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Get Ready, Get Set, Go!ACES Field Trip Checklist

COVER PAGE

Fax completed form to ACES office @ 370-2380 within 7 business days of receiving Transportation and SNS invoice.

School:

Field Trip Date:

Destination:

Trip Budget: ____ Students x $8 Activity Fee = $_________ + $150/bus = $________+ 411 Funds $________ = $_________ A More for rural schools B C A+B+C

Expenses Cost Budget Code Cost Estimate Actual Cost

Admission Fee _____ x $______ 6.5504.701.333.xxx.000.00

Admission Fee _____ x $______ 6.5504.701.333.xxx.000.00

Bus Transportation Use Transportation Cost Estimate Spreadsheet

6.5504.701.333.xxx.000.00

Memento/Souvenir _____ x $______ 6.5504.701.411.xxx.000.00

Lunch Budgeted $5.25/Person for All-Day B = $1.25 L = $3.00 S = .75 _____ x $______

6.7200.701.459.xxx.000.00

TOTAL

I used the Get Ready, Get Set, Go! ACES Field Trip Checklist when planning and conducting this ACES field trip to ensure:

I planned a safe, appropriate and enriching experience for the ACES children for which I am responsible.

I provided activities that are clearly connected to engaging ACES students in meaningful learning experiences which cannot be provided in the school setting and that provide one or more of the following opportunities: expose ACES children to new ideas and experiences, enhance their cultural education, teach them about multicultural and community events and practices, and/or learn a new skill.

I followed Guilford County Schools policies and procedures.

I met expectations for an ACES field trip.

Site Coordinator: _________ Date: ___________

1. Check off checklist items as they are completed.

While checklist items are grouped in planning, preparation, and implementation categories, the items are not listed in the exact chronological order in which they will be completed.

Although this is a comprehensive checklist, it is not inclusive of all steps required for a field trip. There will be additional items that require the site coordinator’s attention to ensure a safe and successful field trip experience.

2. Write N/A for items that are not applicable to trip.

3. When all items on checklist have been completed, sign Cover Page.

4. Fax the signed Cover Page and Field Trip Reflections page to the ACES office @ 370-2380 within the time specified.

5. File the completed checklist and associated documents in the Quality Programs and Care notebook, behind the Field Trips tab.

September 2009 Credits: CMS ASEP Procedures, NC-DCD Supervision Series: GET READY, GET SET, GO! checklist 1


FIELD TRIP REFLECTIONS

Fax completed form to ACES office @ 370-2380 within 7 business days of field trip.

School: _________ Field Trip Destination: _____________

Have staff discuss the questions below with their group and record the students, and their own, thoughts and observations about the trip, on the day of return or no later than the following day. Site coordinator reviews staff/student reflections, summarizes the comments onto one form, and adds his/her own reflections to the one form submitted to the ACES office.

1. What activities did the children enjoy? Be specific regarding grade of children.

2. What activities did the children NOT enjoy? Be specific regarding grade of children.

3. What went well?

4. What did not go well?

5. What could we have done before the trip to make this a more enriching, positive experience for our children?

6. What should we add to our list of things to take on future field trips?

7. Would this be a good site to visit again?



GET READY . . .

Documents on ACES Forms and Documents Web Page

Field Trips Activity Bus Request Procedure Activity Bus Trip Request Form AS-28 Field Trip Change Field Trip Checklist Field Trip Information/Permission Slip Request to Sponsor a Field Trip in ACES Transportation Zone Supervisors

Transportation Cost Estimate Spreadsheet Plan Ahead

Review Guilford County Schools Board of Education Field Trips Policy IFCB and Procedure IFCB-P (GCS website and Quality Programs and Care notebook, behind Field Trips tab)

Review Guilford County Schools Board of Education Student Wellness Policy IHB and Procedure IHB-P (GCS website and Quality Programs and Care notebook, behind Health and Safety tab)

Review SACERS Items 20 – 17 (pages 19 – 22, Activities), and Item 40 (page 31, Use of community resources). Quality indicators in the Good and Excellent columns are especially helpful

Identify the purpose and concepts (reasons and ideas) for the trip

Identify funds available for field trip (xxx= school’s code number)

Budget Code 6.5504.701.333.xxx.000.00 Bus transportation, admission fees Budgeted $150 per bus + $8 All-Day Activity Fee for 80% of enrollment

Budgeted more per bus for schools in rural area, contact ACES office for more details.

