henry county schools field trip procedures

Henry County Schools

Field Trip Procedures

10.06.2017

Henry County Schools Field Trip Procedures

TABLE OF CONTENTS I. Introduction and definitions...………………………………………….…… 1

A. Board policy B. Field trip definition

II. Description of field trip activities & administrative approval process... 1 A. Description of field trip activities B. HCS administrative approval process

III. Risk identification and documentation ………………………………..… 3

A. Identify and assess risks B. Be familiar with facilities and equipment C. Determine student medical needs D. Comply with medication procedures

IV. Supervision and chaperone selection …………………………………….. 3 A. Supervise students at all times B. How many and what kinds of chaperones are needed C. Volunteer chaperone selection

V. Transportation ……………………………………………………..……….…. 4 A. District school bus B. Charter bus C. Private vehicle D. Walking E. Air transportation F. Other means of transportation

VI. Overnight field trips - housing …………………………………………….. 7

A. Arrangements B. Supervision C. Inspection D. Providing information to parents/guardians

VII. Parental information and consent………………………………………….. 7

A. Inform parents/guardians B. District policies apply C. Related documents

VIII. Student preparation & chaperone training ……….……………………… 9 A. Pre-trip training for both students and chaperones

B. Clothing and equipment C. Valuables and money D. Student Behavior Agreement E. Chaperone responsibilities and training

Henry County Schools Field Trip Procedures

F. Emergency communication G. Access to student health information H. Distribution of medications

IX. International field trips …………………………………..……………… 12

A. School board approval B. Use of outside sponsoring groups C. Information about foreign countries D. Land Transportation E. Air transportation F. Housing G. Insurance outside of the U.S. H. Informational meetings for students and parents

X. Appendices-Forms and HCS Policy…………………………………… 17

Appendix A FT-1 Field Trip Description and Itinerary Appendix B FT-2 Field Trip Behavior and Expectations Student

Agreement Appendix C FT-3 Non Athletic Co-Extra-Curricular Permission Slip –

Form A Appendix D FT-4 Parent/Guardian Field Trip Permission/Emergency

Information Informed Consent Form Appendix E This Page Intentionally Left Blank

Appendix F FT-6 Volunteer Background Check Process Appendix G FT-7 Guidelines for Volunteer Field Trip Chaperones Appendix H FT-8 Notification to School System Volunteer Obligation as a

Mandated Reporter for Suspected Child Abuse Appendix I FT-9 Volunteer Driver Checklist Appendix J FT-10 Field Trip Self Transportation Release Appendix K FT-11 Liability Notice for Employee or Parent Volunteer Transporting Students – Form B Appendix L FT-12 Pre-Approved Field Trip Request Form Appendix M FT-13 Non Pre-Approved Field Trip Request Form Appendix N FT-14 Athletic Non-Pre-Approved Field Trip Request Form Appendix O IFBGA Henry County Schools Electronic Use Policy

I. Introduction & definitions

The purpose of these procedures is to help ensure the safety of all students, staff and volunteers.

A. Board policy

These procedures supplement the school district’s related policy (i.e.) (IFCB). Field trip organizers must refer to and comply with all applicable school district board policies and procedures.

B. Field trip definition

A “field trip” occurs when students leave school grounds for an educational purpose. All school trips are considered an extension of the school and as such, students on these trips with be expected to follow school rules. No; fighting, bad language, physical intimacy, or rough housing.

Types of field trips include:

Day field trips in state

Day field trips out of state

Overnight field trips in state

Overnight field trips out of state

Recurring field trips (same activity on a regular basis, such as a choir or sports games)

International field trips II. Description of field trip activities and administrative approval process A. Description of field trip activities A full description of the proposed activity will include the following:

1. School and sponsoring staff member(s). 2. The educational purpose/benefit of the activity. 3. Detailed information on the activities in which the students will be

participating (it answers who, what, when, where, why, and how). a. The date and time of the trip b. Where the trip will be to/from c. Estimated number and ages of students to attend field trip d. Related brochures/information provided e. Any special exposures or any unusual aspects of the trip

identified including, but not limited to:

swimming, boats, or in/around water

remote locations/hiking

animals

outdoor education

air travel

motorized activities f. Means of transportation identified (school bus preferred) g. Means of housing identified (if applicable) h. Estimated number of chaperones needed, listing any special

qualifications for chaperones i. Estimated costs and funding source(s) j. A preliminary trip itinerary k. Provide alternative to field trip for students not attending l. Student health related information and medication

requirements m. Any other special student needs

B. Administrative approval process

1. Purpose of administrative review

a. Field trips provide a valuable educational benefit. However, off-

site situations can expose students to hazards that are not present in the normal school environment. As a result, it is important for administrators to carefully review and monitor field trips to ensure that risks and potential school liability are minimized.

2. Principals/administrators should do the following:

a. Determine the appropriateness of activities for the students’ age(s), skill(s) and behavior level(s).

b. Assist the sponsor with specific field trip risk identification. c. Review and/or sign related contracts with Executive Officer

before submitting field trip request. d. Obtain or provide certificates of insurance related to

contractual agreements and/or facility use. e. Provide preliminary administrative approval for the field trip. f. Submit the field trip to the Superintendent and/or Executive

Officer for approval. g. Continue to follow up with the sponsor to ensure appropriate

actions are being taken.

III. Risk identification and documentation

A. Identify and assess risks.

B. Be familiar with facilities and equipment.

C. Determine student medical needs.

D. Comply with medication procedures. IV. Supervision and chaperone selection

A. Supervise students at all times

Ensure supervision of students by an adult at all times. Remember the rule of thumb about supervision - if you can’t see the students, you are not supervising them. Staff and chaperones must exercise close control over the students. Students on field trips can become overly excited and want to explore on their own.

Establish a process for regular accounting for all students and staff, both periodically and when activities change (such as before boarding the bus to return).

B. Determine how many and what kinds of chaperones are needed throughout the trip.

Determine what supervision (what kind and how many) is needed.

Establish the proper ratio of supervisors to students based on a case-by-case evaluation of each field trip. Be sure to follow school district policy.

1. Base the number of chaperones on an evaluation considering the

number of students, age and maturity of the students, types of activities, facilities, duration of trip, type of transportation, and safety considerations (such as emergency procedures).

2. There should be a minimum of two adults supervising a field trip. If not specified in school district policy, recommended minimum supervision ratios (adults to students) are as follows: elementary students–1:15; middle/high students –1:20. The building administrator and sponsor should agree if additional supervision is needed based on an individual field trip plans.

3. More and/or specifically qualified chaperones/staff may be needed for higher-risk activities, overnight stays (gender-specific), activities involving water (lifesaving) or wilderness (survival), out of country travel (speak the language), and those including behaviorally, physically or mentally challenged students.

4. When the student group is co-educational, there shall be at least one (1) chaperone of each sex. On all such overnight out-of-country K-12 students shall be accompanied by chaperones in accordance with the following formula:

10 students or fewer- minimum two (2) chaperones;

11 to 20 students- three (3) chaperones;

Additional chaperone as need to maintain ratio of elementary students – 1:15; middle/high students – 1:20.

5. First aid/CPR-trained chaperones/staff is preferred. 6. If the field trip is part of a classroom educational experience, sporting

event, or sponsored club, at least one certificated staff member is needed.

