Field Trips

Before you go, here's what you should know about field trips

Field Trips from Jamestown to Scotland!

In conjunction with the curriculum in various classes, FCPS students travel locally to the White House, U.S. Capitol, area monuments, National Mall, Newseum, and Smithsonian museums, as well as to Jamestown, Yorktown, and Philadelphia. As part of their study of the arts and marketing, some students visit New York City; others travel over school breaks to Central or South America, Europe, and Asia.

Field trips enrich the study of classroom instruction, enabling students to supplement their studies with an up-close look at locations, artifacts, documents, and memorials. These trips offer students the opportunity to better relate to the world around them by learning more about it.

School Board Regulation 5790 outlines the various field trip types:

  • Instructional -Extend classroom instructional program, contribute to accomplishment of course objectives.
  • Activity -Academic and athletic teams, performing groups.

Planning Field Trips, Chaperone Guidelines, & Field Trip Accident Insurance

Risk Management is responsible for field trip guidelines and requirements governed by Regulation 5790 , Field Trips-Planning and Conducting .

Travel

Schools may arrange field trips wtih FCPS contracted Travel Brokers

Contracted Travel Brokers

Transportation

Schools may arrange field trip transportation with FCPS Approved Commercial Carriers.

Commercial Carriers

Important: Only full-size commercial buses (40-61 passengers) may be used to transport students. Buses with smaller capacities are prohibited.

Effective supervision is critical to ensure the safety and success of field trips and activities.

Adults who volunteer as field trip chaperones should adhere to the following guidelines:
  • Parents or guardians who currently have children enrolled at Fairfax County Public Schools (FCPS) may volunteer to chaperone school sponsored field trips. At the principal or program manager’s discretion, other adults who are a minimum of twenty-one (21) years of age may volunteer.
  • Any individual who is listed in the Virginia Sex Offender Registry or has been convicted of any offense related to children will not be permitted to chaperone a field trip.
  • A ratio of one chaperone per ten students is recommended for all FCPS sponsored field trips.

          Note: Museums, tours, and other venues may require a smaller chaperone to student
          ratio (i.e. one chaperone per eight students). Verify this information with the tour
          operator when planning your trip.

  • Chaperones are expected to support the FCPS trip organizer/director at all times, in all decisions, and policies. Any discussions about decisions and policies should be held in private and not in the presence of students. Chaperones are expected to put the needs of the students and trip organizers ahead of personal preferences during the trip.
  • Chaperones are expected to arrive on time, remain with the group, and report to designated assignments.
  • If a student is ill and unable to participate in planned activities, at least one chaperone must stay at the hotel with the student.  Never leave a student alone at a hotel.
  • Students are prohibited from smoking or drinking alcoholic beverages. Chaperones are asked not to drink alcoholic beverages for the duration of the trip and to avoid smoking in close proximity of the group.
  • Chaperones are expected to assist in supervising students in the hallways, lobby, and recreational areas of the hotel. If students are allowed to use the hotel pool, supervision by a lifeguard and/or CPR certified chaperone is necessary.
  • In accordance with Regulation 2102 , First Aid, Emergency Treatment, and Administration of Medication for Students, only trained FCPS staff members are allowed to distribute medications to students. Chaperones should not administer medication to students.

What you need to know

FCPS purchases accident and illness insurance for all students, and voluntary chaperones that become injured or ill while on a school-sponsored field trip.

This coverage is provided on an excess basis to the insured’s primary insurance policy.

Insurance Company:   K and K Insurance Group, Inc.

Address: 
P.O. Box 2338
Fort Wayne, IN 46801-2338

Phone Number: (800) 237-2917

Fax Number: (866) 463-3230

Claim forms are available online
K & K Insurance

Please call Risk Management at 571-423-3620 for further information.

Field Trip Forms

FS 152: Parental Authorization and Acknowledgement of Risk for Field Trip

Used by school staff to obtain parental permission and acknowledgement of risk for a field trip.

FS 152 V: Parental Authorization and Acknowledgement of Risk for Virtual Field Trip/Activity

Used by school staff to obtain parental permission and acknowledgement of risk for a field trip.

FS 142: Field Trip Driver's License and Vehicle Insurance Information

Used by school staff to collect driver and insurance information for filed trips utilizing personal or leased vehicles.

FS 143: Field Trip Luggage Search

Used by school staff to conduct a search of student's luggage prior to an overnight field trip.

FS 151: Notice Regarding Proposed Trip Involving Students

Used by school staff to request permission for a field trip not sponsored by FCPS.