Budget Code 6.5504.701.411.xxx.000.00 Field trip memento/souvenir

Budget Code 6.7200.701.459.xxx.000.00 Field trip lunch Budgeted $5.25 for 80% of enrollment (B, L, S) Remember: All afternoon snacks, All-Day breakfasts and All-Day lunches are paid from this account.

Identify appropriate field trip destinations

1. Destinations and activities must be appropriate for kindergarten through 5th grade students attending a public school after-school program – specifically Guilford County Schools ACES

2. ACES Approved Resources List (Quality Programs and Care notebook, behind Field Trips tab) has information about many low-cost, interesting, enriching trips.

3. If considering other destination, contact Coleen Nardoci to ensure destination is appropriate for ACES.

Submit Request to Sponsor a Field Trip in ACES (ACES Forms and Documents Web page) to Principal and obtain approval to move forward with plans

Whenever possible, it is helpful for the site coordinator to drive his/her car rather than ride on the bus.

1. This enables the site coordinator to travel independently if an ambulance or emergency vehicle must transport a child for medical treatment.

2. If staff numbers require the site coordinator to ride on the bus to maintain required child to staff ratios, short distance trips should be scheduled and a back-up plan for emergencies must be arranged with the principal.

Set preliminary schedule for the day

Review and follow Activity Bus Request Procedure (ACES Forms and Documents Web page)


http://www.gcsnc.com/programs/aces/FieldTrips/Transportation%20Cost%20Estimate%20Spreadsheet.xls

http://www.gcsnc.com/programs/aces/FieldTrips/Transportation%20Zone%20Supervisors%202008-09.doc

http://www.gcsnc.com/programs/aces/FieldTrips/Request%20to%20Sponsor%20a%20Field%20Trip%20in%20ACES.doc

http://www.gcsnc.com/programs/aces/FieldTrips/Field%20Trip%20Information%20and%20Permission%20Slip.doc

http://www.gcsnc.com/programs/aces/FieldTrips/Field%20Trip%20Checklist.doc

http://www.gcsnc.com/programs/aces/FieldTrips/Field%20Trip%20Change%20Form.doc

http://www.gcsnc.com/programs/aces/FieldTrips/Activity%20Bus%20Request%20Form%20AS-28.doc

http://www.gcsnc.com/programs/aces/FieldTrips/Activity%20Bus%20Request%20Procedure.doc


1. ACES uses Form AS-28

2. Determine number of buses needed

3. A regular activity bus has a capacity of 66 children. Adults and large children should be counted as two children.

Email Transportation Zone Routing Specialist or Supervisor (ACES Forms and Documents Web page) regarding desire to reserve an activity bus for a field trip, include:

1. Date of trip and approximate departure and return times

2. Number of buses needed

3. Preliminary plans

4. Whether names and contact information of bus drivers willing to drive are needed

5. If site coordinator has bus drivers who have agreed to drive, include drivers’ name (good source may be the school’s regular school bus and field trip drivers)

Ensure program has a Guilford County Schools Open PO for Transportation Services

1. Budget Code 6.5504.701.333.xxx.000.002. Use same PO for all Transportation Services expenses during school year, increase/decrease amount as needed

3. Example in Business Management notebook, behind Transportation tab

4. PO filed in Budget and Financial Reports notebook behind 333 391 – Field Trip Expenses tab

Ensure program has a Guilford County Schools Open PO for School Nutrition Services