7. For supervision purposes, each bus should have at least one staff member or chaperone other than the driver.

C. Volunteer chaperone selection

Ensure that all volunteer chaperones are:

At least 21 years old

Background check as specified in HCS Volunteer/Chaperone Policy

Physically able to do the job

Able to work well with students

Meet any other criteria as set forth by HCS

If a volunteer chaperone will drive, have him/her complete FT-10 Liability Notice for Employee or Parent Volunteer Transporting Students – Form B.

V. Transportation

As field trips are off school grounds, transportation is normally needed. This can be provided using a variety of forms. Listed below are transportation options and issues related to each. Be sure to specify the means of transportation in form FT-1 Field Trip Description with Itinerary and/or form FT-3 Parent/Guardian Field Trip Permission/Emergency Information/Informed Consent Form. A. District school bus This is the preferred means for transportation for several reasons: it is the

safest means of transportation, it is the easiest way to supervise many students, school bus drivers are trained school employees, and using district-owned and operated school buses keeps the money used for transportation in the school district.

To secure a school bus and driver for your trip log on to the electronic field trip request form from the following link; http://hdctrans3/edulog/eFT/. Once the trip is submitted, Transportation will schedule the school bus and assign a bus driver. Email communication will be sent confirming this process.

B. Charter bus

If school buses are not available, a recognized charter bus service can be used as approved by Henry County Transportation Services. Please consult with Transportation Services for more guidance.

C. Private vehicle The use of private vehicles is not recommended, because the school does

not have control over private vehicles. Because of the lack of control, the school will need to make efforts to ensure the safety of its students while riding in private vehicles. These efforts include:

1. Volunteer driver selection and screening

Ensure volunteer drivers:

Complete Form B

Are at least 21 years old

Have a valid driver’s license

Understand that the vehicle’s liability insurance is primary

Have received a copy of form FT-7 Guidelines for Volunteer Field Trip Chaperones

Are provided all relevant field trip information

2. Vehicle insurance

Private vehicle drivers should provide proof of current vehicle insurance. Administrators are required to make a copy of such insurance and retain in records.

3. Specific parental permission

When students will be transported by adult volunteer drivers, written parental permission to ride with a designated volunteer driver must be obtained from all students who will ride with the volunteer drivers. Complete FT-11 Liability Notice for Employee or Parent Volunteer Transporting Students - Form B

http://hdctrans3/edulog/eFT/

4. Student driving themselves and other students

a. If students will drive themselves, the student’s parent/guardian must give specific written permission.

b. If students will drive other students (which is strongly discouraged), volunteer driver requirements and vehicle insurance and inspection (as above) must be followed. Specific written parental permission from both the driver’s and the rider’s parents must be obtained. The Henry County School District strongly discourages students from riding with other students to and from extracurricular events and to this end, district employees shall not assign students to ride with other students.

5. Parent provided transportation

a. A parent/guardian may elect to transport their student to and/or from the field trip. If the student is transported via means other than arranged by the school, the parent/guardian must release the District from any and all liability that may arise as a result of this alternate means of transportation.

b. Form FT-10 Self-Transportation Release Form may be used for

this purpose. For some non-curricular events (such as clubs), the school may require students to provide their own transportation to and from the activity. To reduce liability to the school district in the event of a loss during parent provided transportation, school staff should take no role in such arrangements.

E. Air Transportation

Commercial airlines are often used when traveling long distances. Any air travel other than by commercial airline should reviewed by the district’s Executive Officer in consultation with the Risk Manager. Remember that air travel is traditionally excluded from school district insurance coverage. The flyer may want to purchase additional insurance.

F. Other means of transportation

1. City bus – Requires closer student supervision and designated money handling procedures.

2. Train – Railroad liability would be carried by the railroad and not a part of school district insurance coverage.

3. Other modes of transportation not operated by HCS are not covered

under Henry County Schools Insurance policy.

4. 15-passenger van – In compliance with state law and regulations, students are not allowed to be transported in a 15 passenger van.

VI. Overnight field trips - housing A. Arrangements

Prior to the trip, arrange sleeping accommodations for the students and chaperones.

B. Supervision

Special consideration should be given to the number of chaperones on an overnight trip as additional chaperones may be needed. Ensure students have supervision at all times while on a school sponsored field trip. If chaperones will not sleep in the same rooms as students, discuss how students will be supervised in their rooms, such as a room check every 30 minutes until the students are asleep.

C. Inspection

If possible, inspect the proposed housing before deciding to use the facility. In lieu of inspection, obtain recommendations from an approved travel agency or another school that has used the facility.

D. Providing information to parents/guardians

Communicate housing information, including the name(s), address(es), telephone number(s), and cost(s) of the proposed housing unit(s) to both parents/guardians and students. Be sure to specify the housing and sleeping arrangements in form FT-1 Field Trip Description with Itinerary and/or form FT-4 Parent/Guardian Field Trip Permission/Emergency Information/Informed Consent Form.

VII. Parental information and consent

A. Inform parents/guardians

1. Inform parents in writing about planned field trip activities. Provide a way that parents can ask questions about the trip.

2. For more involved field trips such as out of country or overnight stays,

provide a more formal opportunity for questions, such as an informational meeting for parents/guardians. Discuss applicable information regarding the proposed trip, including the following:

Purpose of the trip and relation to the curriculum or activity program

Budget and fundraising

Proposed detailed daily student itinerary

Arrangements for chaperones

Proposed travel arrangements

Proposed housing arrangements

Proposed eating arrangements

Rules of conduct for students

Reminder that district policies apply, including the prohibition on drug, alcohol use, and technology use

Parent information and permission requirements

Fees and spending money

Emergency procedures

Potential personal safety risks

Information related to foreign travel, including immunizations required, passports, laws related to drugs (including prescription drugs), and appropriate conduct in a foreign country

Keep records of dates of meetings, number in attendance, and handouts/information given

3. Students attending field trips are expected to abide by the policy of using electronic devices as defined in Henry County Board policy- IFBGA

. B. District policies apply

Ensure parents, students and chaperones understand that district policies and procedures pertaining to student conduct, discipline, and rights apply to students while on field trips, and that parents will be responsible for getting the student back home if the student breaks the rules. Rules on field trips are the same as required of students within the school confines. Students violating school conduct rules on a field trip are subject to the same disciplinary action as would apply if they were on school property. 1. Field Trip Behavior and Expectations Student Agreement

C. Related documents

Ensure necessary documents are received by the parent/guardian, returned to the school, and permission/emergency forms are reviewed by the school before the trip. Information sent to parents/guardians should include at least the following: 1. A letter from the school about the field trip 2. Field trip details and itinerary, listing means of transportation and

housing arrangements (if applicable) 3. Things for a student to bring and not bring on the trip, including type of

clothing needed

4. Field trip permission form FT-4 Parent/Guardian Field Trip Permission/Emergency Information Informed Consent Form

5. Health information/emergency contacts/permission for emergency treatment form

VIII. Student preparation and chaperone training A. Pre-trip training for both students and chaperones

Have the field trip sponsor(s) provide a pre-trip orientation for the students and chaperones that might include the following topics:

Behavior expectations, including the fact that school behavior and discipline rules apply on field trips (Behavior Expectations Agreement)

Activities the students will be participating in

Acceptable areas for the student to enter at the facility

Special hazards that have been identified

An itinerary of the trip

A general map of the area

The importance of washing hands after activities (especially if handling toxic substances or petting animals)

The importance of staying with the group

What to do if separated from the group

Procedures for walking in high traffic areas

Use of the buddy system

Other related information

B. Clothing and equipment

Provide special clothing or equipment if needed. If the district does not provide it, notify the parent/guardian of the student in advance that they will be responsible for providing the required clothing or equipment needed for the trip. Check each participant for proper clothing and equipment on the day of the trip to ensure it is provided.

