Revised 8/01/15

Vanceboro Farm Life Elementary

FIELD TRIP PROCESS
2015-2016

Beginning of the Year: Decide as a team on field trip(s), date(s), and mode(s) of
transportation. You may e-mail the list to Mrs Wallace. Be sure to indicate the
grade, date, location, and general purpose of the trip (Ex: Study ecosystems). If
needed, administration may request more information to determine curriculum
alignment. Ms. Morris, Secretary, will add field trip to VFLE calendar.
Step 1: All field trips will require completion of the Field Trip Request form. Forms
can be secured from Mrs. Wallace or you may go to the Craven County Website
at http://inet.craven.k12.nc.us/forms/ . Craven County Schools Request for
Field Trip must be submitted at least 4-6 weeks prior to attending trip. If it is
a county sponsored field trip, submit field trip request as soon as youre
notified (some of these trips will not require 4-6 weeks submission). Please
be sure to secure the signatures of administration, school nurse, and cafeteria
manager. Parents and students should not be notified of any field trips, nor
should permission slips go home until approval has been received from
Central Office. As soon as I get an approval from them, I will notify you.
Step 2: Mrs. Wallace will secure necessary buses, whether yellow or white
(remember: yellow buses cost $2/mi and white activity buses cost $1/mi). Please
complete the bus request form.
Step 4: Bus drivers will be assigned by Mrs. Wallace for grade levels that do not
have enough assistants with bus licensure. This will be done on a rotating basis
or as needed. Notification will be given to the assigned driver(s) and notification
will also be sent to his/her cooperating teacher.
Step 5: Teachers who are going on the field trip must:
Notify Mrs. Wallace of any student who is not participating and fill out the
Temporary Placement Form. Leave assignments for students that are
absent (in case they show up) as well as those not participating.

There must be a chaperone for every 10 students. Please complete the

chaperone list form and return this to Mrs. Wallace 1 week before the field
trip. All chaperones need to be listed including teachers, assistants and

Revised 8/01/15
bus drivers. In order for a parent to be a chaperone, they must
complete the online volunteer information form and must be cleared.
If you have a parent who has not done so, please advise them to do so,
especially if you want that parent to chaperone.

Coordinate with Ms. Faye (cafeteria mngr) for any students needing lunch
from school. Follow the timeline on the Field Trip Lunch Form so that
the cafeteria will be prepared in advance (20 days prior to attending field
trip).

Remember- If a check is needed from the bookkeeper, submit the Check

Request Form to Mrs. Langlois at least 1 week in advance.

Step 6: On the day of the trip:

Bus driver is responsible for the following:
For yellow buses:
Get a mileage sheet from Mrs. Wallaces office and the bus/ key prior to departure.
Complete the pre-trip inspection of the bus.
Fill out the mileage sheet and turn in to the Mrs. Langlois upon returning to school.
Complete the post-trip bus inspection and be sure that the bus is clean.
Return the bus/key.
For activity buses:
Mrs. Wallace will make arrangements to pick up the bus from the designated school.
Complete pre-trip bus inspection.
Get mileage form from Mrs. Wallace.
Clean the bus if necessary and notify Mrs. Wallace.
Return bus mileage form to Mrs. Langlois.
Teachers/Assistants are responsible for the following:
Ask custodian to load lunches and coolers.
Teachers pick up check from bookkeeper.
Check with nurse for medications and inhalers that students might need during the trip.
Medications should be placed in individual envelopes and labeled with the students name
and time for administration on the front. The teacher/ assistant is responsible for
administering medications and recording the time and dosage in the nurses notebook
upon returning to school.
Taking copies of the Permission/Waiver Forms on the trip.
Making sure the red bag is taken along on the field trip with qualified information on each
child.

Step 7: All field trip forms are due to Mrs. Wallace 1 week prior to the date
of your field trip NO EXCEPTIONS. Failure to turn in all forms to Mrs.
Wallace1 week prior to your field trip may result in cancellation of your trip.
The forms that should be turned in one week in advance are:
Lunch form
Bus seating chart
Chaperone list
Field trip checklist
Check request
(The field trip request and itinerary are still due 4-6 weeks in advance. The
only form that can be turned in the day of the trip is the temporary
placement for students not attending the trip.)
***All student field trip permission slips and money are due 1 week prior to
the trip to the classroom teacher.

Revised 8/01/15

Reminders:

It is your responsibility to make accommodations for those students who

do not attend the field trip. ISS is not an option for those students as this
should not be viewed as punishment.
For all out-of-county trips, white activity buses must be used, unless using
a charter bus.
Advance notice of field trips is necessary because reservations must be
made for white activity buses, and yellow bus usage has to be approved
by transportation prior to the trip.
If a trip is cancelled for any reason you will still need to eat the lunches
that have been ordered and prepared.
Teachers should keep a copy of the Permission/ Waiver Forms with
them during the trip. Be sure that you have the most current contact
numbers for each student.