1. Budget Code 6.7200.701.459.xxx.000.00

2. PO should be adequate for after-school snacks (if less than 50% of school enrollment receives free and reduced-priced meals), breakfast and snacks on All-Days, and All-Day lunches that will be gotten from the school cafeteria during school year

3. Example in Business Management notebook, behind Meals and Snacks tab

4. PO filed in Budget and Financial Reports notebook behind 459 – Snacks and Meals tab

5. Use ACES Procurement Card – LUNCH to pay for All-Day lunch from an approved source other than School Nutrition Services. Follow GCS Procurement Card Usage Procedures and Guidelines.

Gather Information About Destination

Contact the site to arrange for visit. If site coordinator cannot visit, gather detailed information about the site from the contact person, web site, and/or other site coordinators who have taken field trip to the site.

Plan how to get to the site (transportation method and route) and the travel time each way www.mapquest.com is a great resource

Decide if the site activities fulfill the purpose of the trip

Determine which activities at the site are appropriate for students in each grade level (K-5)

Learn how much time should be allowed for a good visit

Learn how much the fees are for students, adults, staff, and chaperones

Learn if site has specific child to staff ratio requirements

Learn if site has low-cost memento/souvenir that can be purchased for students (not required)

Determine if site will accept a GCS Purchase Order for admission fees and memento/souvenir

1. If the site person states that fees must be paid in advance or at time of visit, or that a GCS PO cannot be accepted, get name and contact information of the site’s supervisor

2. Contact site supervisor to determine if GCS PO procedure can be used

3. Contact ACES office if site will not accept a GCS POSeptember 2009 Credits: CMS ASEP Procedures, NC-DCD Supervision Series: GET READY, GET SET, GO! checklist 4

http://www.mapquest.com/


4. If GCS PO cannot be used, determine if principal will allow school treasurer to write check to “front” the money. (ACES Business Management notebook, School Accounting Procedures)

Learn if fee is charged for number of participants on reservation/PO or for actual number of participants

Learn if change will be provided when check is submitted or if a refund check will be mailed to site coordinator

Understand the rules and regulations of the site

Obtain brochures, posters, etc. about the site to show the students

Check for safe physical environment at the site

Locate restrooms, water fountains, and emergency phones

Know the field trip site’s emergency evacuation plan

Ask if various sensory experiences are offered for program’s special needs children

Locate accessible ramps, parking areas, paths, restrooms, etc. if needed

Confirm name and contact information of person with whom trip will be coordinated



1. Name

2. Phone number

3. Cell number

4. Email

Trip Memento/Souvenir

Determine if low-cost field trip memento/souvenir will be provided to students, and if yes, when the gift will be distributed

Collect price information and determine vendor from which memento/souvenir will be purchased Prepare GCS PO for memento/souvenir

1. Budget Code 6.5504.701.411.xxx.000.00

2. Use ACES Procurement Card – SUPPLY to pay for field trip memento/souvenir following GCS Procurement Card Usage Procedures and Guidelines.

Determine Cost of Trip Use information gathered to determine cost of trip Use Transportation Cost Estimate spreadsheet (ACES Forms and Documents Web page) to calculate

approximate cost of bus driver and activity bus Post estimated costs on cover page of Get Ready, Get Set, Go! ACES Field Trip Checklist

Reserve Activity Bus Follow directions on Activity Bus Request Procedure (ACES Forms and Documents Web page) Complete GCS Activity Bus Request, Non-Athletic Events (AS-28 10/03) (ACES Forms and Documents Web page)

Obtain principal’s signature Fax GCS Activity Bus Request to Transportation Office @ 370-8930 following Activity Bus Request Procedure If use of charter bus (motorcoach) is considered, obtain GCS Motorcoach Contract information from Principal

GET SET . . .