C. Valuables and money

Arrange for security of people and possessions (if needed) or encourage students not to bring valuables.

D. Student Behavior Agreement FT-2 Field Trip Behavior and Expectations

Student Agreement E. Chaperone responsibilities and training

1. Proper supervision

The main purpose of supervision is to help protect students from injury or diminish the risk of student injury. Adults do not automatically have the skills necessary to appropriately supervise students. Teach chaperones applicable school district policies and procedures and their duties and responsibilities. Proper supervision has four basic components:

a. Presence and attentiveness

Being with students at all times, and keeping students easily in sight. (If one of the chaperones cannot see the students, the students are not being properly supervised)

Not becoming distracted from duties

Being physically able to participate in the activity as needed

May not use or possess alcohol or other drugs

May not use tobacco in the presence of, or within the sight of, students

May not administer any medications, prescription or non-prescription to students

b. Student behavior monitoring and intervention

Being knowledgeable of and consistently enforcing school rules and policies

Restricting students from leaving the group, from roughhousing, horseplay or other inappropriate behavior

Taking appropriate action when rules are not followed or a student is in danger

Never be in a position in which you are alone with a student

You are required to report any illness or injury of students to the administrator on duty

Overnight trips:

Chaperones must assume a 24-hour day responsibility for students from the time that leave until the time they return

At hotels, chaperones are assigned a specific block of rooms and floor area to supervise. Gender of the group members shall be considered when assigning chaperones and floor assignments

Students are not allowed to have visitors nor use room service; students must be in their assigned rooms from curfew (10PM) until they wake-up

Chaperones may not retire until all students are in their rooms, all visiting between rooms has stopped, and the chaperones are sure the students are secure

c. Hazard surveillance and intervention

Being risk-conscious (prioritizing attention into the areas where accidents are most likely to occur).

Checking the areas visited, and appropriately addressing hazards.

d. Provide general guidelines and behavior expectations for

chaperones FT-7 Guidelines for Volunteer Field Trip Chaperones

Familiarize chaperones with field trip specific emergency procedures, how to get assistance, and whom to contact in the event of an emergency

Review any medical concerns with the staff and chaperones so they are informed of medical issues before an emergency occurs

F. Emergency communication

1. Provide a method for communication in the event of an emergency

(such as a cell phone), and have an alternate method if the primary means doesn’t work.

2. Provide phone numbers for field trip staff to use to contact a school

administrator on a 24-hour basis in an emergency. Contact a school administrator promptly in the event of an unusual incident and any student injury. Allow the school administrator to contact parents/guardians in serious situations.

G. Access to student health information

1. Obtain student health information (medical conditions, medications,

allergies, etc.) related to potential needs on the field trip. Medical emergency cards/information/permission for treatment for each student must accompany the group with a copy kept at the school

H. Distribution of medications

At least one staff member on the trip must be trained to distribute prescribed medications according to school district procedures and how to

properly secure medications on the trip. Over-the-counter medications (Ibuprofen, Kaopectate, Tylenol, Benadryl, Tums, etc.) also require a district medication form signed by both parent and physician and the medication must be properly labeled by the parent. In the event a student requires medical attention, the principal or designated staff member or qualified person will attend to the medical situation.

IX. International field trips

These guidelines are in addition to the district’s usual field trip procedures; many of the previously mentioned procedures also apply to extended and foreign field trips. A. School board approval

Obtain approval from the school board before talking to students and parents about the proposed trip. The school board must formally approve all proposed plans for student travel out of the country. Discuss the proposed plan with the parents/guardians of the students participating, either in writing or verbally through group meetings. Keep records of the dates of these meetings, the number of parents in attendance, and any handouts/information. Provide parents/guardians and students with a planned itinerary for the trip, including at least the following information: departure time, place, major events/activities, travel arrangements, planned stops, time for return, and place for return.

B. Use of outside sponsoring groups

District sponsored out-of-country field trips can be handled with or without outside organizations providing travel, housing and curriculum plans and insurance protection.

If the district decides to use an outside company to sponsor the foreign field trip, screen the tour company for the following:

1. Reputable company with a good safety record

a. Ask the tour company about their safety record b. Call other school references that have used the tour

company

2. Has adequate liability insurance a. At least $1 million liability insurance (minimum coverage)

from reputable insurance company b. International coverage (at least countries visited) c. No impairment of aggregate limit (no recent large losses)

3. Can offer protection for the district a. Names district as additional insured on liability policy

b. Indemnification (hold harmless) provision in contract protects district

4. Tour company screens vendors (subcontracted tours, hotels, land

transportation, agencies) they use: a. F current evidence of liability insurance, at least ($1 million

limit) b. For good safety record (loss history)

c. For good performance

5. Has written emergency procedures in place for all aspects of the tour

In both informational meetings with students and parents and in written materials, provide details of the trip, including locations to be visited, major activities including tours, travel arrangements, housing/sleeping arrangements, eating arrangements, suggested clothing and equipment, and insurance protection. Clearly outline the activities that the district is controlling and those provided by the tour company. When the district makes the choice to include an outside sponsoring organization (i.e., Foreign Exchange Programs), many of the risks and liabilities are transferred to that organization. As the sponsoring organization has experience in the preparation, planning and participating in out-of-country activities, it is versed in the potential “pitfalls” that can result in potential injuries, accidents, and travel delays and discomforts. It should have secured protection from such risks by purchasing insurance to provide protection for the activity and students. Student housing should be limited to well-established and reputable hotels/motels. Residing with host families is not permissible. When this group is coeducational there shall be at least one chaperone of each sex. On all trips out of the United States, students shall be accompanied by chaperones in accordance with the following formula: 10 students of fewer - 2 chaperones 11 to 15 students - 3 chaperones 16 to 20 students - 4 chaperones One (1) additional chaperone for every additional ten (10) students or major portion hereof.

C. Information about foreign countries

Provide information about traveling in a foreign country. Discuss potential safety risks of the particular country being visited with the students,

parents/guardians and chaperones prior to departure. Ensure that students and chaperones have the proper immunizations, identification (passports, visas, etc.), and knowledge of laws specific to the country regarding drugs and prescription medication. Review information from the U.S. Department of State International Travel website at: http://www.state.gov/travel/ for tips on traveling abroad, requirements for U.S. citizens, and for travel warnings. Consult with the local Consulate office of the foreign country for specific requirements of visitors to that country. Advise non-US citizens to determine their immigration status before entering a foreign country and to take appropriate credentials with them. Advise all other students to take appropriate identification.

D. Land transportation

Professional drivers should be used to transport students and staff members. No staff members, chaperones, students, or adult accompanying the students are permitted to rent vehicles to transport students or staff members.

E. Air transportation

Make travel arrangements in accordance with established district procedures. Purchase trip cancellation insurance coverage if the trip is not planned by an outside organization. If the trip is planned with the use of an organization, confirm it provides coverage for trip cancellation.

F. Housing Housing of students in private homes will be approved ONLY if organized

and sponsored by a host organization. Otherwise, the cost of housing must be obtained. Determine room arrangements for students and chaperones. Seek input from teachers and administrators before finalizing room assignments. It is imperative that you follow the chaperone guidelines as found on page 14 section 2.

