jcps field trip chaperone

Field Trip / Event Chaperone Information

Become a Volunteer JCPS Link

This is a multi-step process that requires the following actions :

a. Select JCS Volunteer Link to register.

b . There are t hree levels for volunteers. A Level 1 volunteer does not require a background check and fingerprinting. If you plan to serve as an Overnight Field Trip Chaperone, be sure to select Level 3 in the requested level block. The overnight field trip chaperone is considered a Level 3 volunteer and DOES require a background check and fingerprinting. If you are only applying as a Level 1 volunteer, select "Level 1", this level will suffice for day time only chaperones working in the presence of staff members. For Level 3 volunteers you also must comp lete a volunteer application Level 3 SSS Volunteer Application

c . After July 1st of each year, current volunteers must access their account at My Volunteer Management System and reactivate their volunteer status. 

T hank you for volunteering!

If you have any questions or need assistance, please contact CWO3 Williams at [email protected] .

Field Trip Chaperone Checklist

Volunteering to help chaperone a school field trip is a great way to get involved with your child’s school day.

Not only do parents get a glimpse into the students’ curriculum, but they also get a close look at the social dynamics of their children. For the students, a field trip may seem like all fun and games, but field trips are planned with a purpose. If you volunteer to help on a field trip, teachers need your assistance in making sure some amount of learning happens, the students enjoy themselves in a controlled way, and everyone arrives back at school safely.

Guest Contributor: Caitlin Tobin is a mom to two elementary aged children and a teacher. She currently teaches 4th grade but has experience working with children from nursery school up through freshmen in high school. She loves snack foods, crafty projects, and spreadsheets. She is on a mission to help the world choose the perfect teacher gift and writes about many of her ideas at www.The-Room-Mom.com .

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Best Practices for Chaperoning a Field Trip

One of the most underrated aspects of field trips is the contributions made by its chaperones. Setting and understanding with chaperones beforehand is incredibly important, they must understand that they are NOT on a vacation and that they DO have responsibilities. Our TripWheel is here to assist all our trip sponsors with this specific topic along with everything in planning the perfect field trip!

Chaperones must have an understanding that is in line with the vision for the field trip. This allows for you to lend more energy towards getting the most out of the experience for your students than spending time and energy regulating and correcting. Here are some best practices to share with your chaperones to help ensure they are helping as effectively as possible. 

Understand the Plan

• Priority number 1 is to be aligned on all aspects of the trip; this includes:
• Attendance 
•  Itinerary 
•  Logistics 
•  Meal plans 
• Rest Breaks 
• Health precautions for your group 
• Crisis management measures

 All chaperones must be able to have a base understanding of each component of the trip so they can serve as a guide in the event the primary leader is otherwise occupied

Put Safety at the Forefront

• Make it a point to keep safety top of mind, this includes:
• Head counts when transitioning to new stations
• Frequent wellness checks with students throughout trip 
• Upon arriving to different areas always look for exits, bathrooms and first aid stations
• Be clear on emergency plans of action

Build Relationships 

• Being a chaperone means helping to protect against significant threats, not policing every possible infraction – it is important to create a fun learning experience for students that allows for engaging dialogue and an enjoyable learning environment
• Staying positive helps to also encourage good behavior and then affirming that good behavior with compliments and acknowledgment helps to create an environment where students are actively participating in their learning experience.
• Don’t be afraid to help teach – helping to teach shows students that you are genuinely interested in them and displays your care and seriousness for the trip itself. 

Communication is Key 

• Very simply, chaperones should always communicate with teachers and guides on the various topics of concern, staying aligned and on the same page. 

We hope this guide gave you a solid foundation for best practices when chaperoning a field trip and are excited for you to put these things into action in your own way. 

Are you planning your next field trip soon? If you want a personalized experience tailored to your students, please don’t hesitate to call Student Adventures at 1.877.873.7550 or email us at [email protected]!

Be sure to visit our website for more information on school trips and some destinations worth touring!

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Helpful Tips for Chaperoning School Field Trips

Learn how to be an informed chaperone on your child's class trip, while also doing your part to keep the kids safe, engaged, and under control..

Being a parent chaperone on your child's school field trip can be a wonderful experience for both of you. Here are some practical tips for being a responsible and effective volunteer for the class.