Prepare Parent Information

Prepare GCS ACES Field Trip Information/Permission Slip (ACES Forms and Documents Web page)

1. Fill in all information on the top half of the form.

2. On the bottom half, fill in the Destination, Trip Date and School information.

Submit ACES Field Trip Information/Permission Slip to Principal for approval

Prepare copies of ACES Field Trip Information/Permission Slip for distribution to parents

1. Print a copy for each group. After writing in each group leader’s name on a separate copy, make copies for each group.

2. Have each group leader write in each of their students’ name in the designated space on the bottom half of the form.

Prepare field trip information for ACES newsletter and/or parent memo. Include information about:

1. Purpose of trip, destination

2. Appropriate dress, need for sweaters, coats, raincoats, hats, gloves, etc.

3. Items students can and cannot bring on the field trip. Be sure parents know that children do not need any money as children will not make purchases on the trip.

Submit ACES newsletter and/or memo to Principal or Principal Designee for review and approval



Inform Parents

Inform parents of field trip information through ACES newsletter and/or memo

Have group leaders distribute ACES Field Trip Information/Permission Slip to parents and to obtain parents’ signature to document parent received information (See Get Parent Approval section below)

Remind parents that students may not attend on the ACES All-Day if the ACES Field Trip Information/ Permission Slip is not returned by the deadline

Use ACES All-Day poster to remind parents of field trip information and deadlines

Chaperones

Determine number of chaperones, if any, are needed for field trip

1. Before asking chaperones to serve, ensure the principal approves of the specific parents/guardians/persons the site coordinator is considering asking to serve as chaperones.

2. Chaperones assist with loading/unloading items onto the bus, aiding students, assisting students in trip activities, distributing lunch and/or snacks, monitoring children, etc.

3. Chaperones are not official supervisors of the children. ACES staff members are responsible for this.

4. ACES funds may be used to pay the chaperones’ field trip admission fees.

5. Chaperones may ride the bus at no cost, or drive their own car at their personal expense.

6. A list of chaperones who will ride the bus must be submitted to the principal.

Invite parents/guardians to serve as chaperones and ensure they understand their role.

Parents who only want to attend to their child or their child’s friends are not considered chaperones, and must pay their admission fee directly to the site. If space is available on the bus, the principal determines if these parents are permitted to ride on the bus. If they are, a list of the persons must be submitted to the principal.

Get Parent Approval and Collect ACES All-Day Activity Fee

Provide copies of approved ACES Field Trip Information/Permission Slip to group leaders

Have Group Leaders distribute the ACES Field Trip Information/Permission Slip to parents, and to get the parents to sign the Distribution of ACES Information Roster (ACES Forms and Documents Web page)

Check off the parent’s name on the Distribution of ACES Information Roster when the parent returns the signed ACES Field Trip Information/Permission Slip.

Post and collect ACES All-Day Activity Fee from parents whose children are participating in the field trip. The activity fee is waived for students who have a DSS or other agency child care voucher. Parents may pay fee in “installments” as long as full activity fee is received before field trip. Enter payment in SchoolCare and deposit funds along with other ACES funds collected on the same date, following ACES Accounting procedures.

Post reminder of submission deadline on ACES All-Day poster

A minimum of 4 days prior to the submission deadline, have group leaders speak to parents who have not returned the ACES Field Trip Information/Permission Slip and payment. Additional forms should be available so parents can easily complete and submit the form.

Keep signed permission slips at the site for the duration of the school year

Checks from Treasurer

If school is “fronting” money and writing checks for field trip admission fees:

1. Two weeks before field trip, submit appropriate School Accounting Purchase Requisition/Purchase Orders to Principal following directions in (ACES Business Management notebook, School Accounting Procedures)



2. Two days before field trip, provide treasurer the exact numbers and amounts for each School Accounting Purchase Requisition/Purchase Order

3. If change will be provided by vendor, it is best to have check written for a few extra children so a late parent can be accommodated if site coordinator thinks this is warranted.