Housing information, including name, address and telephone number(s) of the proposed housing unit(s) must be communicated to both parents and students.

It is advisable that pre-inspection of the proposed housing be made, prior to deciding to use the facility. In lieu of pre-inspection, recommendation from an approved travel agency, the Automobile Club or other school that has used the facilities is advised.

http://www.state.gov/travel/

G. Insurance outside of the U.S.

1. For students Student accident insurance companies can provide coverage for medical insurance claims that happen outside the United States. This is secondary coverage, but is advisable.

2. For staff

Workers’ compensation covers employees injured in the course of employment. However, some medical providers may need to be paid for services at time of rendering.

3. For the district

Contact the district’s Risk Management Department to inquire about liability coverage outside of the United States; coverage may extend for claims presented in courts in Puerto Rico and Canada. Purchase International Travel Liability Insurance to insure protection if a third party is harmed or alleged to be harmed and suit is brought in a foreign country.

4. Consider other insurance a. Baggage and property insurance b. Tour Cancellation and Interruption Insurance

H. Informational meetings for students and parents/guardians Pertinent information regarding the proposed trip must be discussed with

parents that should include the information as follows:

A detailed itinerary

Travel and housing arrangements

Suggested clothing and equipment

Emergency procedures

Budget and fund raising activities

Rules of conduct

Arrangements for chaperones

Advisor/chaperone responsibilities

Potential safety risks

Permission requirements

Insurance protection

Medication procedures Provide information related to international field trips such as:

Required immunizations

Passport procurement

Required personal identification

Laws specific to that country regarding drugs and prescription medications

Travel Warnings issued to describe long-term, protracted conditions that make a country dangerous or unstable

Advise aliens, including exchange students, to determine their immigration status before entering a foreign country and to take appropriate credentials with them.

Keep records of dates of meetings, number in attendance, and

handouts/information given. For more information about these guidelines, please call the Administrative Services Department (770) 957-6601 A special thank you to Educational Services District 112 for their contribution to this document. http://web3.esd112.org/.

FORMS The School Field Trip Procedures that precede this section of forms provide detailed guidance for many aspects of planning and executing field trips. They serve as both a reference for field trip sponsors and a training tool for staff new to conducting school field trips. This section contains the related forms that will be used by field trip sponsors. These forms briefly summarize many aspects of the procedures that follow. They can be photocopied and used as is, or electronic copies can be obtained from your location principal/administrator. Following is a list of, and brief descriptions of, the forms that are part of these procedures: FT-1 Field Trip Description and Itinerary Form

This form helps sponsors fully describe the field trip. Included is a Sample Field Trip Description with Itinerary so the sponsor has an example of a fully completed form

FT-2 Field Trip Behavior and Expectations Student Agreement

FT-3 Non-Athletic Co-Extra-Curricular Permission Slip – Form A

FT-4 Parent/Guardian Field Trip Permission/Emergency Information/Informed Consent Form

This form combines the basic field trip information, medical/emergency information, and informed consent, so there is only one two-page form that parents/guardians need sign for to give permission for their children to participate in the field trip

FT-5 This Form Has Been Omitted FT-6 Volunteer Background Check Process

This three-page document fully describes the background check policy and procedures for volunteers/chaperones adopted by Henry County Schools

FT-7 Chaperone-Volunteer Guidelines

These two pages provide some general guidelines for chaperones, and a place for the chaperone to provide emergency contact information

FT-8 Notification to School System Volunteer Obligation as Mandated Reporter FT-9 Volunteer Driver Checklist

This form facilitates volunteer driver screening and vehicle inspection for volunteers who drive their own vehicles on field trips

FT-10 Self Transportation Release Form FT-11 Liability Notice for Employee or Parent Volunteer Transporting Students – Form B FT-12 Pre-Approved Field Trip Request Form FT-13 Non Pre-Approved Field Trip Request Form FT-14 Athletic Non Pre-Approved Field Trip

Appendices

Forms

FIELD TRIP DESCRIPTION AND ITINERARY FORM

FT-1 RETAIN AT SCHOOL OCTOBER 2017

The following list assists the sponsoring staff member through the field trip process. Please see procedures for specific information regarding each item.

DATE DONE

STEP 1: INITIAL PLANNING ( 8 WEEKS BEFORE TRIP) (See “School Sponsored Field Trip – Preliminary Approval Form”)

Determine and document the educational benefit of the field trip (curriculum-related study, interscholastic athletics, and co-curricular activities)

Develop a description of all activities; include transportation, housing, and eating plans; list unusual aspects of the trip; include all related brochures

Estimate the planned number and ages of participating students and chaperones needed

Determine proposed costs and funding Develop a preliminary itinerary of activities Identify if the field trip has special hazards, including on/in/near water, in

remote locations/hiking, involving animals, and/or outdoor education; avoid high-risk activities

Review field trip plan with principal Secure principal’s preliminary approval to conduct the field trip, and to

conduct fundraising if applicable (seek school board approval for fundraising if needed)

Submit to Superintendent or school board for approval if needed (for overnight, out of state or out of country field trips)

Receive preliminary Superintendent or school board approval Review procedure for fundraising, and develop a plan including fundraising

activities, a plan for assisting the students who are unable to pay their own expenses, and a method for return funds if not used for the trip

STEP 2: DETAILED PLANNING (2-8 WEEKS BEFORE TRIP)

Contact place(s) being visited to make preliminary arrangements (if needed)

Evaluate the field trip site for potential hazards, special requirements of location and activity, and accommodations

Review all contracts and insurance requirements; ensure insurance for out of country field trips (the principal reviews and signs any contracts and all forms)

Arrange for transportation: If school bus or van, submit request to transportation

If other, check with your Executive Officer for guidelines and approved providers Arrange for housing and assess suitability of housing (if overnight stay);

consider same sex sleeping needs

Arrange for food services (if needed)

Develop a detailed itinerary

Identify risks associated with this field trip



Address unusual aspects of trip with risk manager of HCS

Determine adult supervision needed and arrange for chaperones: ensure adequate number based on the type of activities planned and the age of

the students for developmental appropriateness; ratio approved by school administrator ensure qualified for special needs (first aid trained, lifeguard, etc.)

ensure criminally screened

ensure they received district chaperone guidelines Arrange for needed equipment and supplies, including emergency equipment

Meet with school nurse to plan medication needs/dispensing for students; arrange for distribution of special medications on the field trip (trained staff and secured medications)

Assemble parent information/permission packet: letter home to parents

detailed itinerary of activities

permission forms (informed consent, emergency treatment, medical conditions)

list of things students can and cannot bring, appropriate dress If academic competition is involved, submit to principal for approval:

written criteria and guidelines used to select participants in academic competitions

written communications used to inform parents and students of the academic competition and of the governing guidelines

Obtain final administrative approval

If a substitute is required, submit request to principal

Arrange an informational meeting for parents (for overnight, out of state, or out of country field trips)

Arrange for supervision of students who opt out of the field trip

STEP 3: FINAL ARRANGEMENTS (2 WEEKS BEFORE TRIP)

Provide field trip information to parents including:

letter home to parents

detailed itinerary of activities

permission forms (informed consent, emergency treatment, medical conditions)

list of things students can and cannot bring, appropriate dress

Provide orientation for chaperones, and ensure adequate supervision will be available

Confirm transportation

Confirm housing (if needed)

Confirm food services (if needed)

Confirm arrangements with place(s) to be visited (if needed)

