

| | | | |

|DESTINATION DEPARTURE TIME | |ORIGIN ARRIVAL TIME | |

| | |

|PRINCIPAL APPROVAL | |

| | |

|SPECIAL INSTRUCTIONS | |

| |

| |

|PLEASE CHECK IF REQUESTING A BUS WITH LUGGAGE COMPARTMENTS |

| |

|BUDGETED TRIP GRADE LEVEL DEPARTMENT___________________________ |

| |

|INVOICED TRIP BILLED TO___________________________________________ |

| |

|GRANT TRIP CHARGED TO________________________________________ |

| |

| |

| |

| | | | | |

Groupwise Folder/Forms District/D13

04/09

UNION-ENDICOTT CENTRAL SCHOOL DISTRICT

SELF-MEDICATION RELEASE FORM

Dates

Child’s Name:

Has been instructed in the proper use of the following medication procedures:

We (Physician’s signature)

and (Parent or Guardian’s signature)

request that (Child’s name)

be permitted to carry the medication on his/her locker or P.E. locker, as we consider him/her responsible. He/she has been instructed in and understands the purpose and appropriate method and frequency of use.

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