No later than the afternoon before the field trip, the treasurer will provide the needed checks to the site coordinator

Prepare the Children

Talk to the students ahead of time about the field trip. Make sure they know what it will involve. For each group, include complementary introductory and follow-up activities to the field trip on the Daily

Activities Plan during days/weeks before and after the visit (ACES Forms and Documents Web page) Prepare the ACES All-Day Program Activities Plan for the day (ACES Forms and Documents Web page) Explain to the students exactly what is expected of them on the field trip Go over simple rules for travel and visiting Discuss behavior rules and safety precautions Explain that ACES is not responsible for lost or misplaced personal items and discuss items students should

and should not bring on the trip Inform students that they do not need to bring money on the trip as they cannot make purchases Review bus safety rules and consequences Explain the buddy check system, share which children have been assigned as buddies, and practice using the

buddy check systemPrepare the Staff

Discuss the purpose of the trip, sequence of activities, and time schedule Review site and bus rules and regulations Share information about the site so that clear boundaries can be identified to children and supervision of

children can be maintained Discuss with group leaders how children’s behavior may vary in new settings and discuss appropriate guidance

techniques for children in the various segments of the field trip With group leaders , identify activities for bus ride and transitions that will increase students’ enjoyment and

success on trip Have group leaders assign a buddy for each child who will participate in the field trip and to make a list of the

buddies to place in their Group Leader notebook and to share with the site coordinator. Determine how staff will be able to quickly tell which children are in the program and which are not when on

the trip. Use name tags, bandannas, bright T-shirts, visors, etc. Prepare identification (school name, site coordinator’s Nextel number, and the school’s phone number) for

each student Carefully plan how children will be supervised when using the public rest rooms Discuss what to do if a child gets ill, hurt, misbehaves, or is separated from the group while on the trip Determine tasks for expected chaperones and assign each chaperone to a specific group leader Appoint a group leader or chaperone to sit behind bus driver to relay directions if driver needs route

information while the bus is moving Determine area of bus where each group leader will sit Plan what to do if a vehicle accident or breakdown occurs (See Go! section for emergency phone numbers) Assign groups and group leaders to buses to provide person trained in First Aid (and CPR if possible) in each bus



Enter group leaders’ personal cell phone numbers in ACES Nextel phone Assign persons to gather field trip items listed in Field Trip Items section If some children will remain at the site due to some groups not participating or groups going in shifts:

1. Clearly designate who is the lead person for the staff remaining at the school

2. Assign supervision and care for groups remaining at the school

3. Ensure appropriate activity plans/meal arrangements are made for groups remaining at the school

Plan for Lunch and Snack

Review ACES Food Lion Purchases (applies to any store), Miscellaneous Reimbursement Form, and Regular Purchasing Procedures – front and back of page (Business Management notebook, behind Accounts Payable tab)

At least 10 business days prior to trip, submit ACES All-Day Cafeteria Order Form to Cafeteria Manager for breakfast and snack, and for lunch if it will be obtained from cafeteria

1. ACES staff members are not food service employees and do not prepare meals and snacks.

2. Obtain breakfast from school cafeteria and eat meal at school

3. Obtain lunch that meets USDA Meal Pattern for Children in Child Care Programs from school cafeteria (Business Management notebook, behind Meals and Snacks tab) OR from food service establishment inspected by Environmental Health Services (eat at restaurant, have meals delivered, or pick up meals)

4. Obtain snack from school cafeteria, determine if snack will be eaten at school or on field trip5. All foods must be stored and served in compliance with Environmental Health Services Rules

Governing the Sanitation of Child Care Centers, Amended Effective January 1, 2006 (NC-DCD Licensure notebook, behind the Environmental Health Inspections tab, pages 1-8)

If obtaining field trip food from cafeteria, determine if cafeteria has appropriate insulated containers for food items and cold water, and if not, what containers will be used to maintain proper temperatures

Obtain disposable cups, napkins, wet wipes, soap, paper towels, tissues, etc. Purchase water if appropriate sanitary containers are not available No later than 2 business days prior to the field trip, inform Cafeteria Manager of actual number of breakfasts

and snacks, and lunches (if from cafeteria) needed for All-Day (can reduce original order by up to 10%). Follow directions on ACES All-Day Cafeteria Order Form.

