Administrative Procedure 6153, Student Trips

FREQUENTLY ASKED QUESTIONS

WHAT IS THE PURPOSE OF A FIELD TRIP?

The purpose of a field trip is to provide educational experiences, relatedto a studenfs study, which are beyond the immediate schoolenvironment.

WHO MUST SUBMIT A FIELD TRIP REQUEST?

Anyone who is planning an off-campus excursions with the exceptions orthose traveling to the Schmidt Outdoor Education Center, FergusonFarm, Camp Pecometh, Iloward B. Owens Science Center or the like.

WI·IEN SHOULD THE REQUEST BE SUBMITIED AND TOWHOM?

All requests, with the exception of ROTC, should be submitted to theHigh School Consortium (HSC), not later than four (4) to six (6) weeksprior to the date of the trip. Tllefour (4) week tilllefmllle applies to theday trip aud the six (6) week applies to the OI'emigltt, out ofcouUfy (/Jillout ofcouufly trips. ROTC is submitted to the Office of MilitaryScience after being reviewed, it will be submitted to HSC,

WHEN DO YOU USE THE OUT 01<' COUNTY TRIPS FORMSAND WHO MAY SIGN THEM?

An Out of County Trip Form must accompany all field trip requests andthey must be signed and dated by the principal. Onll' the principallllls'he flutltor;!)' to authorize OeM trips, titus tit;!} is 'lte onlv acceptablesignatllre.HOW LONG IS THE APPROVAL PROCESS?

Normally, a completed packet is approved within seven (7) businessdays, ROTC may be longer because it has to be reviewed by anotheroffice prior to be submitting to [-ISC.

An incomplete packet has no limitation. Upon receipt, the packet isreviewed and logged in. Ifit is determined that it is missing an item(s),then an email is sent to the designated pcrson handling field trips at yourschool and the packet is returned to that person via pony mail. A coloredsheet is attached to the returned packet explaining what is missing andthat the cntire packet, along with the sheet should be returncd to HSC.

The requested information must be submitted to I-lSC within live (5)business days from the returned date listed on the returned form. Failure10 respond to 1I request (or mldiliollal information is gl'olilubi {or dellial.

The packet is reviewed, again, it is noted thallhe information has beenreceived and the packet is processed for signature.

Once a decision has been reached, an email is sent to the designatedperson and the packet is sent back 10 the school with the appropriatesignatures and notes. Jfthis trip is an overnight, out of county or Ollt ofcountry trip, then it is forwarded to the Chief: Academic Office for finalapproval. You will be notified by them via an email.

MAY I SUBSTITUTE MY CLASS LIST FOR THE REQUIREDSTUDENT LIST? WHEN SHOULD I SUBMIT THE LIST? CANIT BE REVISED?

CIIISS li.,ls lire lIoll/eceplllhie. The student list should include theirnames, gender, and emergency contact information, which must includeboth a home and a cell and/or work lelephone number.

The studcllllist should be submitted with your original request. You mayrevise your list seven (7) calendar days prior to the date of departure. Atwhich time thc list is considered closed. The revised list is emailed toDenise Yorkshire, den.vorkshire@pgeps.org .

The student list and the approximate number of students on the Oul OfCounty Trips Form must be at a ralio of I per 25, You mar not increasehe number of students once the packet has been approved,11111/08CHAPERONES' LIST - WHO AND WHAT SHOULD BEINCLUDED?

For high school the ratio is Ito 25 students. Evel)'one who isn'temployed by PGCPS must be fingerprinted or have competed aBackground Check prior to acting as a chaperone. This list should rellectwhether they are employees or non-employees, their names, gender andthe status of their fingerprints and/or background checks. Please submittheir emergency contact information.

WILL HSC ACCEPT FAXED FIELD TRIP REQUESTS? NO.

WHERE AND/OR HOW MAY I OBTAIN A LIST OF APPROVEDVENDORS'!

Call or email Transportation (301) 952-6570 ortransportal ion@pgcps.or1!

WHAT IS A TIMELY SUBMISSION?

Day Trips within MD, VA and DC must be submitted to HSC at leastfour (4) weeks prior to the date of the trip.

Trips outside of the above mentioned areas, overnight, and out of countrymust be submitted to HSC at least six (6) weeks prior to the date of thetrip. The additional two (2) weeks arc required to obtain the additionrequircd signatures from the Chief, Academic Office and/orSuperintendent.