Know the Plan Before you leave, discuss the itinerary, logistics, and any chaperone guidelines with the teacher in charge. If you can, get this information ahead of time and familiarize yourself with it before the trip. Ask how many kids you will be responsible for (usually 5-10, depending on their ages and your destination) and learn their names as soon as you can. Make sure you're clear on meeting and meal times — especially for going home — and if you're responsible for your own admission charges. You should also find out if any of the children have a medical or behavioral problem you should be aware of and what the ramifications might be. Be clear on the school's disciplinary policy and what to do in case a child gets lost. Ask the teacher if there are certain exhibits, shows, or displays that should not be missed.

Come Prepared Bring enough cash for food, extras, or admission fees. Though you're not responsible for paying for your charges, you never know who might forget her money or lunch. Throw a few band-aids and some bottled water in your bag, too. Dress appropriately for the destination and wear comfortable shoes. A cell phone can be an excellent helper if you have one, but keep it turned off.

Show Up Believe it or not, one of the biggest problems teachers face is parents who cancel the morning of the trip or simply don't show up. If you have to cancel, try to give the teacher as much notice as possible and help her find a replacement. Many teachers will book more chaperones than needed for this very reason.

Be Focused Remember your primary concern is to make sure kids are safe and help them enjoy themselves. Model good behavior and professionalism — after all, your group is an ambassador for your school. Avoid discussing your child's progress or other irrelevant topics with the teacher during the trip. By riding the bus, following the tour, and eating with your charges, you not only help maintain their safety but keep them involved in the trip. If you have other children, leave them at home. Avoid smoking in front of the students. Pay attention, be on time, and follow directions. Keep your voice at a moderate level and be courteous.

Establish a Rapport While you need to keep your group under control, remember this is not a military exercise. Be firm about important issues — running off from the group, horseplay, behavior that bothers others — but let minor infractions slide. After all, learning is supposed to be fun! When a child breaks a rule, try to pull him aside rather than reprimand him publicly, but don't be afraid to discipline when necessary. While it's important for you to be respected, you don't have to be liked.

Staying Safe If you stick with the group and keep kids away from potential hazards, you should be in good shape. Take frequent head counts, particularly when moving to a new location. Learn the names and faces of each child in your care, and be sure they know you too. When your group travels, space adults out so that there's always a grownup in front, behind, and in the middle of the group. When you reach your destination, find out where you can go for first aid and the location of the bathrooms, but be sure to let the teacher know before you take any child away from the group. Be clear on what to do in the event of an emergency.

Help Teach Engage your charges in the trip by asking thought-provoking questions that help them discuss what they see, rather than test what they know. If you can, involve all the students in your group — the shyer ones may take a bit longer to participate in discussions. Be careful not to interrupt the guide or teacher and try not to contradict any information they convey.

Stay Positive Your enthusiasm and interest may be infectious. Keep the kids as engaged as you can, participate in the activities, and support the teacher and/or guides' decisions. If you do disagree with something they say, speak to them about it privately. Compliment kids on good behavior and thank guides for their help.

Keep in Good Communication If there's a serious problem, let the teacher know as soon as you can. While you should discipline where you can, let the teacher be the ultimate boss.

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Chapperone is an innovative platform that simplifies the complexities of field trips and overnight travel for schools.

Loved by thousands of teachers, our travel management web platform and app makes facilitating student trips so much easier. 

The web platform handles all your pre-trip needs:

Assign and collect permission forms with automated reminders

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Watch this short 5 minute video to get a sense of how Chapperone is simplifying all student trips

"Chapperone was an invaluable communication tool for our trip to Washington DC. We used it as our primary form of communication between chaperones and students, between chaperones, and between the trip and families. It was especially helpful when sending reminders about the schedule, meeting times, and other logistics."

"Being able to communicate with all of our students without having to exchange phone numbers or rely on email made our overnight trip so easy. We never had to worry about a student not knowing where to go and when to be there, and we could send reminders as needed. This put the minds of our chaperones at ease so that they could actually enjoy the trip, too!" 

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Preparing Parent Chaperones for a Field Trip

Even with eyes in the backs of our heads, we need back up.