Bus Driver

Review Transportation Services Bus Driver manual, Activity Bus section (ACES Forms and Documents Web page)

Discuss field trip plans with assigned bus drivers

1. Trip destination2. Departure and return times3. Where driver will pick up activity bus4. When driver will fuel bus5. When driver will pick up fuel charge card6. Time driver is to arrive at the school

7. Time bus must depart for trip8. If driver will eat ACES lunch9. Driver’s behavior “rules” for students on bus10.How driver will obtain Clear Map and Precise

Directions to and from the destination (or will site coordinator provide)

Discuss expectations of assistance bus driver will provide to staff and students during the non-driving portions of the trip (help load and unload ACES materials onto and off of the bus, assist students during field trip activities, etc.) following guidelines in Bus Driver manual

Bus drivers may not be counted in the child to staff ratio on the bus

Two (2) Days Before Trip



If checks are needed from treasurer, review and follow directions for obtaining field trip checks (ACES Business Management notebook, School Accounting Procedures)

Provide cafeteria manager final number of breakfasts, lunches, and snacks needed Check weather forecast for following days Confirm field trip plans and arrangements with field trip destination contact person and approved Food

Service Establishment Contact drivers to confirm trip details and to ensure driver has obtained and reviewed Clear Map and Precise

Directions to and from the destination Remind parents of appropriate dress, need for sweaters, coats, raincoats, hats, gloves, etc. and time by which

children must arrive at school through ACES All-Day Poster, memos, and group leaders

Afternoon Before Trip Have group leaders remind parents of time students must arrive (no later than 30 minutes prior to departure

time) and that parent is responsible for child’s care if child arrives too late to ride the bus Ensure staff have gathered assigned field trip items Ensure site coordinator has, or has arranged to get, all items in Field Trip Items and Items to Leave with

School Staff sections



GO!

Field Trip Items

Checks for admission fees (if needed)

Copy of Purchase Order for admission fees if invoice will be received for these expenses

ACES Procurement Card – LUNCH and ACES Procurement Card – SUPPLY (as needed)

Clear Map and Precise Directions to and from the destination for each driver

Emergency phone numbers – Inform principal and ACES office of ALL emergencies

1. Principal

2. School office

3. Transportation Zone Supervisor

4. Transportation office (336) 370-8920

5. ACES office (336) 370-2321 (336) 370-8905 (336) 254-0749

6. Ensure each bus driver has Transportation Emergency Contact List

Appoint a group Leader or chaperone to relay directions to the driver if route information is needed while the bus is moving

Group reservation confirmation

Group Leader Notebook for each group which contains:

1. All-Day Attendance Roster and SchoolCare Sign In/Out Sheet which list all students in group, and that indicate which students are present on that day and participating in trip, and each child’s assigned buddy

2. ACES Enrollment Application (copy)

3. Diet Restrictions Log of students in group

4. Medical Conditions Log of students in group

5. Information behind Other notebook tabs

Student and Staff Information Notebook which contains:

1. 911 Emergency Numbers

2. Emergency Medical Care Plan and Emergency First Aid Chart

3. Diet Restrictions Log

4. Medical Conditions Log

5. ACES Enrollment Application for all students (original)

6. Staff Health and Emergency Information (Also, have all substitutes and chaperones who participate in the trip to complete this form)

7. Student Accident Reports (blank)

8. Information behind Other notebook tabs

Site coordinator should also have copies of group leaders’ All-Day Attendance Rosters, SchoolCare Sign In/Out Sheets, original ACES Field Trip Permission Slip for each child, and a list of ACES staff, chaperones, and other parents on bus or driving car