An exception is made for some competitions and performances,

FAILURE TO MEET THESE DEADLiNES IS GROUNDS FORDENIAL OF YOUR REQUEST.

11111/08

REQUIRED DOCUMENTATION

OUT OF COUNTY TRIP FORMS

• This form is required for all field trips and must be completed. ItlUust be printed or typed .

• The formlUust be completed will all orthe required information.o School - Nameo Group - English, History, JROTC, but not Mr.lMs XXX's classo Destination- should relleetthe entire name and address of the

place you plan to visit, ele. Air & Space Museum, 600Independence Ave., SW, Washington, DC

o Approximate No. of Students: This number should match thenumber of students on your student list. This number call not

be illcrellsed once the packet has been approvedo NUlUber of Chaperones - Ratio is 1 to 25 students

• Professional Staff• Parents: Must be fingerprinted

o Cost per student -o Date and Time of Departure and Return - Must be completedo Transportation - Must use an approved carrier and provided a

copy of the contract or ticket with the original request. Metroisn't a viable optioll if yo II must board another mode oftransportation to reach it. This decision will be made on anindividual basis. Ouly JROTC is allowed to trausportstudents in their personal vehicles. This exception iscovered by a special agreement. ALL OTHERS MUST USEAPPROVED CARRIERS.

o Teacher in Charge: Must be printed or typedo Description and Objective(s) - Should match those reflected in

the Lesson Planso Non-Local Travel fonn (relleeting $0 cost estimated) **o Leave slip requesting professional leave for a work day. **o A memo addressed to the Superintendent explaining the

pUll'0se and the source of funding of the trip. **Olliv the principal fllay authorize a field trip. titus lite principal's signaturetIIlll date is malldatorv 011 all field trip requests.

3/10/09

FIELD TRIPSCHECKLIST2008 - 2009

HIGH SCHOOL CONSORTIUMOrder of Submission

Day Trips:Submit the following REQUIRED documentations to the HSC at least four (4)weeks prior to the date of the field trip:

[] Copy of Field Trip Checklist.J Out of County Trip Form (Required for all trips)U Lesson Plan (Exceptions are competitions and performances by students)[] Registration or Letter of Invitation for competitions/performances1I Student Permission Slip - Form X, (Signed sample and not one for each

student).J Student Emergency Medical Treatment Authorization Form (Signed

sample and not one for each student)n Approved Carrier (Copy of the contract, ticket or email confirmation for

PGCPS Bus) ,U Student Information/List (List name, gender and emergency contact

information - Class lists are not acceptable)[] Chaperone Information (List name, gender, employee/non-employee and

status of their fingerprints and/or background check for non-employees)U Non-Local Travel form (reflecting $0 cost estimated) ••[] Leave slip requesting professional leave for a work day.••[] A memo addressed to the Superintendent explaining the purpose and the

source of funding of the trip.••

Overniaht and Out-of-Countv/State/Countrv Trios:The required documents must be submitted to HSC af least six (6) weeks prior

to the date of the trip. /n addition to what is required above, you must submitthe following:

[] Evidence of a group accidenVtravel insurance policy (If using other thanan approved carrier)

U Proof of Travel and Hotel (housing) Accommodationsn Itineraryo Student Permission Slip - Form "Y" or "z" ( signed sample and not one for

each student)

All updated student lists must be submitted to HSC and OMS (JROTC ONLY), atleast five (5) calendar days prior to date of the trip.•••

ALL PACKETS MUST BE SECURED AND SUBMITTED IN A FOLDER IN THEABOVE LISTED ORDER. 3/5109

FORM 'X' - DAY rRJP:Atli1chmcnt llu1\. P. 6153

Items preceded by an asterisk * arc for lISC. \\hen appropriate,

BOARD OF EDUCATION OF PRINCE GEORGE'S COUNTY

_________________~__ School Date:

Dear Parent:This is to il1['01111 you that the -------;-:;:::c:-:c:-:c:;-------- class.

