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Field Trips, Excursions and Outdoor Education
BSD Policy 2320 and Procedure 2320P

Are you a teacher or activity advisor planning a field trip?
Teachers and activity advisors must adhere to an approval process and timeline when planning day trips and overnight/out of state field trips. BSD has defined the specific processes, forms, and approval required to successfully organize a field trip.

Get started here: Plan a Field Trip

If you have questions about field trips or the approval process, contact Jessica Dowling, Athletics & Activities School Support Coordinator, at dowlingj@bsd405.org or 425-456-4278.

Do you want to be a BSD school field trip volunteer?
Field trips provide enriching educational experiences for our students. Your school may ask for volunteers to chaperone specific day field trips and/or overnight/out of state field trips. To be eligible to chaperone a trip, you must complete an application form that will initiate a background check. Once the background check and volunteer training is complete, you will be able to chaperone a trip. These clearances are valid for three years and must be renewed to maintain eligibility to chaperone. Schools will train chaperones annually.

  • Parent/Guardian Chaperones for Day Trips should complete the Parent or Guardian Form. (This is most typical for elementary and middle school volunteers).
  • Parent/Guardian Chaperones for Overnight/Out of State field trips should complete the Athletics and Activities form.  (This is most typical for volunteers who support high school clubs and athletics that travel overnight.)
  • Community member chaperones for Day Trips and/or in school activities should complete the Community member form.
  • Community member chaperones for Overnight/Out of State field trips should complete the Athletics and Activities form.

Visit Become a Volunteer for general information about volunteering in the district.


Approval Process

  • All field trips require the appropriate level approval in advance. Failure to obtain approval shall be reason to cancel a field trip.
  • Activities that are considered high risk and/or not covered by district insurance are not permitted. For more details on Risk Management, see the “High Risk Activity Guidelines” and the Non Recommended Activities List.
  • All volunteer supervisors/chaperones must complete the BSD volunteer screening process and attend orientation/training.
  • Parent/guardian permission is required for all participating students.
  • High School and Middle School day and extended (overnight/out of state) field trips are managed in FinalForms. Designated staff should consult the Field Trip GROUPS in FinalForms –  BSD Playbook.

Principal approval required: submit completed application to Principal or Principal’s Designee.

Note: The proposed field trip, if during the school day, must be directly related to and a logical extension of the subject material being taught by the teacher and being studied by the students. The proposed trip will contribute to the completion of course objectives and will increase student’s appreciation for, knowledge of, or skills in the subject matter.

Steps Required for Approval:

  1. Complete all required forms:
  2. Notify the School Nurse at minimum 4 school weeks in advance of a day trip and provide the School Nurse with a roster of attending students and any medical information at minimum 2 school weeks prior to the trip date.
  3. Submit “BSD Day Field Trip Application” to the building Principal or Principal’s Designee at minimum 2 school weeks in advance.
  4. Receive notification the field trip application has been approved by the principal.

Steps Required after Approval:

  1. Complete additional trip responsibilities which may include: finalizing the trip roster (students/chaperones) and working with school accountant and office manager on trip logistics (i.e. pay fees, register for event, find sub, and arrange transportation).
  2. Reconnect with school nurse to secure Individual Health Plans (IHPs) and necessary medications to bring with students on the trip.

District/Board approval required: submit application materials to Athletics and Activities Department (at least two school weeks prior to Board meeting). For 2021-22, a limited number of overnight/out of state trips that are qualifying/competitive in nature have been blanket approved. No other trips will be presented to the board for approval in 2021-22.

Note:

  • There are circumstances when Superintendent approval is also required.
  • Proposed Out of State or Overnight Field Trips must be carefully planned and approved at the building, district, and board level prior to any costs being incurred or collected. Though no costs may be incurred, estimated travel costs may be collected as a deposit in advance of approval. All overnight trips are defined in Procedure 2320P – Field Trips as optional and should follow all ASB guidelines.

