Field Trip/Excursion Policies and Guidelines

 

This administrative procedure (AP) 6.45 field trip/excursion policies and guidelines is under review and pending approval.

This is subject to change.

Please refer to the email sent by the Business Office for the most recent changes.

Field trips/ excursions transform classroom learning into immersive experiences, which can lead to deeper understanding and lasting memories. They can provide hands-on opportunities to develop practical skills and foster personal growth by encouraging teamwork, and communication.

Throughout the semester/school year, the College may sponsor voluntary off-campus field trips/excursions. If you choose to participate, be advised that you have agreed to hold the district, its officers, agents and employees harmless from any and all liability or claims which may arise out of or in connection with your participation in the activity. Trip organizer is encouraged to plan ahead and follow the policies and guidelines to minimize any liability.

 

Please plan ahead and submit forms 30 days prior to the trip.

 

 Step 1: Request For Field trip And Excursion

Submit the field trip or excursion request at least 30 days before the trip.

Complete the Request for field trip excursion approval and meal advance form

  • Include student and chaperone expenses
  • In addition to backup documentation for expenses: registration, bus, lodging 
  • Be specific with the FOAP breakdown:
    • What is considered an EXCURSION?
      • (Use account # 5213 for student and chaperon meals, registration, lodging) 
        • Excursion (Non-Mandatory): An excursion is travel to an off-campus location, supervised by an academic employee/manager, that is in connection with the course of instruction, instructionally-related social, educational, cultural or music activities, which include, but are not limited to conferecnces, art shows, museums, movies, speeches, etc., or special programs, designed to provide experienecs connected with specific elements of the program's focus. Classified staff can assist. 
    • What is considered a FIELD TRIP?
      • (Use account # 5217 for student and chaperon meals, registration, lodging) 
        • Field trip (Mandatory): A field trip is travel to an off- campus location that is required of all students enrolled in connection with a college course of instruction, and is supervised by an academic employee/manager. Per Title V (55220), only certificated faculty members can supervise a field trip under this definition per Title V. Classified (Instructional Aides) can assist.
      • 5680- Charter Transportation 
  • PER DIEM
    • Day Trip: Breakfast $10, Lunch $15, Dinner $15
    • Overnight trip: Breakfast $ 15, Lunch $22, Dinner $33

 Step 2: Student Forms

Complete the Student Activities Checklist and Roster
Only include the names and student G numbers (No signatures are needed)

Please note that if student forms are not submitted to the VPI/VPSS Office, you are not authorized to take students on field trips or excursion.  

For each student attending, submit the following: 

 

 Where To Submit The Forms?

  • Submit paperwork 30 days before the trip from steps 1-2
  • Submit forms to your Division Office
  • Division Office will forward the paperwork to the VPSS or VPI Office 
  • VPSS/VPI Office will forward the paperwork to the Business Office
How do I know when the paperwork has been approved?

You will receive a copy of the fully approved and signed "Request for field trip excursion approval and meal advance form" from the Business Office prior to the trip.
  • If you have a procard, please cover the students' and chaperones' meals in accordance with the per diem limits.
  • If you request a meal advance, you will receive an email from the Cashiers Office when the cash is ready for pick up.  

 Step 3: Collect Student Signatures

On the day of the trip, please collect student signatures on the Student Activities Checklist and Roster form from step 2.

  • Student signatures will allow us to accurately calculate final meal expenses based on the number of students who attended the field trip or excursion.

 Step 4: Consolidate Expenses

Complete the Verification Statement for Field trip and Excursion

  • This form must be completed after the trip to consolidate all expenses. 
  • DEADLINE: As soon as possible, and no later than 30 days after returning from the trip.
Additionally, please include the forms listed below as a packet.
All forms must be the official, approved versions provided by the Business Office.

1. Request for Field Trip/Excursion Approval & Meal Advance Form 
2. Student Activities Checklist and Roster Form (Must be signed by all students who received their per diem or group meal).
3. Receipts to support expenses submitted on your verification statement for the field trip and excursion

IMPORTANT: Do not submit any cash or forms to the Cashiers until this form has been fully signed by the Business Office. You will receive an email notification once it is ready.

 Field trip/ Excursion Frequently Asked Questions

If you have other questions, please refer to the frequently asked questions

 Do you need support or have feedback?

We appreciate your patience as this process is being reviewed and finalized.

If you have any comments or feedback, or support, please contact the Vice President of Administrative Services, Ludmilla Priescar, at prisecarl@smccd.edu.

 SMCCCD Administrative Procedures/Board Policies

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