Even though teachers have “eyes in the back of their heads,” we can’t be everywhere during field trips, so responsible parent chaperones are a must to safely and successfully extend students’ learning outside the classroom. Dominique recently asked the WeAreTeachers HELPLINE! for advice on preparing parent chaperones. Here are some do’s and don’ts to ensure your parent chaperones are well equipped to help you provide a safe, stress-free and spectacular field trip experience!

Do write out important information. Prepare an informational sheet that lists: students’ names, itinerary, departure location, goals for the trip, emergency contact information and any other important instructions your chaperones should know.

Do explain roles and responsibilities. Have a brief meeting with chaperones before you leave school to set expectations. “Too many parents want to chaperone to be ‘buddies’ with the kids rather than to help them stay safe and learn.”–Scott  “I ask them to be responsible for monitoring all students that are assigned to them at all times. They need to be cognizant of departure times and inform me of any problems that may have taken place on the trip.”–Angelique

Do give out an emergency contact number. Make sure chaperones know how to contact you in the event of an emergency. If you aren’t comfortable giving out your personal cell phone number, find out if your school has a pre-paid phone you can take with you. If not, you can use a program like Google Voice. “I use Google Voice. It rings to my cell, and my personal number is still personal.”–Elena

Don’t underestimate cell phone usage. Some chaperones may end up doing more texting and talking on their cell phones than supervising students. “I generally say something like this: ‘Please pay close attention to the students in your group. Once, on a field trip, my parent volunteers got so busy talking to each other and on their cell phones, they weren’t paying much attention to the students! It made me super nervous!’ It comes out sounding caring but not controlling.”–Lydia

Don’t assume chaperones are in the clear. Some districts require parents to undergo a background check prior to supervising students on a field trip. “Check and see if your district has a set policy… I had to get a background check done before I could go as a chaperone for my granddaughter’s class.”–Susan

Don’t forget say, “Thank you!” Remember that field trips aren’t possible without parent volunteers. Make sure you give parents your heartfelt thanks for their time and effort to make the day a success!

Also, be sure to check out our Best Field Trip Ideas for Every Age and Interest (Virtual Options Too!)

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Chapperone: Trips Made Simple 12+

Make school trips easy & safe‪.‬, chapperone, inc..

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Introducing CHAPPERONE: Your Ultimate Student Travel Companion CHAPPERONE, a beloved app among teachers, is designed to enhance the safety, security, and convenience of student trips. Trusted by schools, universities, tour operators, and youth groups, Chapperone streamlines experiential learning in all its forms, making it simpler and safer for everyone involved. Whether it's a field trip, a sports team event, a marching band performance, or international travel, our app's safeguarding features ensure a worry-free journey. Key Features: 1. Communication: Our app provides a reliable communication channel, eliminating the need to share personal phone numbers. This feature is an essential safeguarding tool for efficiently coordinating groups of students, keeping teachers and organizers connected throughout the trip. 2. Logistics: Stay organized with ease! CHAPPERONE offers a live-time itinerary and a resource folder that keeps everyone informed about schedules and locations. No more confusion or missed events – all the necessary information is at your fingertips. 3. Emergency Support: Safety is our top priority. In case of emergencies, CHAPPERONE ensures that students know exactly who to contact and what steps to take. Rest assured, every precaution has been taken to ensure a secure environment for students beyond the classroom. Join countless educators and travel organizers who rely on CHAPPERONE to provide an unparalleled travel experience for their students. From local outings to international adventures, our user-friendly app takes the stress out of planning and supervising trips. Experience peace of mind while fostering experiential learning with CHAPPERONE – download the app today and embark on a safer, smoother journey with your students.

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Highly recommend for teachers leading trips.

I used this app on my school’s DC trip and it was amazing. I could communicate with all my students, give them important information at the push of a button and share itinerary details. It meant I wasn’t running around constantly reminding kids when and where to be! Super simple set up - literally took 5 mins. Great customer service.

Amazing experience as a student

I’m a 9th grader and this app has made field trips soo much better! Less time dealing with counting heads and buddy systems means more time having fun! Highly recommend trying this out for students, teachers, and even other trips too (I’d imagine it would be useful for organizing group activities and stuff like that). I’d give it 6 stars if I could!