Steps Required for Approval:

  1.  Review “BSD Overnight or International Field Trip Application and Approval Process.
  2.  Complete all required forms:
  3. Notify the School Nurse at minimum 8 school weeks prior to the date of the trip of an out of state or overnight field trip and provide the School Nurse with a roster of attending students and any medical information at minimum 6 school weeks prior to the trip date.
  4. Submit the completed Field Trip Application supporting documentation to the building Principal or Principal’s Designee at minimum 4 school weeks prior to the date needed for Board approval.*
  5. Receive notification the field trip application has been approved by the principal.
  6. Submit the completed Field Trip Application and supporting documentation with all required building signatures to Department of Athletics and Activities (Attention: Jessica Dowling dowlingj@bsd405.org) at minimum 3 school weeks prior the date needed for Board approval.*
    • The Field Trip Application is received by Athletics and Activities Department, an acknowledgement of receipt email is sent, and the application is reviewed with additional info collected from sponsor as needed.
    • The Field Trip Application is forwarded to the Executive team for final review.
    • The Field Trip Application with supporting documentation is forwarded to the School Board for approval (and Superintendent as needed).
  7. Receive notification of School Board approval via email, sent by Department of Athletics and Activities to sponsor.

Steps Required after Approval:

  1. Make financial commitments (trip payments) once trip is Board-approved.
  2. Complete additional trip responsibilities which may include: finalizing the trip roster (students/chaperones) and working with school accountant and office manager on trip logistics (i.e. pay fees, register for event, find sub, and arrange transportation).
  3. Reconnect with school nurse to secure Individual Health Plans (IHPs) and necessary medications to bring with students on the trip.

Timeline*

  •  An application timeline, which includes School Board meeting dates, can be found by clicking on the “Timeline for Overnight/Out of State Field Trip Approval” (a red toggle) below this section.

District/Board approval required: submit application materials to Athletics and Activities Department (at least 40 days prior to planned trip).

Note:

  • There are circumstances when Superintendent approval is also required.
  • The proposed international field trip must be carefully planned and approved at the building, district, and board level prior to any costs, such as travel arrangements or program fees, being incurred or collected. Though no costs may be incurred, estimated travel costs may be collected as a deposit in advance of approval. All international trips are defined in Procedure 2320P – Field Trips as optional and as such should follow all ASB guidelines.

Steps Required for Approval:

  1. Review “BSD Overnight or International Field Trip Application and Approval Process.
  2. Complete all required forms:
  3. Notify the School Nurse before submitting for approval (step 4) of an international field trip and provide the School Nurse with a roster of attending students and any medical information at minimum 6 school weeks prior to the trip date.
  4. Submit the completed Field Trip Application with supporting documentation to the building Principal or Principal’s Designee at minimum 12 school weeks prior to the date needed for Board approval.*
  5. Receive notification the field trip application has been approved by the principal.
  6. Submit the completed Field Trip Application with supporting documentation with all required building signatures to Department of Athletics and Activities (Attention: Jessica Dowling dowlingj@bsd405.org) at minimum 9 school weeks prior the date needed for Board approval.*
    • Application is received by Athletics and Activities Department, an acknowledgement of receipt email is sent, and the application is reviewed with additional info collected from sponsor as needed.
    • The Field Trip Application is forwarded to the Executive team for final review.
    • The completed Field Trip Application with supporting documentation is forwarded to the School Board for approval (and Superintendent as needed).
  7. Receive notification of School Board approval via email, sent by Department of Athletics and Activities to sponsor.

Steps Required after Approval:

  1. Make financial commitments (trip payments) once trip is Board-approved.
  2. Complete additional trip responsibilities which may include: finalizing the trip roster (students/chaperones) and working with school accountant and office manager on trip logistics (i.e. pay fees, register for event, find sub, and arrange transportation).
  3. Reconnect with school nurse to secure Individual Health Plans (IHPs) and necessary medications to bring with students on the trip.

Timeline*

  •  An application timeline, which includes School Board meeting dates, can be found by clicking on the “Timeline for Overnight/Out of State Field Trip Approval” (a red toggle) below this section.