Confirm availability of needed equipment and supplies

Confirm arrangements for special medications

STEP 4: FINAL CHECKS (DAY OF TRIP)

Confirm there is adequate adult supervision for the trip; check the number and types of chaperones

Check attendance



Ensure adequate transportation

Ensure parental permission is obtained and emergency information is available:

Every student has returned the parent permission/emergency medical form

Provide the school office with a copy of the signed field trip permission form/emergency medical form for each student (the original of these forms stay with the field trip sponsor)

A copy of the parent permission/emergency medical form for each student and staff member are kept with them

Review behavior and safety standards with students and chaperones before departure, including:

reinforce school rules and expectations

the system of accounting for students and the use of the buddy system

review emergency procedures (for injury, accident, or inappropriate activity)

explain what to do if a student gets separated or lost from group

Check emergency supplies and essential items for the trip

If special equipment or clothing is needed for each student, ensure that it is provided

Get medication for students from the office and ensure medications are secured

Make sure that staff/chaperones on the field trip have a 24 hour phone number for administrators, and the school office/administrator has (cell) phone number of staff on the trip

STEP 5: AFTER TRIP (SUGGESTED)

After the field trip, evaluate field trip procedures and the activities involved to ensure field trips in the future are effective and safe

Write ‘thank you’ notes

Write a news article with pictures about the trip for the local newspaper and/or Henry County Schools’ website.

FIELD TRIP BEHAVIOR AND EXPECTATIONS

STUDENT AGREEMENT


I, (print student name), understand and agree to follow the rules and expectations listed below while on my overnight field trip to (print date(s) and location(s) of field trip). 1. I understand that this is a school approved field trip and that Henry County Schools Student Code of Conduct applies

to my conduct during this field trip. I agree to follow the Student Code of Conduct while on the field trip and understand that I may be disciplined upon my return if I violate the Student Code of Conduct during this trip.

2. I will conduct myself with maturity, courtesy, and respect toward all parties participating in the field trip, including, but not limited to, my classmates, chaperones and teachers.

3. I realize the chaperones/teachers are responsible for my welfare and the welfare of the group. Accordingly, I will obey their instructions at all times. I also understand the sponsoring teacher(s) has the final authority and the right to administer consequences for any students who are in breach of this agreement.

4. I acknowledge this is an educational trip. I realize my participation in all group meetings, meals, tours, excursions, and other scheduled events is mandatory. I realize that I will only be exempt from participating in scheduled events if I am ill and I obtain prior permission from a chaperone/teacher to miss an event.

5. Allocation of free time is at the discretion of the chaperone/teacher. I will never go off alone or make any unplanned trips or excursions while on the field trip. I will carry the name, address, and phone number of the chaperones/teachers with me at all times. I will keep a chaperone/teacher informed of my whereabouts at all times.

6. I understand I must stay at the accommodations arranged by the school. Exceptions to this rule will be made only by prior arrangements, with the principal, parent(s)/guardian(s) and sponsoring teachers.

7. I will remain at my assigned lodgings from 10:00 P.M. to sunrise or a time designated by the sponsor. I understand that boys’ rooms are off limits to girls and vice versa. I understand I am not to leave my assigned lodgings after curfew unless I am accompanied by a chaperone/teacher. In case of emergency, I will immediately contact a chaperone/teacher.

8. I will respect public and personal property. I understand any damages incurred to public property or personal property as a result of my conduct will be my responsibility. I understand Henry County Schools is not liable for any damage that may occur to my personal property on the field trip.

9. I will not drink alcohol, smoke, use other tobacco products, or use illegal drugs and/or medication that is not prescribed to me during this trip. I will not accept or transport any of these items.

10. I understand that if I do not follow the rules and expectations listed above, or if I engage in illegal activity, I may be required to come home early. I understand my parent(s) will be financially responsible for making arrangements to send me home.

I, (print student name), have read the rules and expectations listed above and agree to abide by them. I understand that I may be disciplined and/or sent home early if I fail to adhere to these rules and expectations. Student Signature Date Parent Signature Date

NON ATHLETIC CO-EXTRA CURRICULAR

PERMISSION SLIP – FORM A


Teacher Name/Grade: Destination: Departure Date & Time: Return Date & Time:

Donation Amount (no student will be denied access to a field trip for monetary reasons; however, if donations do not cover the cost of the trip, the outing may be cancelled):

Chaperones Requested: Yes _____ No _____

Lunch: _____ Child will be allowed to buy a school lunch, or bring a lunch from home.

_____ Child will be allowed to buy a school lunch, bring a lunch from home, or purchase lunch at an outside vendor.

Transportation will be provided by in the following manner: ___ HCS bus transportation

___ Other method (please sign below “RELEASE*)

To be filled out by parent/guardian Please complete and return by:

Student Name:

___ My child has permission to attend the field trip. ___ My child does not have permission to attend the field trip.

___ My child will buy a school lunch. ___ I would like to be a chaperone. ___ My child will bring a lunch from home. ___ I (parent) will bring my lunch. ___ My child will bring monies for lunch to ___ I (parent) will purchase a school lunch. purchase from a vendor ___ My child has medication that should be administered during this trip. (School please attached IHP.)

CONSENT

If any emergency medical procedure/treatments are required by the student during the trip, I consent to the trip’s supervisor taking, arranging for, or consenting to the procedures or treatment at his or her discretion. I further release and waive any claim which I or any other person, firm, corporation, or entity may have or claim to have, known or unknown, directly or indirectly, from any losses, damages or injuries arising out of, during, or in connection with the student’s participation in the activity, any trip associated with the activity, or the rendering or emergency medical procedures/treatment, if any. I further agree to indemnify and hold harmless and reimburse the Henry County School District, the Board of Education, its successors and assigns, its members, agents, employees, and representatives thereof, as well as the trip supervisor from and for any and all claims and losses.

Signature(s) of Parent(s) or Guardian(s) Date

Other Transportation *RELEASE*

*If other transportation is indicated (i.e., no HCS bus transportation), please fill out below: While the Henry County School District provides transportation through the utilization of the District bus fleet for many extracurricular events, in some cases school sponsored transportation is not available. In those instances, it is necessary for the parent/guardian to make arrangements for transportation. The Henry County School District strongly discourages students from riding with other students to and from extracurricular events and to this end, district employees shall not assign students to ride with other students.

I, _____________________________________, parent or guardian of _________________________________ (student), hereby give my permission for my student to ride with the parent volunteer/sponsor to/from the designated extracurricular event:

_____________________________________________________ ______________ ______________________ Signature (s) of Parent(s) or Guardian(s) Date Phone Number

PARENT/GUARDIAN FIELD TRIP

PERMISSION/EMERGENCY INFORMATION

INFORMED CONSENT FORM


Field trip information I hereby give my permission for

(Name of student) who attends

(Name of school) to participate in a field trip to

(Destination) on _________________________ from to

(Date) (Time departs) (Time returns)

for the purpose of

Class/Club/Team:

Staff contact: Phone Number:

Transportation for this activity will be provided by:

___ District bus/vehicle ___ Other (specify)

Food will be provided at/by: I received a detailed itinerary of the trip Yes No

I received a list of things the student should/should not bring Yes No

Medical/emergency information Student home phone #: Date of birth: Student's Address: Family Physician: Phone #: Does the student have any medical or physical condition, medication information, or allergies which could interfere with the student’s safety? ____ Yes ____ No If yes, please describe: In the event of an emergency (injury, illness, unforeseen incident), I wish the following person to be notified in case I cannot be contacted: Name: Relationship: Phone #: Alternate phone #:





