GearUp, College & Career Readiness, After School Activities Partnerships (ASAP), ELECT, and Peer Group Connection (PGC) will follow the same guidelines as schools for all trips.

JROTC and CTE will generally follow the same guidelines as schools for all trips. Exceptions will be made as needed.

Athletics trips for District-sponsored athletic events (track and field meets, games, matches, etc) will be reviewed and approved by the Office of Athletics. International athletic trips must also acquire the approval of the Office of Athletics and the Chief Schools Officer.

Trips that are not District-sponsored may not occur during school hours. Participants may not use or enter the school building, and they may not use District forms.

Must be completed in full and include the following information:

☐ APPROVED trip location with complete address

• The Approved Trip Location list is distributed monthly by the Office of Risk Management.
• State universities and colleges, and federal, state, and city facilities, i.e., museums, City Hall, Independence Mall, are considered approval exceptions.
• If a trip venue or location is not on the approved list, the school will need to obtain location approval in advance of submitting the trip packet. Contact Cheryl Rollins (crollins@philasd.org) in the Office of Risk Management via email and provide a valid ACORD Certificate of Insurance for the trip location. Ms. Rollins will submit written proof of approval or denial of the insurance certificate upon her review.

☐ APPROVED transportation provider clearly identified

• Only approved bus vendors may transport students

☐ Date of trip, including time departing and time returning to the school

☐ List of accompanying teachers, their respective grade group(s), and number of students

☐ Bus Service – Yes/No

☐ Cost of trip per student; if there is an associated trip cost, indicate how it is being paid (ex. student, fundraiser, etc.)

☐ Non-exclusion Statement: “No child will be excluded due to cost”

☐ Attached statement of educational purpose of the trip

EH-81 must also have attached:

☐ List of students attending the trip and their ID numbers

☐ List of any additional adult chaperones

☐ Detailed itinerary and statement of educational purpose of trip

EH-81 (Trip Request form)

Must be completed in full and include the following information:

☐ Student information: name, ID#, and date of birth

☐ Brief statement of educational purpose of trip

☐ Parent/guardian information, including a good contact number

☐ Emergency contact(s); students’ emergency contact information must be in the possession of the lead teacher for the trip’s location

☐ Current health information

☐ Parent/guardian approval, signature and date

EH-80 (Parental Permission form)

City of Philadelphia Curfew Times

In-city trips occur within the Philadelphia city limits and have ‘191–‘ zip codes.

Please note: Even if a location is in-city, it is still REQUIRED for the location to be approved by the Office of Risk Management.

Final approval required from:

☐ School Principal – in coordination with the Network Office and Assistant Superintendent

Paperwork preparation deadline:

☐ At least four (4) weeks prior to the date of the trip

Forms to be completed:

☐ EH-81 – in-city trip ratio is 1:10; one chaperone/teacher for every ten students

☐ EH-80 – for each student attending the trip; to be kept on file at the school and available for review by the Network and Chief Schools Office.

Additional Requirements/Information:

☐ A copy of the EH-81 must be shared with your Learning Network for informational purposes.

☐ The Network Assistant Superintendent signature is not required, unless the venue is not listed on the list of District-approved trips. See above information regarding location/venue approval.

☐ For movie trips, the name of the movie and its MPAA film rating are required on the EH-81 and EH-80.

☐ Only locations inside of the Philadelphia city limits are considered in-city trips (191– zip codes); all other locations are not in-city and must be processed appropriately with the Network and Chief of Schools office.

☐ Trips scheduled to end after the City of Philadelphia curfew times are not to be approved. Trips returning after school hours, but before curfew times, may require parent/guardian pick-up. Those trips will be assessed on a case-by-case basis. Please view attached curfew times information.

☐ Current safety clearances, dated within the last 60 months, for all chaperones who are not District personnel (PA Child Abuse, PA Criminal, FBI/Volunteer Affidavit), must be on file with the school

Out-of-city trips occur outside the Philadelphia city limits, and start/end during the same day.

Final approval required from:

☐ Chief Schools Officer – Schools must first submit all out-of-city trips to their Learning Network office for review. The Network Assistant Superintendent will apply their approval signature as appropriate and move the request on to the Chief Schools Office for final approval. Out-of-city trips must have the Network Assistant Superintendent’s approval before review by the Chief Schools Office.

Paperwork submission deadline:

☐ At least six (6) weeks prior to the date of the trip

Forms to be completed:

☐ EH-81­ – out-of-city trip ratio is 1:10; one chaperone/teacher for every ten students

☐ EH-80 – for each student attending the trip; to be kept on file at the school and available for review by the Network and Chief Schools Office.

