field trip request form for teachers

Educational Excursion Authorization and Planning Form

Instructions for Use

• Complete all sections of this form in full at least [__________] weeks prior to the proposed departure date.
• Obtain the signature of the department head or principal before finalizing transportation or vendor bookings.
• Attach all relevant itineraries, vendor insurance certificates, and student emergency medical release forms to this document upon submission.

Parties and Event Definitions

Requesting Faculty Member: [Full Legal Name] Department/Grade Level: [] Destination Name: [] Destination Address: [] Date of Excursion: [] Departure Time: [] | Return Time: [] Number of Students: [] | Number of Chaperones: []

Operative Terms and Conditions

1. Educational Purpose: The Faculty Member certifies that this excursion is directly tied to the current curriculum and serves a clear educational objective as outlined in the attached lesson plan.
2. Transportation: All transport must be provided by [School District/Organization] approved carriers. If private vehicles are utilized, the Faculty Member confirms that all drivers hold valid licenses and minimum required insurance coverage as dictated by [School District/Organization] policy.
3. Safety and Supervision: The Faculty Member assumes responsibility for maintaining a chaperone-to-student ratio of [__________] and ensuring that all chaperones have cleared necessary background checks.
4. Emergency Protocols: The Faculty Member confirms possession of emergency contact information and medical authorization forms for every student attending the excursion.
5. Financial Responsibility: All costs associated with this excursion, including entry fees, transportation, and incidentals, are fully funded via [Budget Code/Funding Source]. Any expenditures exceeding the approved budget are the responsibility of the requesting department.
6. Code of Conduct: Students and chaperones remain subject to the [School District/Organization] Code of Conduct at all times during the excursion. The Faculty Member is responsible for enforcing these standards off-site.
7. Liability Waiver: The Faculty Member acknowledges that the [School District/Organization] is not liable for personal injury or property damage resulting from unauthorized deviations from the approved itinerary.

Acknowledgment and Authorization

Requesting Faculty Member Signature: __________ Printed Name: [] Date: []

Principal/Administrator Signature: __________ Printed Name: [] Date: []

Disclaimer: This document is a general framework intended for administrative planning. It does not constitute legal advice. Please consult with qualified counsel or your district’s legal department to ensure compliance with local, state, and provincial laws regarding student safety and liability.