Informed consent As the parent/guardian of the above named student, I have read the field trip itinerary and I understand that there may be risks of physical injury associated with participation in these activities. I authorize emergency medical professionals to examine and in the event of injury or serious illness, administer emergency care to the above named student. I understand every effort will be made to contact me to explain the nature of the problem prior to any involved treatment. In the event it becomes necessary for the school district staff-in-charge to obtain emergency care for my student, neither he/she nor the school district assumes financial liability for expenses incurred because of the accident, injury, illness and/or unforeseen circumstances. These activities are an extension of the school education program and student conduct is to be in accordance with the school’s published rules and regulations. Signature of parent/guardian Date Printed name of parent/guardian Parent/guardian work phone Home phone # Cell phone # I pledge that my conduct will, at all times, reflect credit upon myself, my parents, and my school. I understand that the school rules of conduct apply while on the trip. Signature of student Date





Written Authorization for Self-Administration of Medication by Minor Children at School

* A current prescription and physician’s signature must be provided with this documentation. Student Name: Date of Birth: Grade: I, ________________________________, Parent/Legal Guardian of the above-named student hereby request authorization for self-administration and possession of asthma medication, epinephrine auto injector, or diabetic medication by this student while in school, at a school sponsored activity, while under supervision of school personnel, and while in before-school or after-school care on school operated property. The student demonstrates full understanding of the proper use of his/her medication. I understand that:

the school district and its employees and agents shall incur no liability for: a) any injury to the student caused by his or her self-administration of medication except for injury caused by willful or wanton misconduct; b) the student’s use, misuse, overuse, or neglected or failed use of his or her medication; and c) lost, misplaced, outdated, inaccessible, empty, or faulty medication and devices

the school may choose to require supervision of medication administration in the event that the student does not demonstrate appropriate use or proper technique with medication

the school has the authority to enforce rules and consequences for inappropriate behavior demonstrated by the student in association with the possession and/or self-administration of medication and that the school has the authority to require supervision of medication use as deemed appropriate for the safety of all students and staff

I take sole responsibility for:

the monitoring of medication, medication use, and refilling of prescriptions for medication as the school will not be responsible for the supervising, recording, and monitoring of self-administered medication

ensuring the student always carries his/her medication on his/her person

deciding if back-up medication will be kept at the school and providing the school with the back-up medication

informing school staff in writing of any changes in the student’s treatment or management

informing the school of any exacerbations, hospital visits, and/or new or changed student medical information

informing school staff in writing of any medication side effects that warrant communication to the parent/guardian

coordinating distribution of the student’s medical management and emergency plan to school staff (school health worker, teachers, physical educators, coaches, bus driver, before-school and after-school staff)

I understand and agree to the conditions of the school system policy. I permit the school to seek emergency medical treatment for the student when deemed necessary and appropriate. I accept legal responsibility should the medication be misused or given or taken by a person other than the above named student. I release the Henry County School System and its employees and agents of any legal responsibility related to the above named student’s possession and self-administration of his or her medication.

Parent/Legal Guardian Signature Date I, ___________________________________, the above-named student have been instructed in the proper use of my prescription medication and fully understand how and when to use this medication. I will always carry my medication with me and will not allow another student to use my medication under any circumstance. I understand and agree to the terms of the school policy.

Student’s Signature Date The above named student has been instructed and demonstrates understanding of the proper use of his/her medication. It is my professional opinion that the student be permitted to carry and self-administer his/her medication. I have provided the parent/guardian with a written emergency/management plan including the name, purpose, dosage, and administration directions of the medication.

Physician’s Signature Date

Georgia Department of Human Resources, Division of Public Health, Children’s Healthcare of Atlanta & Georgia Association of School Nurses 2004 Georgia School Health Resource Manual – Chapter 3 Administration of Medications.

SCHOOL VOLUNTEER BACKGROUND

DISCLOSURE FORM

FT-5 OCTOBER 2017

THIS PAGE

INTENTIONALLY LEFT BLANK

OFF CAMPUS VOLUNTEER

BACKGROUND CHECK PROCESS

FT-6 REVIEW ONLY – DO NOT DISTRIBUTE OCTOBER 2017

(To be reviewed by the sponsor only)

If your field trip includes parent chaperones, a background check may be required. Please visit MyHenry – Human Resource Services – Mentors/Volunteers/Chaperones for information, requirements, and forms related to parent chaperone approval. For any additional questions concerning chaperones, contact Human Resource Services.

Off-campus volunteer background checks will be valid for three school years.

Before sending in a new background check request, please check the Volunteer Roster on MyHenry to ensure that your parent is not already approved – either by your school or another. By avoiding duplicate (or triplicate!) requests, we can really cut down on the turnaround time with the sheriff’s department in processing our background checks.

Please be sure to utilize the current school year’s authorization form. Mentor Guidelines and authorization forms are sent system-wide to Principals, Assistant Principals, Counselors, and Graduation Coaches at the beginning of each school year.

Once a parent/guardian has approval, he/she may volunteer or chaperone in any capacity deemed appropriate by the principal for that one-year period. Please do not alter the form in any way. Colored paper is fine, but please do not add logos or any other additional information that may cause the form to become two pages or that may compromise the information already there.

Please ensure that the forms are complete. However, keep in mind that the sheriff’s department cannot run a background check on someone who does not have a valid Social Security Number or someone who does not have a valid state-issued ID. Both of these areas MUST be complete on the authorization form or they will be returned.

The Henry County Sheriff’s Department will NOT perform a background check on a minor child. Approvals for minors wishing to volunteer will be at the discretion of the principal. We do not perform background checks on active HCS students.

The Approved Volunteer Roster will be updated on MyHenry, noting the most recent approvals, and the date added.

Each school has a contact person responsible for the collection of parent background check forms, and to serve as a point of contact for Human Resources concerning parent and mentor volunteers. Your school name and the name of the contact person must be noted on all background check forms sent in for processing.

DO NOT send mandated reporting forms to Human Resources. These forms are to be maintained at the school.

Please do not include these forms as part of your student packets. We cannot and do not want to require parents to submit to a background check unless it is their intent to serve your school in one of these capacities.

Forms should be notarized before being sent in for processing.

For questions, please contact Stacey Odom, Human Resource Services at 770-957-5107, or via email at [email protected]

mailto:[email protected]

OFF CAMPUS VOLUNTEER

BACKGROUND CHECK PROCESS

FT-6 REVIEW ONLY – DO NOT DISTRIBUTE OCTOBER 2017

Following is the Criminal Background Authorization Form to be completed by your mentors/volunteers. It is imperative that the forms be filled out legibly and in their entirety. A complete social security number is required by the GBI or the request will not be processed. Send completed forms to Stacey Odom in Human Resource Services. Forms can be notarized in Human Resources, if necessary. Requests are sent to the Henry County Sheriff’s Department for processing, which depending on workload, can take up to 10-14 days. Please be aware of this time frame when arranging for field trip chaperones and submit your requests in as soon as possible. Also, be sure to note the school name and the contact person on the form. Once the background checks return, you will be contacted by Human Resources to advise you of all acceptable reports as well as any that may be of concern. At that point, you will be able to make a final determination regarding your parent volunteers and their approval to participate in the school’s function(s). Please forward this information to your field trip sponsors. As always, if you have any questions or concerns, or if there is anything additional that I can do to assist you, please let me know. Stacey Odom Human Resource Services Henry County Schools 770-957-5107 [email protected]

Valid for the following school years: 17/18, 18/19, and 19/20

SUBMIT TO HUMAN RESOURCES

AUTHORIZATION OF RELEASE OF CRIMINAL BACKGROUND INFORMATION - Mentor/Volunteer/Chaperone Consent Form -

School: ______________________ School Contact:__________________________________

To the Sheriff’s Department of Henry County: I hereby authorize any clerk, officer, judge, custodian, or other person to give to the Henry County Schools, 33 North Zack Hinton Parkway, McDonough, Georgia, 30253, any and all information in their possession regarding my motor vehicle record, and any criminal history or record pertaining to me, which may be on file with any criminal justice agency, court, or the GCIC/NCIC, or other information requested upon presentation of this authorization or any reproduced copy thereof. (O.C.G.A. 35-3-35/35-3-6.) I further give my continuing consent, for officials of Henry County Schools to access such information throughout the course of my service at intervals, should the Henry County Schools deem further background checks appropriate.