Name tags for substitutes or chaperones who are accompanying the group

First Aid kit, disposable gloves on each bus



Walkie-talkies

ACES Site Coordinator’s Nextel phone

Group leaders’ cell phones and list of cell numbers (Ensure each person’s cell number is in ACES Nextel phone)

Play equipment appropriate for trip destination (if needed)

Emergency activity bag with things to do should the bus break down or another emergency arise

Medications in locked box – Authorization of Medication for a Student at School and Medication Log for current school year must be in Student and Staff notebook, behind child’s ACES enrollment application

Cold drinking water

Disposable cups, napkins

Wet wipes, soap, paper towels, tissues, etc.

Change of clothes (various sizes and numbers appropriate for group)

Mats or blankets for sitting on the ground

Trash bags

If lunch or snack are taken on bus, ensure sufficient number of lunches/snacks are packed in appropriate containers (insulated coolers and ice for cold items)

Items to Leave with School Staff

School secretary/treasurer and principal, and with lead ACES person if some ACES groups remain at school:

1. Copy of the trip itinerary

2. Site Coordinator’s Nextel number and personal cell phone number

3. Cell phone number of one or more staff members on field trip

4. Phone number and contact person at destination

5. Copy of group leaders’ All-Day Attendance Rosters (serves as list of children on trip)

6. List of ACES staff and chaperones on trip, and other parents on bus or driving car

7. Clear Map and Precise Directions to and from destination

Leave an ACES All-Day poster on the school door with trip information and estimated return time

Post an ACES Field Trip Information/Permission Slip and Clear Map and Precise Directions to and from the destination on the school door

Post on the school door a note for late parents stating that they are responsible for their child’s care during the time ACES is away from the campus

If the trip is in town, at site coordinator’s discretion, late parents may be permitted to transport their child to the field trip location and to sign-in their child there

Before Boarding Bus

Ensure each driver has Clear Map and Precise Directions to and from destination

Ensure each bus driver has conducted the required Activity Bus Inspection Checklist

If lunch or snack are taken on bus, ensure sufficient number of lunches/snacks packed in appropriate containers (insulated coolers and ice for cold items) are on the bus

Have group leaders discuss tasks with chaperones assigned to their group

Have group leaders remind students to use bathroom facilities . Stopping the bus is not allowed except in cases of emergency.



Have an exact record of the names and number of students by group and total (copies of All-Day Attendance Rosters), and a list of ACES staff and chaperones going on the field trip

Remind students of the behavior expected of them as they board the bus (ACES and bus driver’s expectations)

Have students in each group line up with their buddy

Boarding Bus

Save seat behind bus driver for person assigned to relay directions to the driver if route information is needed while the bus is moving

Save seats for group leaders and chaperones so they are dispersed throughout bus

Have group leaders count and check off students on roster as students board, to ensure all have gotten on bus

After all students are seated, conduct buddy check

After Boarding Bus

Review Field Trip Items section to ensure all items are on the bus

Ensure special needs students are appropriately seated

Ensure group leaders and chaperones are dispersed in bus so all students are supervised

Remind students of the behavior expected of them on the bus, such as

1. Regular behavior expectations

2. Bus driver’s expectations

3. Whether windows can be opened

4. All body parts must be kept inside the bus

5. Children must remain seated while bus is moving

6. Acceptable noise level

Have group leaders conduct activities on bus that will increase students’ enjoyment and success

Check in with destination contact person to provide an accurate count of the students and adults in party and the expected arrival time

Bus Rules and Regulations

Capacity limits must not be exceeded

A first aid kit is located in each bus

Emergency and identification information for child must be in bus in which child is transported

Children shall never be left by themselves in a vehicle

Load and unload children from curb side, or in a safe off-street area protected from all traffic hazards

The child to staff ratio is maintained on the bus. The bus driver is not counted in the child to staff ratio.

The bus driver is responsible for doing the final check of the bus to ensure all children have exited.