(cl,l.~s name)

______________, sponsoring teacher. is planning a Field Trip to '-~c--,---,---,--­(destination)

________.. on ------;;c----;c;c--,---------' The purpose of the trip is to(Day and Date)

Students intending to participate in said Field Trip are expected to assemble at the school at

(Date and Time)

Transportation will be provided by ---:====:;-;:=====,-;c===--' The(public school bus or cOllllllercial carrier)

commercial carrier will be . *I3ec<lusc oflhe departure and/orreturn lime. yOli arc responsible for transporting your child to and/or from 51.:hool.

The cost to each participating studcnt is $ _"hich sum is to he paid as follo\\'s:$----c:-c,------.. as a deposit on or bcfore ; and the rcmaining $ _on or before . *Kindly make payments to the order of-_~_C-C-=:-7-'-'::-C_

Travel Agency, which is handling all orthe arrangements for this Fidd Trip.

*You should also be advised th<llthis payment may be non-refundable if your son/daughtercancels the trip participation and no substitute student can be found to take and pay for said trip inhis/her place.

·This Field Trip will be funded in part by Board of Education, _School budget funds.

Furthermore, pleasc be informed that it is thc policy of the Board of Education of PrinceGeorge's County that no student be denicd the opportunity to participate in a Ficici Trip for reasons oninability to pay. j\l,;cordingly, if you are desirous of having your son/daughter participate in said heldTrip but are unable to pay therefore, please callmc at your earliest opportunity.

Sincerely. ' Principal

(D(!((Jc" "(!rc (/ml refilm willi rcmittflllce, ifrcqllired)

I f We hereby give penni!'>sion for our son/daughter ~ to participatein the Field Trip !'>cheduled for (he __ class. ~ _sponsoring teacher. to . on _

1/ We hereby certity lhnt the form to which this PCl1l1ission Slip has been attached has been rend by me/us.

Date:

Enclosed: $ _

INST 1

Parellt Signature: ~ _

STUDENT LIST

SCHOOL: _GROUP:DATEOfTRIP: _DESTINATION: _

NAME MI PARENT'S NAME HOME PHONE CELL/WORKf PHONE

I

I

HSC 11111/08

CHAPERONES' LIST

SCHOOL: _GROUP:DATEOFTRIP:DESTINATION:

EMERENCY CONTACTSNAME EMPLOYEE VOLUNTEERS I\AME TELEI'HONE #S

YIN Fingerprints/Ellckground Check

(Evidem:c onsite/submitted)

I

HSC 11111108

-hed Watchdogs (Field Study) - Lesson #1

Waterat is a watershed? How do we assess the quality of a stream?

will create a model of the watershed in order to evaluate the interrelationship between

nd quantity.

Lesson Proposal Lesson ImplementationWatchdogs Pre-Test Use the student booklet of

Bridging the Watershed's

Watershed Watchdogs CWW)Module for this lesson's

activities.

rumpled Watershed Class set of white paper1{.oaecwater.orgfwalershedfcrumpled-paper- Different colored markers (red,

-exercise) blue, green, black, brown, etc.)

Spray BottleNewspapers

lose to Home Your Local Watershed (p. 2, WoN)

nderslanding lhe Waler Quality Index (WQI) (p. 3,

Ian Wisely for Your Trip 10 the Part< (p. 7, WW)-

y in a National Parle What's the HeaUh of this Stream?

Watchdogs Post-Test next class

-Watchdogs Post-Test next class

-

Watershed

Activity: C

Activity: C

(http://WWIwatershed

Watershed

Activity: U

WW)Acli~ty: P

Day2Field Slud

(p. 8, WW)Watershed

Exploration:25 min

Engagement:25 min

Waters

Overarching Question: Wh

Objective: 6,3.2 Students

human and water quality a

Warm-Up:

Elaboration:

Explain:25 min

Closure:5 min

Evaluation:

10 min

[ Making Connections:

Reflections:

D.m:tIb7I Framewott Progte'i$ GUlJe-/figh SChool Enwonmemal SoencePmre Geagt"s CoIKIly Putk Schools

67

,-'"((f)} PRINCE GI!ORGFS COUNTY PUBLIC SCHOOLS

NONLOCALTRAVELREQUESTo 0

~l,)(Jgel Account

Non'ocal Tra\'cl

1. REQUESTOR DATA

Special TravelOat~

Name Job Tille Tele-p'1(lJlc Ext.