I could stay in close contact with students and fellow chaperones while not worrying about giving out my personal number. The features made keeping track of everyone so easy.

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7 survival tips for school field trip chaperones: Josette Plank

• Updated: May. 15, 2014, 3:00 p.m.
• | Published: May. 15, 2014, 2:00 p.m.
• Josette Plank | Special to PennLive

Did you volunteer to chaperone an end-of-school-year field trip? If so, wonderful! Field trips can't happen without parent volunteers.

As a thank you, I have some helpful tips for surviving your tour of duty.

Dress for action—and inaction

As a chaperone, you will chase seven year olds through museum exhibits. You will track middle school students intent on losing your tail so they can smooch in dark corners.

You will stand—and stand and stand and stand—while organizers count heads and give kids detailed instructions on how to behave in public. The organizers will say things like "This is the first school field trip since the Amish farm tour five years ago when an eighth grader jumped a fence and was trampled by a cow. Please, don't aggravate any farm animals and ruin it for the next class."

When dressing for the field trip, choose lightweight attire with a sweat-wicking base layer and waterproof outer layer. Bring a hat and sunglasses. Wear comfortable shoes with rubber soles and, preferably, a steel toe.

Stay hydrated and snack often

A morning cup of coffee and a bagged lunch is not enough fuel to keep up with your pack. The kids will be watching you for signs of weakness; the moment your blood sugar drops, you're a goner.

Stash granola, trail mix and other high-carbohydrate snacks in your bag.

Refill your water bottle at every opportunity.

A protein bar can stave off the muscle burn associated with looking under every theater seat for a fourth grader's lost eyeglasses.

Don't forget the headache medicine

When was the last time you traveled by school bus?

Well, in case you've forgotten, the school bus for your field trip will reach decibel levels similar to a Skrillex concert. The school bus seat will offer the exact opposite of lumbar support. The inside of a school bus is always a constant 98 degrees Fahrenheit, and yet the breeze from one cracked window will feel like an Arctic drill. Take a headache pill before you go. Take another before the ride home.

Bring a field trip survival pack

The first rule of being a chaperone is "Be prepared—for puke." One student will puke on the long, hot bus ride. Another kid will throw up during the IMAX 3D movie. And one more child is sure to vomit after spending all her souvenir money on blue crushed-ice sugar drinks.

Your "puke pack" should include a plastic grocery bag to hand to any child making an I'm-going-to-hork face. Wet wipes and hand sanitizer are a necessity. A small bottle of seltzer water is handy should you need to remove blue food-coloring stains from your shirt or pants.

Develop tricks for not losing kids

Returning to the bus with fewer kids than you left with is generally frowned upon. Tell kids in your group to stick with a buddy. Do frequent head counts. For older kids, give specific instructions on when and where to meet after each activity.

Use your digital camera to take a photo of your group. If a student does wander off, you can refer to the photo and identify Chase as the boy in your group wearing blue shorts, Nike slides and a T-shirt reminding us all that "Swag don't come cheap."

Do not hesitate to tell your group a cautionary tale. My favorite scared-straight story is about a child who once wandered away during a field trip. On the next field trip, the child's one-on-one chaperone was the school lunch lady. Brrrrrr!

Tired kids are good citizens

If you have any say in your group's itinerary, always choose the most active activity first. Hike to the mountain lookout before sitting down to watch the nature film. Jog through the park before entering the science museum. If possible, ask the bus driver to drop you off a mile or five away from the musical theater venue.

An out-of-breath child is very often a quiet, well-behaved child.

Have a crock pot of food waiting at home

I always have fun helping out as a field trip chaperone.

However, once at home, I pour a glass of wine, put up my feet and ignore all other humans for the rest of the night.

Dinner is made, kids. I'll be relaxing in my isolation tank.

RECOMMENDED • pennlive .com

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5 Tips for Successful Class Field Trips

Careful planning will create a more rewarding experience for everyone..

by NEA Member Benefits

Have no fear, with detailed planning and some key steps, you can ensure that anything from day trips to week-long, overseas adventures will be enjoyable learning experiences for you and your students.

