school field trip chaperone guidelines

• Book Lists by Age
• Book Lists by Category
• Reading Resources
• Language & Speech
• Raise a Reader Blog
• Back to School
• Success Guides by Grade
• Homework Help
• Social & Emotional Learning
• Activities for Kids

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.

• Grades 6-12
• School Leaders

50 Fun Earth Day Crafts and Activities 🌎!

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!)

You might also like.

25 Things Every 4th Grader Needs to Know

How would your 4th graders do when it comes to knowing these common lessons in science, reading, writing, geography, history, art, music and math? Continue Reading

Copyright © 2023. All rights reserved. 5335 Gate Parkway, Jacksonville, FL 32256

PS 41 Greenwich Village School

• All school rules apply on school-sponsored field trips. Chaperones are expected to comply with school policies, follow the directions given by the coordinating teacher, work cooperatively with other volunteers and school staff members, and model appropriate behaviors for students. The chaperone will follow the trip plan developed by the teacher.
• In order to comply with school policy, before or during the field trip, chaperones:
• may not use or possess alcohol or other drugs
• may not use tobacco in the presence of, or within the sight of, students 
• may not administer any medications, prescription or nonprescription, to students.
• Students must be supervised at all times while at a school-sponsored event. As a chaperone, you will supervise a small group of students, helping them learn and making sure they behave appropriately. Students must stay with you, their chaperone, at all times. Go over use of the buddy system with students under your care. Account for all participants regularly and before changing activities. Be sure you know when and where to meet the rest of your group at the end of the visit. Chaperones must be readily available, be mindful of safety concerns, and respond to students’ needs. Do not use your cell phone for non-emergency or non-trip related purposes. Please do not conduct outside work or read while you are supervising students. We also ask that you refrain from chatting with other adults while you are supervising children.
• School rules related to student behavior apply. Go over rules and standards of behavior, safety rules, and any site specific rules with students. Ensure that students do not get involved in any extra activities not pre-approved by the teacher. While you are there to support appropriate behavior, it is the responsibility of the teacher to discipline a student.
• For the protection of both the student and the chaperone, chaperones should not place themselves in situations in which they are alone with a student.
• Siblings and family members may not participate in a school sponsored field trip.  
• Please follow the directions of the docents and guides even if other groups do not.
• All chaperones must leave with the group from school and return to school with the group after the trip. You cannot bring your child separately or leave separately. Safety is of paramount importance on trips and the supervising teacher is the final arbiter of any decisions that have to be made.

• About Disney Imagination Campus
• Technology of Disney Parks
• Physics of Disney Parks
• Disney Broadway Magic
• Dance Disney
• Marching Band Performances
• Soundtrack Sessions: Instrumental
• Soundtrack Sessions: Vocal
• Stage Performances
• Festival Disney
• Immersive Storytelling
• Theme Park Design
• Leadership the Disney Way
• Teamwork the Disney Way
• Disney Leadership Assembly
• Student Tickets
• East Campus Planning Resources
• West Campus Planning Resources
• Connect With Us Form

Disney Imagination Campus Blog

5 tips for picking the best chaperones for your school field trip.

Stay Connected

• Like us on Facebook
• Follow us on LinkedIn
• Follow us on Pinterest
• SHARE SHARE

Teachers who have traveled with their students before know that chaperones are the backbone of a school trip.

Choosing the right chaperones will set you up for success to make sure that your field trip will run smoothly and efficiently.

When you are selecting chaperones for your school field trip, make sure to consider these 5 important things:

1. Reliable and Trustworthy

Your chaperones are your eyes, ears and extra hands and feet to make sure that your students are safe during the field trip.

You should do your best to find a chaperone who is reliable – someone that you know you can count on to pitch in and follow the plan for the trip.

Timeliness is so important when coordinating groups of students for a field trip, so you should be able to trust that your chaperones will be on time, with the students they are responsible for, at the location they are supposed to be meeting at.

If there is an emergency at 3AM on your school trip, you should be able to trust your chaperones to pitch in with whatever actions need to be taken for the success of the trip.

Your chaperones are an extension of you. If you wouldn’t feel comfortable with them assisting in your classroom, you shouldn’t bring them with you on a class field trip.

2. Travel Experience

If you are traveling with your students, make sure your chaperones have experience traveling.

It is good to have travel experts with you who know what is needed to prepare and coordinate students for airport security, have experience taking public transportation and understand how to navigate in a new city or place.

The last thing that you need when wrangling students together for a school trip is to have chaperones who need help and supervision.

3. Make Expectations Clear

The school field trip is for the students, NOT the chaperones.

Set expectations ahead of time that outline the role that your chaperone will play on the field trip. This means that chaperones might miss out on some of the more “fun” aspects of the trip that are meant to stimulate student learning and creativity.

Make sure that chaperones understand that these experiences are meant to benefit the students, not the chaperones. It can be a common mistake that some chaperones might equate their role with a “free trip,” but these are not the chaperones that you want taking responsibility for your students on your school trip.

4. Diversity

Try to include diversity in your selection so that you will have chaperones that relate to each of your students.

This is especially relevant for students who are participating in a school trip out of town. For many of the students, this may be the first time they are away from their family for an extended period of time. It is important that they feel there is someone on the trip that they can relate to and come to, even if you are unavailable, during the experience.

5. Listening and Focus

Your chaperones should be active listeners who are attuned to the needs of the students. They should listen to students concerns that are voiced out loud, but also recognize body language to tell if a student needs help or is stressed.

Sometimes this might mean that they are responsible for student discipline on the trip. Make sure you explain ahead of time what discipline responsibilities your chaperones will have on the field trip and what measures should be taken if rules are broken.