District/Board approval required. See the building Program Supervisor (Athletic Director) for details.

For merit-based competitions, each building Program Supervisor (Athletic Director or designated staff at choice schools) submits a list at the beginning of the school year that describes the competition, dates, and location of the events that are not local, but are out of state and/or require an overnight stay. The School Board reviews the list and provides blanket approval, allowing the District Athletics and Activities Director the authority to approve participation if students qualify for an event. This School Board blanket approval allows teams or activities/clubs to collect fees and make trip deposits on short notice while the Overnight/Out of State field trip application is being prepared by the trip sponsor.

Blanket Approval Categories

  1. If the board pre-approved trip is a WIAA athletic team (post season) traveling to State competition, the AD provides the following information in an email to the District Athletic Director prior to travel: dates and title of competition, travel arrangements, accommodations, funding arrangements (source of revenue), and chaperone information.
  2. For all other board pre-approved trips for athletic teams or for ASB activity/school groups that qualify for state-level, regional, or national competition, the trip sponsor must complete the full field trip application BSD Procedure 2320P Exhibit B with all building signatures and documentation. Trip sponsors submit that application to the District Athletics and Activities office for final risk assessment and approval before the group can travel (See Required Forms below.)

For planning assistance, see the building Program Supervisor (aka Athletic Director).

Required Forms for All Overnight/Out of State Field Trips:


CLICK HERE for Timeline for Overnight/Out of State Field Trip Approval. (The board meeting dates for 2022-23 have not been set.) Most trips for the 2021-22 school were Board pre-approved on 8/24/2021. No international travel is approved for 2021-22.

Submit completed application w/ ASB minutes as required to arnonea@bsd405.org.

International          Overnight or              School Board             Notification
Field Trips                Out of State               Meeting                        of Approval
Due Dates
(9 school weeks)        (3 school weeks)                                            (1 school week)

—                                  04/04/2022                 05/05/2022               05/12/2022
—                                 04/21/2022                  05/19/2022               05/26/2022
—                                 05/12/2022                   06/02/2022              06/09/2022
—                                 05/19/2022                 06/09/2022              06/16/2022
                             
Board meeting dates for the end of June/early July are tentative and have not yet been scheduled.

This timeline and the application form are subject to change during the year. Always check this timetable online on the BSD Field Trips webpage and download the current application form 2320P-Exh. B before planning a trip. For more School Board Meeting details, see the BSD School Board Meeting webpage.


Additional Info – Definition, Funds, Fundraising and Transportation

Field Trip Defined

  • A field trip is defined as travel away from school premises, under the supervision of a teacher, coach or adviser, for an approved course of study or extra-curricular activity for the purpose of affording students a direct learning experience not available in the classroom or provided by the school activity.
  • A field trip is considered “school-sponsored” when the trip is planned at the school, the school is being used to advertise the trip, and/or a teacher, coach, adviser or other staff member is using his/her position as a public school employee to gain access to students to recruit and plan for a trip.

Funds

  • No students shall be denied the opportunity to participate in field trips that are curricular or co-curricular (i.e. for a grade) due to insufficient funds.
  • No funds may be spent or committed to outside agencies or venues until the appropriate approval has been given for the field trip.
  • Funds must be deposited into a school/district account for all transportation and participation costs.
  • No staff member shall personally benefit from the trip.

Fundraising

  • Requires completion of the ASB Fundraising Plan. See the building ASB Adviser(s) for details.
  • Groups may fund raise for the cost of the entire group. Individual students may also fund raise; however, no student may be excluded due to inability to pay.
  • Any group unable to fund raise for the entire cost may request scholarship funds or additional funding from ASB.
  • For more additional info, see the BSD Fundraising FAQ.

Transportation

The Bellevue School District acknowledges that we learn, work, live and gather on the Indigenous Land of the Coast Salish peoples, specifically the Duwamish and Snoqualmie Tribes. We thank these caretakers of this land, who have lived and continue to live here, since time immemorial.