ALL REQUESTED INFORMATION MUST BE SUBMITTED AND MUST BE LEGIBLE. THE SHERIFF’S DEPARTMENT WILL NOT PROCESS INCOMPLETE REQUESTS, AND INCOMPLETE FORMS WILL BE RETURNED

TO THE SCHOOL. ___________________________________________ ___________-_______-___________ Print Full Name (First, Middle, Last) Social Security Number (Full Number) _________________________________________________________________________________________ Street Address _______________________________________ ____________ ___________________ City State Zip Code ____________ ______________ _________________ ____________________________________ Sex Race Date of Birth Driver’s License Number/State (MM/DD/YYYY) ___________________________________________________ ______________________________ Signature Date Sworn to and subscribed before me this _________ day of __________________________, _________ ___________________________________________________ Notary Public

For HR use only:

GUIDELINES FOR VOLUNTEER

FIELD TRIP CHAPERONES


To be reviewed and signed by Volunteer/Chaperone Thank You for Your Support! Henry County Schools (HCS) believes that field trips provide a valuable educational experience for students. Without the help of volunteer chaperones like you, many field trips would not be possible. We thank you very much for giving your time and support to these important activities. In order to help ensure that HCS-sponsored field trips result in safe and rewarding experiences for all participants, we have prepared these guidelines to provide information about volunteering as a field trip chaperone. Becoming a Volunteer Field Trip Chaperone

Because student safety is paramount concern, Georgia State law requires HCS to conduct a criminal record background check of school volunteers with unsupervised access to children. To accomplish this, all volunteers must complete the ‘GCIC Consent Form’ every three years or at the principal’s discretion.

The HCS also requires that volunteer chaperones be at least 21 years old. Guidelines for Volunteer Chaperones Prior to your field trip, the supervising staff member will provide you with information regarding the activities planned for the trip, expectations for supervising students, and emergency procedures. In addition, we have developed the following general guidelines to help you perform your duties as a chaperone. If you have any questions regarding these guidelines, please contact the supervising staff member or the building principal/program manager. 1. All school rules apply on HCS-sponsored events. Chaperones are expected to comply

with HCS policies, follow the directions given by HCS’s supervising staff member, work cooperatively with other staff and volunteers, and model appropriate behaviors for students.

2. In order to comply with HCS policy, during HCS sponsored events, chaperones:

may not use, sell, provide, possess, or be under the influence of drugs or alcohol

may not use tobacco in the presence of, or within the sight of, students

may not possess any weapon

may not administer any medications, prescription or nonprescription, to students 3. Students must be supervised at all times while at HCS-sponsored events. As a

chaperone, you will supervise a small group of students, helping them learn and making sure they behave appropriately. Students must stay with you, their chaperone, at all times. Go over use of the buddy system with students under your care. Account for all participants regularly and before changing activities. Be sure you know when and where to meet the rest of your group at the end of the visit. Chaperones must be readily available, be mindful of safety concerns, and respond to students’ needs.

GUIDELINES FOR VOLUNTEER

FIELD TRIP CHAPERONES


4. Student behavior is your responsibility. School rules related to student behavior apply. Go over rules and standards of behavior, safety rules, and any site specific rules with students. Ensure that students do not get involved in extra activities not pre-approved by administrators and parents.

5. For the protection of both the student and the chaperone, chaperones should not place

themselves in situations in which they are alone with a student. 6. Family members or friends of a chaperone may not participate in a HCS-sponsored field

trip or event unless prior approval has been obtained from the building principal. Additional small children can distract you from your duties as a chaperone.

7. Chaperones who transport students in their personal vehicle must complete the HCS

Private Transportation for School Activities form. You are expected to comply with all HCS and State student transportation rules and regulations. Be aware that your personal vehicle insurance provides primary coverage in the event of an accident or injury.

8. Be sure to know what to do in an emergency (medical emergency, natural emergency,

lost child, serious breach of rule, etc.). Know who is first aid trained, where the first aid kit is, where the cell phone is kept, and who has the copies of parental permission slips with emergency phone numbers and medical information.

In the event that I have a personal emergency, please contact: _______________________ ___________________ _________________________

Printed Name Relationship Daytime Phone I acknowledge that I have received the copy of the “Guidelines for Volunteer Field Trip” Chaperones,” have read these guidelines, and agree to comply with the guidelines as a school volunteer. Printed Name Volunteer Signature Date

NOTIFICATION TO SCHOOL SYSTEM VOLUNTEER

OBLIGATION AS MANDATED REPORTER FOR

SUSPECTED CHILD ABUSE


Pursuant to Code Section 19-7-5 of the Official Code of Georgia Annotated (O.C.G.A), Henry County Schools must notify individuals who volunteer in the school district of their obligations as mandated reporters for suspected child abuse.

Child abuse includes:

(A) Physical injury or death inflicted upon a child by a parent or caretaker by non-accidental means; physical forms of discipline do not count, as long as there is no physical injury to the child;

(B) Neglect or exploitation of a child by a parent or caretaker thereof; or

(C) Sexual abuse or exploitation of a child.

Requirements

Georgia law requires that all volunteers:

1. Report, not investigate, any suspicions of child abuse as defined above to the principal, supervisor, or designee of the facility within which you are volunteering immediately, but in no case later than the end of the school day or school event for which you are serving as a volunteer.

2. If the above individuals are not available, then Georgia law requires that you make an oral report of suspected child abuse immediately to the Department of Family and Children Services, an appropriate police authority, or a district attorney within 24 hours.

3. If you suspect the child is in immediate danger, you are directed to call 911 immediately.

Guidance

Your verbal report should be made in person or by telephone and followed by a report in writing, if requested.

Do not contact the parent or guardian.

In causing a report to be made to a child welfare agency, or participating in any judicial proceeding or any other proceeding that results, you are immune from any civil or criminal liability that might otherwise be incurred or imposed, provided that you are doing so with good intentions.

A copy of Henry County Schools’ procedures for reporting suspected child abuse/neglect has been made available to you on the back of this form. In addition, a video has been made available at the Henry County School system website that will aid you in understanding the signs and symptoms of child abuse/neglect. http://schoolwires.henry.k12.ga.us/site/default.aspx?PageID=1

If you have questions, please contact the principal, school designee, or April Brown, Director of Administrative Services at 770-957-6601.

By your signature below, you acknowledge that you have received a copy of the procedures, you have had an opportunity to review the form and ask questions, have had an opportunity to review the video if so desired, and are aware of your obligation to report suspected child abuse/neglect to the appropriate authorities.