At the end of the day, chaperoning a school field trip is a job with responsibilities. Make sure those you select are focused on carrying out their role to the best of their abilities.

It’s okay to be selective when picking chaperones for your school trip! After all, it is your responsibility to make sure that your students are in good hands for their experience.

With the right chaperones by your side, you can execute a fantastic field trip your students will remember for the rest of their lives!

Ready to plan your school’s field trip? Check out our workshops in Arts & Humanities , Science & Technology , Leadership & Innovation and Performing Arts at our East Campus in Walt Disney World and our West Campus in Disneyland Resort for a discovery of real-world application of these concepts in our popular Parks and Resorts. Sign up for our e-newsletter to stay up to date on all things Disney Imagination Campus and explore all our academic workshops to see how we inspire imagination-powered learning.

• Celebrations and Field Trips
• Endorsements and Accreditations
• Meet the Team
• Performing Arts
• Program Spotlight
• Science and Technology
• Surprise and Delight
• Testimonials
• Clear All Filters
• February 2024
• January 2024
• December 2023
• November 2023
• October 2023
• September 2023
• August 2023

No results match your filter selections.

To see Blogs, please reset all filters.

Show More Links

Our pillars.

• Arts & Humanities
• Science & Technology
• Leadership & Innovation

Curriculum & Tickets

Special events, plan your trip, connect with us.

• Follow us on Instagram

You are now leaving DisneyCampus.com

Click Here for 2024-2025 Pre-K Lottery Results

• Enroll a Student/Update Info
• Find a Career
• Review Grades
• Contact Staff
• Check the Calendar
• See the Menu
• Click to display search form
• Parent Portal
• Follow us on Facebook (opens in new window)
• Follow us on Twitter (opens in new window)
• Follow us on Instagram (opens in new window)
• Follow us on LinkedIn (opens in new window)
• Watch us on YouTube (opens in new window)
• Communications

Chaperone Guidelines

Thank you for your interest in being a chaperone with the Barrow County School System. In order to help ensure that school-sponsored events result in a safe and rewarding experience for all participants, we have prepared these guidelines to provide information about volunteering as a field trip chaperone.

Please read the guidelines below carefully and then follow the steps located on the volunteer web page to complete your background check.

Guidelines for all Chaperones:

• All chaperones must be at least 21 years of age.
• The maximum ratio of students to chaperones is 10 elementary students to 1 chaperone and 20 secondary students to 1 chaperone. Per the school and/or teacher’s discretion, additional chaperones can be asked to supervise smaller groups of students.
• All school rules apply on school sponsored field trips/events. Chaperones are expected to comply with school policies, follow the directions given by the coordinating staff member, work cooperatively with other volunteers and school staff, and model appropriate behaviors for students. The chaperone will follow the trip plan developed by the teacher and/or coordinating staff member.
• May not use, sell, provide, possess or be under the influence of drugs or alcohol. Drinking of alcoholic beverages by a chaperone at any time during a field trip is prohibited.
• May not smoke or use tobacco or controlled substances including electronic cigarettes, or look-a-likes in any form.
• May not possess articles that can be used as weapons
• May not administer medications to students.
• Students must be supervised at all times while at a school sponsored event. As a chaperone, you will supervise a small group of students, helping them learn and making sure they behave appropriately. Students must stay with you, their chaperone, at all times. Go over use of the buddy system with students under your care. Account for all participants regularly and before changing activities. Be sure you know when and where to meet the rest of your group at the end of the visit. Chaperones must be readily available, be mindful of safety concerns, and respond to student’s needs. It is highly recommended that chaperones do not use their cell phones for non-emergency or non-trip related purposes.
• Student behavior is your responsibility. School rules related to student behavior apply. As a chaperone, go over the rules and standards of behavior, safety rules, and any site specific rules with students. While you have the authority to enforce the rules and appropriate behavior, student discipline/consequences is the responsibility of the coordinating staff member/teacher.
• For the protection of both student and chaperone, chaperones should not place themselves in situations in which they are alone with a student.
• Siblings and family members may not participate in a school sponsored field trip/event unless prior written permission is granted by the coordinating school.
• Be sure you know what to do in an emergency (medical emergency, natural, lost child, serious breach of rule, etc.) know who is first aid trained, where the first aid kit is, have a communication method identified for the teacher or coordinating BCSS staff member.
• Sensitive information you may learn about a student’s abilities, relationships, or background must be kept confidential.
• Please be aware that some students have a photo restrictions; this means their parents have formally requested they not be photographed at school or school activities. If you take photos, verify that students you photographed do not have photo restrictions; coordinating staff/teacher will have this information. Do not post photos of students on your personal social media.

Additional Guidelines for overnight Chaperones:

• Overnight chaperones must assume a 24-hour day responsibility for students from the time they leave to the time of return.
• At hotels, chaperones are assigned a specific block of rooms and floor area to supervise. Gender of the group members shall be considered when assigning chaperones and floor assignments.
• Overnight chaperones may not retire until all students are in their rooms, all visiting between rooms has stopped and the chaperones are sure the students are secure.
• Students are not allowed to have visitors nor use room service. Students must remain in their assigned rooms from curfew until the published wake-up time.  
• Community Member of the Month
• Community News
• Community Resources
• Mentor Program
• Support Programs

Latest News

Standout senior: breanna ryle, melinda shealey: april 2024 bold difference maker, laura jones named state finalist for 24' governor's honors program.

This site provides information using PDF, visit this link to download the Adobe Acrobat Reader DC software .