Field trips must be planned within the context of the school program and must be appropriate for the age level and curriculum.  Before any student is taken from the school grounds on a field trip, written permission must be obtained from the parents or legal guardians.   Transportation shall be provided only by school vans, or chartered or commercial transportation services contracted through the School and can be driven only by authorized personnel, or, with the approval of the principal, by private vehicles.


Student Trips
Student trip means travel made by students and chaperoned by at least two (2) professional employees and other authorized adults.  A student trip must be related to a curricular or extracurricular activity that is provided by the school or arranged under the direction of the certificated employee supervising the trip.


Student field trips may be approved when the activity is directly related to ongoing instruction with defined objectives determined in advance.   The activity should supplement, extend, or enrich the curricular or extracurricular program in a manner that cannot be achieved on campus.



Types of Trips

Field Trip
A field trip provides an educational experience for students that cannot be provided through instruction in the classroom or on the school campus. Each trip must furnish students with a learning experience of educational and subject- related value that directly correlates with the objective(s) of the class or program. Transportation may be by school vehicles, dependent on availability.


Club Trip
A club trip is initiated, planned and organized by the club membership in order to meet the goals of the club. Transportation may be by school vehicles, on a cost reimbursement basis, by common carrier charters.


Activity Trip
An activity trip is one in which students travel as representatives of the school for the purpose of performance and/or competition. Transportation may be by school vehicles, dependent upon availability.


All student trips shall fall within one (1) of the following categories:


  • Local:  Travel that is completed in a single day (includes destinations that are within walking distance from a school).

    • Must be approved by the designated school administrator three (3) weeks prior to travel date.

    • The employee supervising the trip shall obtain written permission from the parent/guardian before a student may participate.

  • Overnight: Travel within Arizona that requires overnight accommodations.

    • Must be approved by the principal and the district administration four (4) weeks prior to travel date.

    • The employee supervising the trip shall obtain written permission from the parent/guardian before a student may participate.

  • Out-of-state:

    • Must be approved by the principal and the district administration four (4) weeks prior to travel date.

    • The employee supervising the trip shall obtain written permission from the parent/guardian before a student may participate.

  • Foreign:

    • Must be approved by the principal and the district administration (3) months prior to travel date.

    • The employee supervising the trip shall obtain written permission from the parent/guardian before a student may participate.


Approval Procedures

Requests for local student travel (field trip) must be received and approved by the school principal a minimum of three (3) weeks prior to the travel date.  Requests for overnight and out-of-state travel must be approved by the principal and submitted to the district administration on an overnight/out- of-state student group trip request form.   The form must be received and approved by the district administration at least four (4) weeks prior to the travel date. Requests for foreign student travel must be approved by the principal and submitted to the district administration on an overnight/out- of-state student group trip request form.   The form must be received and approved by the district administration at least three (3) months prior to the travel date.


Information provided on the form shall include, but not limited to:


  • Name of group

  • School

  • Number of students

  • Number of teachers/sponsors (two [2] minimum required)

  • Name and identification of teachers/club sponsors and other authorized chaperones

  • Title of the event/competition

  • Location (city/state)

  • Lodging and meal plans

  • Transportation procedures

  • Departure (time, day, date)

  • Return (time, day, date)

  • Total school day(s) to be absent

  • Cost per pupil

  • Funding source(s)

  • Scholarships available (yes/no)

  • Parental permission form

  • Insurance coverage (facilities liability - student's medical)

  • Itinerary

  • Educational objectives in connection with adopted curriculum and Arizona State Standards

  • Volunteer/chaperone orientation meeting date and time


Field Trip Considerations

It is important to consider the cost of student travel and the purpose before completing request forms. The school supports events on its local campus, within the local community, within the state, and some out-of-state trips. Out-of-state trips fund-raising events should not deplete campus and local community resources. Out-of-state trips fund-raising efforts should follow all local school guidelines and calendar. Decisions about student travel will be made in the best interest of all students on campus; including the amount of time students spend on fund-raisers.


Student travel is planned. Sponsors, building administrators and any approving groups must consider the following factors:


  • Nature of the experience

  • Student time away from the regular program.

  • Demand on staff time.

  • Need for school transportation.

  • Financial demand on the students.

  • Financial demand on the community when donations are requested.

  • Cost to the school for substitutes.

  • Other costs to school organization or individual.


Overnight, out-of-state, and foreign student trips may be funded by student activity funds, tax credit (extracurricular only), donations, personal funds and/or school budget allocations.   Monies raised from student fund-raising and voluntary donations shall be deposited in the appropriate student activity account, and, upon vote of the appropriate student group, student activities monies may be used to defray the cost of student travel for students and adult chaperones.  Money raised through fund-raising, donation and personal funds should cover the cost of the activity but not exceed the cost of the activity.