1. Plan, plan, plan

As with any great undertaking, planning is the key. Field trips for younger students are often about getting out of the school building and having a good time in a new environment. Kindergarten students love a pumpkin patch in the fall or near-by park in the spring. For older students, field trips are almost always tied to a specific learning objective. For these trips, a little additional planning legwork is required to prepare materials (i.e. scavenger hunts, fill-in-the-blank worksheets) to be completed during the trip.

According to Kim Werner, first-grade teacher at Moscow Elementary Center in Pennsylvania, and a veteran of more than 20 field trips, the key is in the details. “Be prepared. Know anything and everything about where you are going. Find out medical information about your students. Keep multiple copies of your information (class and group lists, reservation and transportation information) and keep a check list to refer to often.”

Additional planning tips:

• If possible, visit the site yourself ahead of time. Think about where you will eat lunch and locate the restrooms.
• Follow your school’s procedures for obtaining the administration’s approval, coordinating bus and food services and completing paperwork for permission slips. Before even mentioning the trip to your students, ensure all approvals have been signed off on.
• Develop a schedule of activities. List what learning objectives students need to be completed, when and where lunch will be and when and where you will meet to leave. Review the schedule in class before the trip, and have copies for the students and chaperones on the day of the trip.

2. Prep students for the trip

Experience shows students gain more from a field trip if they can relate it to classroom lessons. For older students, in the weeks before the trip, tie the subject matter into one or more lessons. Develop specific trip-related activities that can be used at the site or as post-trip exercises. If possible, show a brief video about the destination.

Remind students to not bring any toys, video games or MP3 players that could get lost. It’s recommended that students do not bring back packs or lunch bags. Lunches can be packed in brown bags and then recycled at the site.

If the trip is to an outdoor venue, make sure students know to dress appropriately. Regardless of location, students and chaperones should wear comfortable clothes and shoes and layers of clothing. Make sure everyone eats a good breakfast, especially if there will be no snack break until lunch.

3. Make sure everyone knows the rules

Prior to the trip, prepare a set of “Field Trip Rules,” in the form of a behavior contract. Review this and require students to sign it as a condition of participating. For younger students, teach, model and review appropriate field trip behavior for at least a week before the big event.

Assign smaller groups and chaperones in advance. Be proactive in regards to challenging students. If possible, ask his or her parent to be a chaperone to limit any potential problems. When making groups, split any problem pairs into separate groups. This is a good policy for troublemakers, chatty girls or bickering frenemies. It’s probably best to keep the most challenging students in your own group.

4. Choose your chaperones wisely

Since you can’t be everywhere, all field trips require reliable chaperones. About 2-3 weeks before the trip, send a letter home asking for volunteers. Phone the volunteers to confirm in advance, and have a list of two or three back-ups in case one of your chaperones can’t make it at the last minute.

Be sure the chaperones understand their responsibility. Ms. Werner says, “I feel it is extremely important to inform your chaperones about your expectations of them. Sometimes as educators we assume an adult knows what is acceptable and appropriate around children, but that is not always true. Be sure to educate chaperones about all of their duties and expectations, no matter how logical or common sense it may seem.”

Helpful tools to provide each chaperone:

• Nametags for all chaperones and students.
• The day’s itinerary, special rules, your cell phone number and a list of all the students in each chaperone’s group. Remember to charge your cell phone the night before.
• Gather and label grocery bags that each chaperone can use to carry the group’s sack lunches or other paraphernalia.

5. Be prepared…for anything!

Be flexible in the field. The kids may be having an incredible experience simply discovering the new environment. However, do make sure you know what is coming next during the day and give students warnings of when it’s near time to move to the next area or activity.

Be sure to arrive at school early on field trip day so you aren’t rushed. Your students will be excited and ready to go. Greet the chaperones and give them their materials. Review the rules and have a quiet activity ready while you complete the last-minute details.

Special considerations: overnight and overseas trips

Sometimes a day trip isn’t enough to cover your learning objectives, or your students have been invited to attend a special event or perform in a new city—or even another country. These trips require an extra level of planning.

Ronald Frezzo, a choral teacher, has accompanied students on three European trips and numerous excursions to Florida, New York City and Toronto for competitions or to perform. With all his experience, he has some hard and fast rules:

• Don’t allow students you can’t trust to attend.
• Ensure parents understand you will not be with the students every minute, and if the parents can’t trust the teen, they should not allow them to participate.
• Get help. You can’t manage all the details yourself. Entrust some logistics to your responsible chaperones.
• Remember this is an amazing experience, for the students, the teachers and the chaperones. Relax and enjoy the trip.