-~=-->~~~:===,==~~~~~~=~~2 PURPOSE OF TRAVEL (Idenury con!e>rence, convention. meeUng and location)

~=~~~=======----- ­3. TRAVEL STATUS DATA

• Commence Travel __ (date)

• At Destination'____ to (dates)• Return Iravol (dates)

• Mode 01 travel (Automobile, airlIne, etc.)

4. ESTIMATt:D COSTS

• Mileage at apploved rate per m~e for Privately Owned Vehicle ..

• AirlinerrrainlBus tickets or lares .

• HolellMotel accommodations al destination .

• Registration Fees/Conference ChargesJetc .

• Meals: Breakfasts @ $ 6.00 _

Lunches @ 510.00

DInners @ $20.00 _=-_• Gratuilies lor check in/out and Por1orage ., .

• TolisIPurl<lngfTelephonelPostage ..

• Other Items (list here or attach an added page)

TOTAL ESTIMATE

5, REOUEST FOR DIRECT PAYMENTS AND TRAVEL ADVANCEThe following checks are rOQuested lor delivery 10 lhe undersigned:

A. Check payable to (As directed by conference sponsor authority)lor:

• ReflistrallOns S

• Lodging S

• Meals $B. TRAVEL ADVANCE check payable to Ihe undersigned

s _sS$

ss

$==c~=~,-- __ '6

-=----=-_-_."__.========r--~=============~s;"';;';.;"~":..::O: Travel Rc~uC~I~r~-::-._.==6. ACCOUNT MANAGER

APPROVAL

APPROVED 0NOT APPROVED 0

for below reasons

-------

7. CEA'S/CDA'S APPROVAL

APPROVED 0

NOT APPROVED 0for below reasons

SignallJl'e 0". Dale Signature Da!!

FORN-AP.tI33-1 (llI'06)

PGIN 75<W-ll09 WHrTE coPY - 'fu Tra....eIer CANARY copy - To SuppoI1 Tra>o!J~s

((i..\ PRINCE GEORGE'S COUNTY PUBLIC SCHOOLS

'W'NONLOCAL TRAVEL REQUEST

o 0

Budget !kcount

~==~--1. REQUESTOR DATA

Non!ocal Travel Special TravelO;:le

ss

Nama Job n~e Telephone E",1.~"=~"='=~~=~~~~~~;-'-'- -"-'C-- -"7--==.:2. PURPOSE OF TRAVEL (Identify conlerence. convention. meeting and location)

3. TRAVEL STATUS DATA• Commence Travel (dale)

• Al Dcstinalion' 10 (dateS)

• Return IIavel (daleS)

• Mode of travel (Automobile, alrhne. etc.)

4. ESTIMATED COSTS

• Mileage al approved rale per mile for Privately O\"meo Vehicle ,............ S• AlrlineITrainlBus tickets or fares ..... $ _• HoteVMolel acoommodations al destination.................................... S _

• Registration FcesIConference Chargesfelc.................... S _

• Meals: Breaklasls @ S 6.00

Lunches @ S10.00Dinners @ 520.00

• Gratuities for Check in/Ollt and Porterage .

• Tolls!Par1<ingfTelephonefPostagc .

• 01her Items (liSl here or attach an added page)

5. REQUEST FOR DIRECT PAYMENTS AND TRAVEL ADVANCEThe following checks arc requested tor delivery to the undersigned:

A. Check payable to (As directed by conference sponsor authOrity)

for:

• Registrations $ _

• Lodging £• Meals $ ~

O. TRAVEL ADVANCE check payable 10 Ihe undersigned

s=====_s

'---S . ~_...

-- --===r~~--6. ACCOUNT MANAGER

APPROVAL

APPROVED []

NOT APPROVED 0for below reasons

7. CEA'S/CDA'S APPROVAL

APPROVED 0NOT APPROVED []

!Of below reasons

Slgna!ure ot Travel Requestor~=

8. SUPERINTENDENT'SAPPROVAL

APPROVED []

NOT APPROVED 0for belOw rEasons

------Slgnalure Dot. Signature Dale Sigroalu'e

FOAMAP.'33-1 (!We)

PGIN 754ll-I1Oi WHITE copy - To Tra,'eler CANAFlY COf'Y - To Suppon TravelA~

While Copy· Adm,mS!r;"I,on Yello\'J Copy - Apflloval Pink Copy Emplo,.,.~Cop)