At Destination

Determine safe area where children should stand when they exit bus and clearly communicate this to children and staff

Explain to children what they should do if separated from the group

Remind students of the behavior expected of them as they leave bus and during next phase of trip


Count and

Recount students througho

ut field trip


Remind students to thank their hosts in each area of the visit

Have group leaders count and check off students on roster as the students disembark, to ensure all have gotten off bus

Have driver check that no children remain on the bus

Have group leaders continually “count heads” to make sure all students are with the group – this should be on-going during the entire field trip, with special attention given to times of transition

Have adults visually supervise at the front and rear of the group at all times

Have provisions to keep children in same area as their group leader and chaperone, and close to other ACES groups

Have the students do periodic buddy checks to remind the students to stay with their buddy

Have group leaders maintain constant visual supervision of each student in their group

Safeguard receipts, invoices, field trip change, etc. to take back to school

Before Boarding Bus for Return Trip

Have students thank their hosts

Have group leaders take students to the restroom and water fountain

Check that items removed from buses are on buses

Have group leaders conduct at least two head counts to ensure all students are with the group

Boarding Bus for Return Trip

Have students board the bus with their buddy

Once children are seated, have group leaders conduct at least two head counts to ensure all students are on the bus

Return Trip

Remind students of the behavior expected of them on the bus ride back to school

Have group leaders collect trash from students

Before students get off bus, have students thank the bus driver, chaperones, and group leaders

Bus Arrives at School

Have ACES staff ensure all trash is placed in trash bags

Have group leaders count and check off students on roster as the students disembark, to ensure all have gotten off bus

Have bus driver and available chaperones and staff remove ACES equipment and other property from bus

Have bus driver conduct a final check of the bus to ensure all students have exited the bus and all ACES equipment or other property has been removed

Verify that the bus has been vacated and that it is okay for the driver to return the bus to the garage

It is the responsibility of the bus driver to do a final walk through of the bus to make sure all students have exited the bus before returning the bus to the garage.

Field Trip Follow Up


Count and

Recount students througho

ut field trip


Have staff record students’ and their own thoughts and observations about trip on Field Trip Reflections page on the day of return – or no later than the following day

Review and summarize groups’ reflections on one Field Trip Reflections form

Have group leaders conduct planned follow-up activities with children



Have children write thank you notes to hosts and chaperones

Mail thank you notes

Field Trip Finances

Provide appropriate receipts and change documentation to treasurer and ensure treasurer submits Request for Reimbursement for any funds “fronted” by the school (ACES Business Management notebook, School Accounting Procedures)

Submit green copy of PO and invoice to Accounts Payable for field trip admission fees for which a check was not issued prior to the trip

File documentation for Procurement Card purchases in folder for monthly Bank of America statement ; reconcile statement following GCS Procurement Card Reconciliation Report Instructions.

When the following invoices/receipts are received, submit invoices to Accounts Payable following directions in Accounts Payable Information (Business Management notebook, behind Accounts Payable tab)

1. GCS Transportation – Email Beatrice (Buttons) McSweeney in Transportation if invoice is not received by the middle of the following month [email protected]

2. School Nutrition Services – Email Debbie Wrenn in School Nutrition if invoice for month is not received within 60 days [email protected]

3. Other– Submit no later than Wednesday after purchases are made

Final Steps

Fax completed Field Trip Reflections page to the ACES office @ 370-2380 within 7 business days after trip.

Post actual costs on Cover Page of Get Ready, Get Set, Go! ACES Field Trip Checklist from invoices and receipts.

When all items on checklist have been completed, sign cover page.

Fax signed, completed Cover Page only to the ACES office @ 370-2380 within 7 business days of receiving Transportation and School Nutrition Services invoice (if lunch was obtained from SNS).

File the completed checklist and associated documents in the Quality Programs and Care notebook, behind the Field Trips tab.


mailto:[email protected]

mailto:[email protected]