Field Trip Alignment:

Each grade level is responsible for planning and scheduling field trips that
correlate with the Common Core Standards and will provide real life
experiences for our students. Two big trips per year and a variety of in
town/county trips should by spread out over the course of the school
year. The activities calendar should be considered when planning trips.
Field trips should not interfere with testing windows, and should not be
scheduled right before the EOGs.
Very few trips should be the same for different grade levels and should always
align with objectives from the Common Core Standards for a particular grade
level.

Vanceboro Farm Life Elementary

School
Fieldtrip Itinerary

Teacher

Grade:

Phone #
Date
Depart From
Depart Time
Time

Arrival Time:
Activities

Done

7:00-7:30
7:30-8:00
8:00-8:30
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-12:00
12:00-12:30
12:30-1:00
1:00-1:30
1:30-2:00
2:00-2:30
2:30-3:00
Teacher Signature: _____________________________Date:_________
Principal Approval:______________________________ Date:_______

VANCEBORO FARM LIFE ELEMENTARY SCHOOL

TEMPORARY PLACEMENT FOR NON-ATTENDING STUDENTS
Teacher: ___________________________
Date of Field Trip: ____________________

Student

Teacher Placed With

Absent Students

Place with

Medical Needs or other Special

Information

Medical Needs or other Special

Information

Notations:
The homeroom teacher should make sure that sufficient work has been left for the
students to complete while the class is on the field trip.
If there are no medical needs, please write no medical in the appropriate column.
This form should be given to Mrs. Wallace, Mrs. Langlois AND your supporting
teacher(s) on the day of the trip before you leave campus.
Absent students must have a placement incase of late arrival.

Revised 7-19-14

VFLE Field Trip Lunch Form

Teacher: ___________________________
Date of Field Trip: ____________________

Student

Lunch #

Ham or PBJ

Milk/Juice?

One month (twenty days) before the trip (if school prepared lunches will be needed), notify
the cafeteria manager per e-mail or written notice. Please do not just verbally state that the trip
is coming up. A written notice of some type is required.
One week before the trip, notify cafeteria manager of the total amount of lunches needed
(hand deliver this form and keep a copy for yourself).
Morning of the trip, hand deliver this form to the cafeteria manager and pick up your lunches at
designated time.

Revised 7-19-14

Bus Accident Student Seating Chart

Driver _____________________ Bus # ________
First & Last Name
Age Sex Race
1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

Mileage __________ Date __________

First & Last Name
Age Sex Race

Revised 7-19-14

Vanceboro Farm Life Elementary School

Chaperone List
2014-2015

Teacher________________________________

Grade______________

Phone #________________________________ Date of Trip_____________

Bus #__________________________________

Yellow

White

Number of students attending trip ___________________

Number of chaperones attending trip__________________
(REMEMBER: there must be 1 chaperone for every 10 students)
Chaperone
Ex: John Doe

Title

Phone #

Parent

252-123-4567

Revised 7-19-14

Vanceboro Farm Life Elementary

Field Trip Checklist
Field Trip Coordinator: ________________

Grade: _____

Please make sure you have ALL information together before you turn it in to Mrs. Wallace.

Some of these things may not be applicable for your field trip. If not, please put N/A. In order
to secure buses, I must have all information ASAP.
When working with your teams please gather all information from the other team members and
turn in as a team.

Done

Required Forms
Request for Field Trip
Field Trip Itinerary
Student Permission Slips
Student Field Trip Fees
Chaperone List (ea.
classroom)
Check Request for Field Trip
(field trip coordinator)
Lunch Form (ea. classroom)

Bus Seating Chart (ea. bus)

Daily Attendance Class role
(ea. classroom)
Emergency Contact List (each
classroom take a copy on trip)
Temporary Placement for NonAttending Students (ea.
classroom

Due Date
4-6 weeks prior to trip
4-6 weeks prior to trip
1 week prior to trip to
classroom teacher
1 week prior to
classroom teacher
1 week prior to trip
1 week prior to trip
20 days prior to trip to
Cafeteria
1 week prior to trip to
Mrs. Wallace
1 week prior to trip
Day of trip
Day of trip (take with
you)
Day of trip to Mrs.
Wallace and Ms. Morris.

All necessary forms and fees have been turned in.

The following forms are missing:

Comments/ Notes

Revised 7-19-14

Vanceboro Farm Life Elementary School

Check Request for Field Trip

Teacher Making the Request:_______________________________________________

Date of Request:_________________________________________________________
Date Check is needed:_____________________________________________________
Amount of Check:________________________________________________________
Make check payable to:____________________________________________________
Address:_________________________________________________________________
________________________________________________________
Phone #:_______________________________________________________________

Charge Each Homeroom the Following:

Teacher

**Kindly submit to bookkeeper at least 1 week prior to field trip.

Amount