Fund-raising activities for the purpose of financing student travel must be approved by the school principal. Monies collected for a student trip shall not exceed the projected cost of the trip.  Students may voluntarily participate in fund-raising efforts and/or parents may make voluntary donations to help defray the cost of their travel expenses.


Pursuant to A.R.S. 15-1241, funds may be accepted from the State Board of Education for the purpose of supporting student trips to national academic competitions.  Pursuant to A.R.S. 15-324(24), student trip fees that are eligible for tax credits must be approved by the Governing Board prior to field trip approval.  No student will be denied the opportunity to participate due to financial hardship (see Financial Hardship Form).


Generally, student travel will not be approved without evidence that sufficient funds are available or accessible to pay for the trip.  Nothing herein shall constitute an assurance or guarantee that a field trip will be approved.  Due to o refunds will be provided unless they have been previously approved by the administration.


Employees shall supervise all student trips.  Spouses, support staff employees, parents/guardians, and other responsible adults may also serve as chaperones when approved by the administration.  Volunteer chaperones are under the direction of the employee supervising the trip.  Non-student children of chaperones (employees, parents, or volunteers) may not accompany the parents on any school related trips.  Only students in participating class or club may attend a field trip.  Student assistant teachers attending elementary field trips need to have prior permission by school administration.


Both male and female chaperones shall accompany students on coeducational overnight trips.  All chaperones are expected to provide close supervision of students and to conduct themselves according to Governing Board policy and in a manner beyond reproach throughout the trip.  No smoking, alcohol consumption, drugs, or other inappropriate behavior is allowed.   Chaperones are expected to dress professionally according to staff dress standards.


Chaperones shall not stay in the same rooms with the students on overnight trips.  There must be a clear plan for continuous supervision of students on overnight trips.


Cancellation and Refunds

Arizona Charter Academy may postpone or cancel school trips when necessary to ensure the safety of students, teachers, and volunteer chaperones and for other appropriate reasons.  When the school cancels a trip, the school shall refund trip money to students in accordance with the refund policies of the companies and organizations providing services for the trip.  School staff should clearly outline for parents any conditions or deadlines that may apply in cases where trip fees cannot be reimbursed.  A refund is not available to a student who pays for a school trip, but cannot attend.


Food Services
The cafeteria management must receive at least a two (2) week notice of a field trip and if sack lunches are necessary.

Food shall be provided to students within five (5) hours of start of school day.  If a student starts at 7:30 a.m., the student must be fed by 12:30 p.m.


Loss of instructional time in classrooms shall be kept to a minimum.  The number of school days missed by students while on an overnight student trip shall not exceed two (2) days.  Exceptions may be approved by the governing board on a case-by-case basis, dependent on the trip's instructional value and alignment to the curriculum.


Students not participating in a student trip shall be provided with other instruction at school aligned to the same instructional objectives as the student trip.   Nonparticipation by a student shall not adversely affect course requirements, grades, or eligibility to participate in other activities.

Students who exhibit attendance, behavioral, or academic problems may not be allowed to participate, and will forfeit any field trip fees already paid.  Final decision will be at the discretion of the principal.


Participation in travel activities where students bear more than an incidental financial responsibility is voluntary and the activity is not a component of the instructional program.


Parent/Guardian Permission
Parent Permission Slip will be used for all field trips.


Teachers should also carry the following with them in addition to the parent permission slips:


  • Copies of the emergency cards for each attending student, and emergency card for each chaperone in attendance.  Approved Schoolmaster report containing emergency contacts/ phone numbers and medical alerts can be used in place of emergency cards.

  • List of emergency numbers to contact including:  school numbers, evening contact if necessary transportation contact.

  • Access to a working cell phone.


The employee supervising the trip shall obtain from each participant a written permission slip signed by the parent/guardian.  The permission slip shall contain a brief explanation of the purpose and value of the field trip, name of the group, name of the activity, destination, dates and duration of stay, number of chaperones, and fees required.  Voice permission will not be permitted.  Electronically transmitted permission forms will be accepted.


The certificated employee must obtain medical consent forms for each participant signed by the parent/guardian.   The form must accompany the certificated supervisor on the field trip.   Certificated employees are responsible for keeping and dispensing any necessary medications.


Emergency Situations


Serious injuries or fatal accidents shall be reported to the principal or designee immediately.  All other accidents that occur on a field trip must be reported to the principal upon returning to school.  Emergencies shall be handled promptly by the teacher or other school staff member by taking appropriate action.  In the discretion and judgment of school personnel or other responsible adult, appropriate action may include sending the student to the hospital or summoning medical aid.  In cases where it is necessary to send the student to the hospital, reasonable effort should be made to notify the parents.  An accident report is to be filed as soon as possible.  School personnel are responsible for maintaining an emergency preparedness plan and ensuring that all necessary provisions have been made for known special medical problems or conditions.

16025 N. Dysart Rd.
Surprise, AZ 85374


Office Hours

Monday 10:00 AM -2:00 PM

Tuesday-Friday    7:00 AM -4:00 PM

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