NORTHWEST HIGH SCHOOL

FIELD TRIP PROCEDURES

2012-2013

FIELD TRIPS WITHIN THE WASHINGTON METROPOLITAN AREA

THAT BEGIN AND END DURING THE INSTRUCTIONAL DAY

1)At leastfour weeks prior to the date of the trip, complete and submit the following forms to the Business Office:

  1. Request for Approval of Field Trip
  2. MCPS Transportation Expense Calculator(if using MCPS buses)
  3. Charter Bus Transportation Expense Calculator (if using charter buses)
  4. MCPS Form 560-31: Application to Participate in an Activity Away from School

2)At least two weeks prior to the date of the trip, confirm with the financial specialist in the Business Office that transportation has been finalized. For MCPS transportation, the financial specialist will submit the field trip ticket.

3)At least one week prior to the date of the trip, submit the following items to the financial specialist in the Business Office:

  1. ALL money collected from students with an IAF Remittance Slip, MCPS Form 280-34
  2. IAF Request for Purchase, MCPS Form 280-54, for all substitutes including their name(s) and job number(s)
  3. MCPS Form 280-41: Field Trip Accounting

4)At least three school days prior to the date of the trip, post a list of participants (in alphabetical order and with ID numbers) on Northwest Private to assist other teachers with planning. The Attendance Office will also use this information to mark student absences as excused. In addition, remind participants that it is their responsibility to make up any missed assignments.

5)On the day of the trip and prior to leaving the building, submit copies of MCPS Form 560-31: Application to Participate in an Activity Away from School for ALL participants to the Attendance Office.

6)Within three school days after the trip, submit a finalized version of this item to the financial specialist in the Business Office: MCPS Form 280-41: Field Trip Accounting. This should be the final list of students who actually participated.

IMPORTANT NOTES

1)Field trips during the last five days of the first and third marking periods and during January, May or June will not be approved. Exceptions to this policy must be requested through the Instructional Council. If you wish to request an exception, please send an e-mail to field trip administrator requesting time to present at an Instructional Council meeting. This e-mail request should be submitted at least six weeks prior to the date of the proposed trip.

2)Field trips must be approved before any money is collected. In addition, do not quote prices to field trip participants until you have received approval.

3)There will be no refunds issued with the exception of extenuating circumstances approved by the principal. Please note this on the permission slip so parents are aware of this in advance.

4)DO NOT use personal credit cards or personal checks for travel arrangements and field trip expenses. This is MCPS policy and there will be no reimbursements.

FIELD TRIPS OUTSIDE THE WASHINGTON METROPOLITAN AREA THAT EXTEND BEYOND ANY SINGLE INSTRUCTIONAL DAY

1)At leastfour weeks prior to the date of the trip, complete and submit the following forms to field trip administrator in the Main Office:

  1. Request for Approval of Field Trip
  2. MCPS Transportation Expense Calculator (if using MCPS buses)
  3. Charter Bus Transportation Expense Calculator (if using charter buses)
  4. MCPS Form 210-4: Travel/Study Approval for Overnight and Extended Trips
  5. MCPS Form 555-6: Parent Financial Responsibility
  6. Detailed Trip Itinerary
  7. Parent Letter Explaining the Trip
  8. MCPS Form 560-31: Application to Participate in an Activity Away from School
  9. Emergency Plan
  10. Chaperone List with MCPS Employees Noted (can be included on Emergency Plan)
  11. Orientation Procedures for Students (e.g., Trip Objectives, Behavior Expectations)
  12. Telephone Tree (i.e., List of Student Participants with Home Phone Numbers, Subdivided by Chaperone)

2)At least two weeks prior to the date of the trip, confirm with the financial specialist in the Business Office that transportation has been finalized. For MCPS transportation, the financial specialist will submit the field trip ticket.

3)At least one week prior to the date of the trip, submit the following items to the financial specialist in the Business Office:

  1. ALL money collected from students with an IAF Remittance Slip, MCPS Form 280-34
  2. IAF Request for Purchase, MCPS Form 280-54, for all substitutes including their name(s) and job number(s)
  3. MCPS Form 280-41: Field Trip Accounting

4)At least three days prior to the date of the trip, post a list of participants (in alphabetical order and with ID numbers) on Northwest Private to assist other teachers with planning. The Attendance Office will also use this information to mark student absences as excused. In addition, remind participants that it is their responsibility to make up any missed assignments.

5)On the day of the trip and prior to leaving the building, submit copies of MCPS Form 560-31: Application to Participate in an Activity Away from School for ALL participants to the Attendance Office.

6)Within three school days after the trip, submit a finalized version of this item to the financial specialist in the Business Office: MCPS Form 280-41: Field Trip Accounting. This should be the final list of students who actually participated.