Field Trip Information
Organizing a field trip?


We encourage you to print out the Field Trip Information checklist (RSK-F106F) to assist you in completing the necessary paperwork for your field trip.

Please note:  All drivers must abide by the new laws and regulations of California Vehicle Code and the Department of Motor Vehicles.  Submit all packets with the necessary information to the Segment Administrator for review and/or approval.  

On the day of the trip, changes to the rosters and/or transportation lists should be submitted to the Transportation Office, Segment Administrator, field trip coordinator and to the driver(s).  Parent permission forms and rosters are carried by the field trip coordinator on the trip. 

Common Field Trip Types:

  • Local Trips (Up to 50 miles)
  • Out-of-Town (Over 50 miles)
  • Overnight Trip

Use the to find your forms.

Important:  Keep all field trip documents on file at the site for at least two years.

More Field Trip Types:

Field Trip Involving Swimming or Wading –additional forms are required:

  • Segment Administrator Approval (6 weeks prior to trip)
  • Lifeguard Certificate and specific Chaperones ratios are required per Board Policy AR 6153
  • Certificate of Insurance from private pool owner required per Board Policy AR 6153

Use the to find your forms.

Field Trip Involving Unusual Activities – additional forms are required::

(High risk activities such as rafting, snorkeling, rock climbing, skiing, etc.)
  • Segment Administrator Approval (6 weeks prior to trip)
  • Risk Management Approval (Must be submitted 6 weeks prior to trip)
  • Itinerary
  • Special Parent Waiver may be required
  • Special Event Liability Insurance Application (RSK-F105B) may be required

Use the to find your forms.


Field Trip Request Form (RSK–F106A)  (Must be typed in order to present to the Board)

  • Principal Approval
  • Segment Administrator Approval (Must be submitted 6 weeks prior to trip) The Segment
  • Administrator’s Office requires this extra time to prepare the Board Agenda item.
  • Risk Management Approval (Must be submitted 6 weeks prior to trip)
  • Chief Business Officer Approval
  • Board Approval (Trips not submitted to Segment Administrator 6 weeks prior to trip will be considered automatically rejected by the Board)

Use the to find your forms.

Important Information


Bus Transportation:  Only buses licensed to carry school children can be used.  Check with Transportation Services for availability or a list of approved bus companies for rental information.

Van Transportation:  Vehicles designed to hold more than ten people, including the driver, are not allowed regardless of the number of people riding.  There will be no secondary liability coverage by the district or their insurers for any such vehicles.  The district will not pay for nor be responsible for any collision or comprehensive damage to the vehicle.  (A 10-14 passenger van with seats removed does not qualify to carry students – See annual bulletin on vehicle restrictions) 
Limousines are discouraged; if used, they must comply with van transportation requirements and have seatbelts.
Private Vehicle Transportation: Secure the “Volunteer Personal Automobile Use Form” for each vehicle.

Car Seats and Boosters:  If a child is transported in a vehicle and meets the criteria of under 8 and under 4’ 9”, they are required to be in a car seat or booster seat.  The regulation does not apply to buses.  Here is the link to the CHP site regarding the law.   LINK to CHP

Trips involving water or water activities including swimming or wading  All certificated employees and adults associated with the trip are to be familiar with District policies/regulations including Board Policy AR 6153:
Swimming facilities, including backyard pools, must be inspected by the principal and teacher before the trip is scheduled.  Owners of private pools must provide a certificate of insurance, designating the district as an additional insured, for not less than $500,000 in liability coverage.

Lifeguards must be designated for all swimming activities. If lifeguards are not provided by the pool owner or operator, the principal shall ensure their presence. Lifeguards must be Red Cross certified or equivalent and must be at least 21 years old.

The ratio of adult chaperones to students shall be at least one to ten. In grades 4-6, this ratio shall be one to eight. In grades K-3, this ratio shall be one to four.  Specific supervisory responsibilities shall be determined in advance to accommodate the varying swimming abilities of students. These responsibilities shall be clarified in writing and reviewed verbally before the trip.

Emergency procedures shall be included with written instructions to adult chaperones and staff.

Staff and chaperones assigned to supervise students must wear swim suits and know how to swim.  The principal may require students to wear flotation devices, depending upon their age and swimming ability.  A buddy-system or other means of surveillance shall be arranged in advance and strictly enforced during swimming activities.

Unusual Activities, certain water or high risk activities (examples: rafting, snorkeling, rock climbing, skiing, etc.) may not be approved or a special parent waiver may be required.  Prior to signing a contract or waiver with a vendor, submit a copy  to Risk Management for review and approval.

Out-of-State or Out-of-Country Trips: To be forwarded to Associate Superintendent (Six Weeks prior to trip) along with the Field Trip Request form:  (1) Completed Out-of-State/Out-of-Country Form  (2) Pertinent information required for completion of the agenda item:  reason for trip, itinerary, accommodation information including facility name, address, phone number, etc. and funding source for cost of trip and transportation