Travel With Students Request Form

Chaperone Guidelines for School Trips with Students

In advance of each trip away from school, school administrators much ensure that each chaperone has read, understands and has signed off on the following guidelines:

  1. When participating in Pima JTED-sponsored field trips, activities and events away from school, all of the same rules, regulations and policies apply on a 24-hour basis to all students and adult chaperones traveling with the group as if the event were being held at the school. As at school, students should at no time be left without adult supervision.
  2. Chaperones are to be given a copy of an expected to follow District Policies: GBEC, GBEA, JLIA, IJOA, IJOA-R.
  3. Chaperones are prohibited from possession of or use of alcohol, tobacco, and controlled substances at all times while on student trips.
  4. Chaperones are expected to review and follow and enforce all school rules as stated in these guidelines as well as in the Pima JTED Student Handbook found at
  5. Chaperones are expected to speak and act in a responsible manner at all times while on the trip.
  6. Chaperones are to be responsible for a group of students from the time the transportation vehicle leaves campus until it returns.
  7.  Only students on the approved list submitted to Pima JTED administration may travel.
  8.  All school rules will apply during school trips and school IDs must be worn at all times.
  9. Attendance will be taken prior to leaving campus and must be reported to principal’s office/administrative assistant.
  10. On trips where airlines are used as transportation the lead chaperone will ensure that students have picture ID.
  11.  A student-teacher ratio as indicated below must be followed for field trips
    1. Overnight trips – 10-12:1
    2. Field trips – includes tour or trip that involves moving several places – 15:1
  12. On any overnight trip, if male and female students are attending there must be at least one male and female chaperone. This does not apply when attending CTSO events where arrangements can be made with other school districts to assist. This will be verified before travel.
  13. Student rosters with emergency information must be shared with all chaperones and carried with each chaperone at all times. Student rosters should be collected from chaperones at the end of the field trip.
  14. Chaperones must take frequent (every few hours) headcount of students in their group, and after every transition or transportation activity such as loading/unloading from the bus, etc. If a student is determined to be missing at any time, all adult chaperones on the trip must be informed immediately and a phone call needs to be made to the site administrator. One adult may be assigned to leave the group and look for the lost student, but again, no students should be left without adult supervision.
  15. Any type of transportation that is going to be used must be listed in the itinerary and approved by school administrator as well as parents. This includes, buses, trains, cars, cabs, etc.
  16. Specifics regarding pre and post-conference activities such as evening sporting events, movies, restaurants, etc. should be included in itinerary to administration and parents.
  17. If students are staying in hotels, room checks are required nightly and each morning by adult chaperones with reasonable curfews including “lights out” times established and enforced. When room assignments are issued there will be no room switching. No boys in girls’ rooms at any time and vice versa.
  18. If the field trip is a conference, and the conference involves multiple breakout sessions or competition, adult chaperones must meet up regularly with students.
  19. If a spouse is traveling in district vehicle/transportation, he/she must sign as a chaperone.
  20. Chaperones must call the school or administrator with any concerns or questions.

Chaperones are expected to maintain discipline at all times during the trip, which includes, but it not limited to the following:

  1. Ensure student behavior is appropriate during travel, i.e., quiet and courteous, etc.
  2. Ensure student behavior is quiet and courteous at hotel.
  3. Ensure that any movies shown during transport fall within district guidelines of G or PG13.
  4. Ensure that a curfew is established and adhered to by all students.
  5. Refer immediately any serious behavioral problem(s) to teacher/sponsor. If a serious infractions occur, a school administrator will be contacted to determine if the student needs to be sent home. The student’s parents will be notified and students will be sent home. The cost of transportation for the student and chaperone will be the responsibility of the parent. Infractions include, but are not limited to, members of the opposite sex in each other’s room, possession of controlled substances or alcohol, theft, vandalism, or leaving the trip or any supervised area without permission.