Handbook Highlight- Field Trips/Conference Requests

FIELD TRIPS/CONFERENCE REQUESTS 

(Educational Study/Recreational Trips) 

Teachers are encouraged to use educational study trips or recreational trips to augment their instructional programs. Here are just a few things to remember.

Planning the Educational Study/Recreational Trip

1. See that the educational study trip meets the anticipated learning experiences and objectives of the class. 
2. Transportation 
1. If transportation is to be provided by the district, please see the assistant principal’s secretary for a Transportation Request form which must be completed, signed by an administrator and sent to the district transportation office fourteen school days in advance. 
2. If you are planning to drive your personal vehicle to transport students, you must submit the following to the Transportation Department: 
1. A Department of Motor Vehicle driver's printout 
2. Vehicle to be used must be checked out by Transportation 
3. A copy of your insurance coverage
3. Release Forms 
1. An approval form must be submitted. This form may be obtained from the secretary to the assistant principal of curriculum. 
2. A "Parent Permission and Emergency Medical" form #91601 must be completed for students transported from the school premises on a school activity. 
3. A list of students planning to attend the field trip is to be given to the faculty "five days" prior to the event and should include the date and time of absence, name and location of activity, and the teacher making the request. 
4. The day of the field trip a list of students who actually attend the field trip is to be given to the Attendance Office before 3:00 P.M. so that the next day's attendance sheet that is provided to the faculty will be accurate. 
5. All staff must be contacted by e-mail five (5) school days prior to the field trip. Included in this contact should be a list of all students participating in the field trip. 
4. Extended Field Trip 
1. Defined as one which is beyond contiguous counties and C.I.F. Southern Section boundaries and requires an overnight stay on the part of students. 
2. A board back-up memo and itinerary has to be submitted by Valencia's secretary to the Assistant Principal of Curriculum and then to the district "at least 45 days" prior to an Extended Field Trip. All backup information and completed documentation must be to the secretary eight (8) weeks (two months) prior to the planned trip. 
3. There should be at least one adult chaperon for every 12 students. A high school principal, assistant principal or activities/athletic director must accompany the group if over 50 students. 
5. Extended Tours 
1. Should be planned a minimum of six months prior to the trip. All documentation and backup material must be submitted for school board approval. The trip must have district approval prior to any fund raising in support of the trip. (See Board policy and Assistant Principal of Curriculum’s secretary for detailed information.) 
6. Planning Conference Requests 
1. A district conference request form, a conference enrollment form and conference verification must be completed and submitted to the secretary to the Assistant Principal of Curriculum 6 weeks prior to the conference. 
2. Hotel reservations and/or advance conference registrations shall be made by the teacher upon approval of the conference by the Assistant Principal of Curriculum. 
3. The "Conference Request Form" must be completed after returning from a conference and returned to the district office within 5 working days. 
4. Reimbursement for cash out-of-hand usually takes 6-8 weeks after the return of the "Conference Request Form" to the district.