Additional Requirements/Information:

☐ Confirmation from Risk Management of compliant Certificate of Insurance from any restaurant(s) where students will dine, including chain restaurants. (Exceptions may apply if tour company’s itinerary includes insurance coverage for dining locations. Always check with the Office of Risk Management.)

☐ Any trip outside of the Philadelphia city limits is considered an out-of-city trip.

☐ Late night returns – Provide specific information detailing how students will get home after returning to school location.

☐ When students return from a trip during evening/night hours or other non-school hours, school personnel must remain with the students until those students have all been released to a parent or guardian.

☐ Trips scheduled to end after the City of Philadelphia curfew times are not to be approved. Trips returning after school hours, but before curfew times, may require parent/guardian pick-up. Those trips will be assessed on a case-by-case basis. Please view attached curfew times information.

☐ Current safety clearances, dated within the last 60 months, for all chaperones who are not District personnel (PA Child Abuse, PA Criminal, FBI/Volunteer Affidavit), must be on file with the school

Overnight trips occur within the continental US, and start/end on different dates. These trips may be either in-city or out-of-city.

Final approval required from:

☐ Chief Schools Officer – Schools must first submit all overnight trips to their Learning Network office for review. The Network Assistant Superintendent will apply their approval signature as appropriate and move the request on to the Chief Schools Office for final approval. Overnight trips must have the Network Assistant Superintendent’s approval before review by the Chief Schools Office.

Paperwork submission deadline:

☐ At least eight (8) weeks prior to the date of the trip

Forms to be completed:

☐ EH-81 – overnight trip ratio is 1:10; one chaperone/teacher for every ten students

☐ EH-80 – for each student attending the trip; to be submitted with the trip packet

Additional Requirements/Information:

☐ Late night returns – Provide specific information detailing how students will get home after returning to school location.

☐ When students return from a trip during evening/night hours or other non-school hours, school personnel must remain with the students until those students have all been released to a parent or guardian.

☐ Trips scheduled to end after the City of Philadelphia curfew times are not to be approved. Trips returning after school hours, but before curfew times, may require parent/guardian pick-up. Those trips will be assessed on a case-by-case basis. Please view attached curfew times information.

☐ Chaperones – must be gender specific; chaperone-for-student assignments must be detailed in the trip packet

☐ Room assignments – must be gender specific; schools with transgender students should contact the Chief Schools Office for additional guidance

☐ Chaperones must have sleeping quarters that are separate from students

☐ Health Forms (bottom half of EH-80) completed in full for each student

Addendum: Student Health Services – Field Trip Guidelines

Purpose: 
The School District of Philadelphia recognizes that field trips — when used as a device for teaching and learning integral to the curriculum — are an educationally sound and important ingredient in the instructional program of the schools.  All students should have access to field trips.  As the medical professional in the building, the Certified School Nurse should be part of the field trip process.  The Certified School Nurse has the resources and education to provided needed supports for students with medical concerns and alleviate barriers to attending field trips.

Process:

1. Field trip request (EH-81 form) is completed by the teacher or staff requesting the trip.
2. Principal approves field trip and signs EH-81 (4 weeks before the trip at minimum).
3. Approved EH-81 should be sent to administration and a COPY OF THE EH-81 IS GIVEN TO THE SCHOOL NURSE.  Nurses do not need a specific list of students.
4. School nurse will sign the EH81 acknowledging the notification regarding the field trip.
5. Nurses will evaluate the list of students and determine the need for any medical interventions during the field trip and collaborate with building staff, parents and coordinator of student health service.
6. School Nurse Responsibilities
   – Review EH-81 to determine specific classroom/grade going on field trip.
   – A list of students with health care needs during the trip should be compiled.
   – Parents of students requiring health services during the trip should be notified to identify if the parent/parent designee or guardian will attend trip.
   – Coordinator of Student Health should be notified of any student/s needing nursing services during the trip, with the following information:
   i. Date of field trip
   ii. Time leaving and returning to School
   iii. Students disability
   iv. Health care required
7. School Nurse will provide a list of students needing health services during the trip to the appropriate teachers/staff and principal.

Oct 2021

Food Services can provide breakfasts or lunches for students going on class trips. Schools are to download form.  The completed form should be given to the school’s  Food Service Manager.  Requests must be given 14 days in advance of the class trip.

Students and staff should follow CDC recommendations for international travel:

• Travelers should be up to date on their COVID vaccinations
• Travelers should consider getting tested (no more than 3 days ) before travel and after arrival
• Countries may have their own entry and exit requirements (student and staff travelers must check requirements here: https://travel.state.gov/content/travel/en/traveladvisories/COVID-19-Country-Specific-Information.html)