Printed Name Volunteer Signature Date

http://schoolwires.henry.k12.ga.us/site/default.aspx?PageID=1

SCHOOL DISTRICT VOLUNTEER

DRIVER CHECKLIST


TRIP INFORMATION DATE: SCHOOL: PURPOSE OF TRIP: DATE OF TRIP: TRIP IS TO: TRIP IS FROM: MAXIMUM # OF STUDENTS TO BE TRANSPORTED IN VOLUNTEER’S VEHICLE: DRIVER SCREENING/INSURANCE REQUIREMENTS NAME OF DRIVER: VEHICLE YEAR/MAKE/MODEL: LIC #: Please respond to each item with a “YES” or “NO” answer: YES/NO I am older than 21 years of age. I have a valid Georgia State Driver’s License. License #: Expiration Date: I have had no vehicle moving violations or at-fault accidents within the last three years. If

you have had any, please list:

I have automobile liability insurance that is currently in force and meets State

requirements. Company: Policy #: Exp. Date: _________ I am aware that, in the event of an accident while on a school-related activity, any claims

will be tendered to my personal automobile insurance company, and my insurance is primary.

_______ I am aware that, in the event of an accident while I am towing or transporting school or

student equipment, any claims will be tendered to my personal automobile insurance company, and my insurance is primary.

SCHOOL DISTRICT VOLUNTEER

DRIVER CHECKLIST


VEHICLE INFORMATION Please respond to each item with a “YES (AGREE)” or “NO (DISAGREE)” answer:

YES/NO My vehicle has no mechanical or physical defects that would interfere with the safety of

the driver and passengers. There is a working seat belt for the driver and each passenger, and I enforce the wearing

of seat belts by all. If my vehicle has dual airbags, I understand that I cannot seat children under 12 years old

or small persons in the front passenger seat. The above information is true and accurate to the best of my knowledge. Signature of Volunteer Driver Date

ADMINISTRATIVE REVIEW If the volunteer will drive for more than one day, the district has obtained the information

to order a motor vehicle abstract (three-year comprehensive record) If the volunteer will drive for more than one day and will have unsupervised student

contact, the district has obtained the information to order a background information check.

All students have parental permission to ride with a volunteer driver. All “NO” responses have been addressed satisfactorily. I have reviewed the above information and this driver and vehicle are approved for this trip. Signature of Administrator/Designee Date

FIELD TRIP

SELF TRANSPORTATION RELEASE


FIELD TRIP SELF TRANSPORTATION RELEASE

I, hereby accept my

(Parent’s name)

son/daughter into my care. This

(Child’s name)

releases the Henry County School District from any duty or liability with respect to the transportation of my

son/daughter to and/or from the today’s field trip.

Date of Field Trip: _____________________

Initial one or both:

_____ I will transport my student to the field trip.

_____ I will transport my student from the field trip.

__________________________________________ ________________________

Parent/Guardian Signature Date

Note: It is recommended that all students be transported via school/site arrangements. It is the principal’s discretion

whether or not to allow students to be transported via another means of transportation. If the student is transported

via means other than arranged by the school, the parent releases the School District from any and all liability that

may arise as a result of this alternate means of transportation.

LIABILITY NOTICE FOR EMPLOYEE OR PARENT

VOLUNTEER TRANSPORTING STUDENTS – FORM B


Employee or Volunteer Name: Work Location: HCBOE Employee Only Activity for which Transportation is necessary (provide specific details for entire trip):

I understand transporting students to any school activity in my personal vehicle places me in a situation of personal liability. I acknowledge that I will not be covered by a Henry County Board Of Education insurance policy. My signature below affirms that I fully understand the above risk of personal liability and still agree to transport students in my personal vehicle. Employee or Volunteer Signature: Employee or Volunteer Printed Name: Date: School Checklist for Parent Volunteer (Not applicable for HCBOE Employee)

background check completed and approved by Henry County Board of Education (HCBOE)

volunteer form completed and filed

notification to school principal

EDUCATIONAL FIELD TRIP REQUEST

PRE-APPROVED FIELD TRIPS


School: Destination: Grade/Class:

Number of Students Involved: Teacher:

Departure Date*:

Return Date*:

Departure Time: Return Time:

Round Trip Mileage: Number of School Days Missed*: Program/Content Area: CTAE ELA Fine Arts Foreign Language Math Science

Social Studies Other: (Please Specify)

Transportation Needed: School System Bus (number of buses needed)

School Faculty Member

Charter Bus Name of Company:

No Transportation Needed

Objectives of the Trip (Use additional paper if necessary):

Prior Preparations (Instructional activities or unit of study related to the trip must be completed 3 days before trip):

Follow-up activities (to be completed within 5 days after trip and returned to the Principal):

Instructional Plan for students not going on field trip:

Fee requested from students and parents: *Fees may not be charged for trips that require time during the school day or result in academic credit. Donations may be requested.

Teachers or other professional personnel to serve as chaperones (minimum of two adults): Ratios (adults to students): Elementary students – 1:15; Secondary students – 1:20 1. 4.

2. 5.

3. 6.

Approved By: Principal: Transportation Request Sent through Edulog: Date Date


NON PRE-APPROVED FIELD TRIPS

FT-13 SUBMIT TO LEADERSHIP SERVICES OCTOBER 2017



Departure Date*:

Return Date*: Departure Time: Return Time:

Round Trip Mileage: Number of School Days Missed*:

Program/Content Area: CTAE ELA Fine Arts Foreign Language Math Science

Social Studies Other: (Please Specify)





Objectives of the Trip (Use additional paper if necessary):

Prior Preparations (Instructional activities or unit of study related to the trip must be completed 3 days before trip):

Follow-up activities (to be completed within 5 days after trip and returned to the Principal):

Instructional Plan for students not going on field trip:

Fee requested from students and parents:

*Fees may not be charged for trips that require time during the school day or result in academic credit. Donations may be requested.

Please submit field trip request at least 30 days in advance for Board Approval.

Teachers or other professional personnel to serve as chaperones (minimum of two adults): Ratios (adults to students): Elementary students – 1:15; Secondary students – 1:20

1. 4.

2. 5.

3. 6.

Approved By: Principal: Executive Officer: C&I Coordinator: Superintendent: Board of Education Chairperson:


ATHLETIC NON-PRE APPROVED FIELD TRIPS

FT-14 SUBMIT TO LEADERSHIP SERVICES OCTOBER 2017



Departure Date*:

Return Date*: Departure Time: Return Time:

Round Trip Mileage: Number of School Days Missed*:

Type of Contest: Overnight In State Overnight Out of State Overnight GHSA State Tournament

________ ________ ________ ________ Other: (Please Specify)





Reason for the Trip (Use additional paper if necessary):

Prior Preparations for Instruction (Instructional activities or unit of study related to the trip must be completed 3 days before trip):

Follow-up activities for missed instruction (to be completed within 5 days after trip and returned to the Principal):

Fee requested from students and parents:

Tournament entry fee:

Source of funding for hotel:

Please submit field trip request at least 30 days in advance for Board Approval.

Teachers/Coaches or other professional personnel to serve as chaperones (minimum of two adults): Ratios (adults to students): Elementary students – 1:15; Secondary students – 1:20

1. 4.

2. 5.

3. 6.

Approved By: Principal: Executive Officer: Athletics Coordinator: Superintendent: Board of Education Chairperson:

henry county schools field trip procedures

Documents