Policies
Middletown Public Schools No. 6150
Field Trips and Excursions
FIELD TRIP PROTOCOLS
GENERAL
• All field trips during school time must be directly related to classroom learning activities.
• Students going on field trips must have written parental permission.
• Adequate supervision for student safety and discipline is required. Recommended minimum supervision ratios (adults to students) is K-4 1:10, 5-12 1:20.
• First aid/CPR trained chaperones are required – at least one chaperone on each trip should be certified.
• Chaperones are expected to stay with students throughout the event and not leave students unchaperoned.
• All chaperones must be at least 21 years of age and must pass a BCI check.
• Private transportation provided by staff members, parents, or others is discouraged.
• Building administrators are to be provided with evidence that the trip is well planned and related to the educational program.
• All field trips must be in compliance with Section 504 of the Rehabilitation Act, the Americans with Disabilities Act (ADA) and Chapter 42-87 of the General Laws of Rhode Island in that all field trips, sites and transportation arrangements are reviewed in advance for accessibility and all necessary arrangements and/or modifications are made in advance of the field trip.
• Upon completion, building administrators are to be provided with an evaluation of the trip and recommendations for follow-up activities, if any.
• Field trips that are scheduled during State testing and AP testing are NOT permitted.
FIELD TRIPS AND EXCURSIONS
• Students with medication needs will be allowed to self-carry and self-administer a day’s supply of medication which shall be supplied by the parent with the parent’s written authorization for use during the field trip. The medication must be stored and transported in a properly labeled container pursuant to Rules and Regulations for School Health Programs issued by the Rhode Island Department of Education. No student with medication needs shall be denied access to field trips due to said needs. Appropriate arrangements for the field trip shall be made for any student with medical needs who cannot appropriately self-carry and self-administer medications.
FREQUENTLY ASKED QUESTIONS
1. Can we suggest a donation amount for a specific field trip? No. You may indicate that donations are welcome, but not a particular amount. If you are accepting donations, you may not track the donations by student or parent name. For example, you may indicate that you are attempting to raise $10, 000 for field trips.
2. Can we send out updates on how much we have raised? Yes. You can track donations toward a goal and update families and students on how close you are to that goal.
3. Can we request school, department, or grade donations in a specific amount? You may not indicate a per-pupil amount. You may suggest something similar to - "Grade 4 will be attending three field trips this year to extend the curriculum. The trips will be to X, Y, and Z. To help pay for the trips, the 4th-grade team is welcoming donations. We will also engage in the X fundraiser, where 50% of the proceeds will be used to offset the cost of the trips. We hope to reach $5,000 by April 3rd! We will post a chart of our progress in achieving our goal at the front of the school." Again, you may not track donations by student or parent name.
4. What will happen to our large-scale trips, such as Band Trips, Athletic Trips, and Academic Competition Trips? We will have to collaborate on long-term fundraising solutions to provide students the opportunities to continue to attend these trips. The solutions may be multi-year approaches that involve the broader school community — for example, a District-Wide festival where the proceeds are divided per student and provided to the schools. We will also need to continue our partnerships with parent organizations and Boosters, who have been a tremendous source of support.
5. What will happen if a group does not meet its fundraising goal? If a group does not meet its goal, and the school or District budget does not include sufficient funds to cover the trip, the trip cannot occur. The group should decide on potential back-up strategies in case this occurs. Some options include a) planning for a less expensive alternative in case the goal is not met or b) rolling the money over in the activities account to the next year.
6. If a group exceeds its fundraising goal, what happens to the funds? The school should determine this with the teacher leadership team in advance. Options include a) maintaining the funds in the activities account for the following year or b) adding an additional experience. If the fundraising occurred by grade, the funds can also move to the next grade with the students.
7. In lieu of rolling over excess money or going on an alternative field trip, can donors receive a refund? No. The donations are donations to the field trip account and are not tracked by student name. As they are donations, the District will begin to provide a receipt of donation letters for tax purposes in January of each calendar year.
8. Will the District begin to budget for field trips? The District and Building Administration will review potential budgeting strategies for future years. As with any addition to the budget, funds will remain within a fiscally responsible level. This change in practice and policy will require concerted and thoughtful collaboration between the schools and the community.
9. What are the fundraising options? Fundraisers must be approved by the Superintendent. They can include asking for donations, sales, and events. The sale of food items is discouraged, but if it does occur, it must adhere to the guidelines in the health and wellness policy. No food items may be sold on school grounds during the school day.
10. Can businesses donate? Yes, but not as a form of advertisement.
1st Reading – November 21, 2019
2nd Reading and Approval – December 19, 2019
Review - September 18, 2025
3 Year Reading Due - September 2028