Mr. Frezzo also mentions when planning a trip overseas, the students are going to tour and perhaps perform in churches of different denominations. If you are taking public school students, make sure they and their parents realize the purpose of the trip is to be immersed in a new culture with its own history. If parents or students are not comfortable with this, they should look for another opportunity to travel.

Now you are set to get out there and explore! Just don’t forget your sense of humor, a good dose of patience and your camera for posterity.

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Summer vacation has already started for Moscow Middle School and High School, but a group of students decided to spend part of their vacation involved in a learning experience they won't soon forget - one that included biking a 600-year-old wall, looking down from the second-tallest building in the world and visiting one of the greatest archaeological finds in history.

After 18 months of planning and fundraising, 32 students and 11 adult chaperones recently spent nine days and seven nights visiting three of the biggest cities in China. It started June 12 with an 11-hour flight from Seattle to Beijing, where they spent three nights before flying to Xi'an. After Xi'an, they flew to Shanghai and spent two nights there before heading back to America on Thursday.

MMS social studies teachers Matt Haley and Jason Albrecht organized the trip with the help of Education First, a private company that specializes in student exchange programs. Last year, the teachers went to Italy with a group of students, and the success of that trip inspired them to put together another one.

Tiffany Gunderson, 15, said the trip appealed to her because, while she has traveled with her family before, she wanted to see how she fared on her own.

"It was one of those opportunities where I could do it by myself," she said.

Before Gunderson or her peers could step on the plane, though, they first had to each raise $4,000. The students spent a year-and-a-half raising money any way they could. Noah Leidnitz, 14, did yard work and took on a paper route, while Anna Daley-Laursen, 15, baby-sat and refereed local soccer games. In the meantime, the group held car washes, sold donuts and attended meetings where they learned how to pack and travel appropriately. For some, Albrecht said, this was the first time they had ever been on a flight.

One of the first items on their agenda when they reached Beijing included trekking the Great Wall of China. The students spent two hours there, marveling at the wall's steps and taking pictures.

"It's so much different to actually be there than reading about it in the textbook," said Emma Carscallen, 14.

They also visited the Forbidden City, took a tai chi class and attended a kung fu performance.

"It's kind of like a play, only they included kung fu into it," said Gracy Meyer, 13.

The next stop was Xi'an, where the students rode their bikes along the 600-year-old wall that surrounds part of the city. They also got a close-up view of the Terracotta Army, a collection of around 8,000 life-sized clay soldiers buried underneath Xi'an. Daley-Laursen and several other students said seeing all of the soldiers, each one different from the rest, was their favorite part of the trip.

After seeing remnants of China's past, the group saw its future when they visited Shanghai. The trip included a visit to the Shanghai World Financial Center, the second-tallest building in the world, where they looked over the modern, sprawling city from the 100th floor observation deck. For some, the experience was a little unsettling.

"I am not afraid of heights, but that was really high," Gunderson said.

The students said they were surprised by how accommodating the country was for Western tourists. Street signs were written in both English and Mandarin, the airplane pilots spoke English and the menus at restaurants featured convenient pictures that took the guessing game out of ordering local cuisine. The students were also surprised by how much attention they, themselves, received. Meyer said locals would often stop to take pictures of the visiting Americans.

When the students returned home, groggy and jet-lagged, they came back with pictures of their own. And thanks to the field trip, they also brought back new knowledge of another culture.

Anthony Kuipers can be reached at (208) 883-4630, or by email to [email protected].

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2-year-old girl drowns at resort while on field trip, police say

SNOWSHOE, W.Va ( WDTV /Gray News) - A 2-year-old girl in West Virginia drowned at a resort while on a field trip, according to authorities

West Virginia State Police Pocahontas County Detachment said the child was on a field trip to the Snowshoe Resort when she went missing around 3 p.m. on September 26th, WDTV reported.

A search was conducted, and the child was found face down in the resort’s pool about 15 minutes after they first realized she was missing, police said.

She was taken to a hospital where she later died.

The rangers at Snowshoe Resort also assisted police.

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