Risk Management is responsible for field trip guidelines and requirements governed by Regulation 5790, Field Trips-Planning and Conducting.

Travel

Schools may arrange field trips wtih FCPS contracted Travel Brokers

Contracted Travel Brokers

Transportation

Schools may arrange field trip transportation with FCPS Approved Commercial Carriers.

Commercial Carriers

Important: Only full-size commercial buses (40-61 passengers) may be used to transport students. Buses with smaller capacities are prohibited.

Effective supervision is critical to ensure the safety and success of field trips and activities.

Adults who volunteer as field trip chaperones should adhere to the following guidelines:

• Parents or guardians who currently have children enrolled at Fairfax County Public Schools (FCPS) may volunteer to chaperone school sponsored field trips. At the principal or program manager’s discretion, other adults who are a minimum of twenty-one (21) years of age may volunteer.
• Any individual who is listed in the Virginia Sex Offender Registry or has been convicted of any offense related to children will not be permitted to chaperone a field trip.
• A ratio of one chaperone per ten students is recommended for all FCPS sponsored field trips.

          Note: Museums, tours, and other venues may require a smaller chaperone to student
          ratio (i.e. one chaperone per eight students). Verify this information with the tour
          operator when planning your trip.

• Chaperones are expected to support the FCPS trip organizer/director at all times, in all decisions, and policies. Any discussions about decisions and policies should be held in private and not in the presence of students. Chaperones are expected to put the needs of the students and trip organizers ahead of personal preferences during the trip.
• Chaperones are expected to arrive on time, remain with the group, and report to designated assignments.
• If a student is ill and unable to participate in planned activities, at least one chaperone must stay at the hotel with the student.  Never leave a student alone at a hotel.
• Students are prohibited from smoking or drinking alcoholic beverages. Chaperones are asked not to drink alcoholic beverages for the duration of the trip and to avoid smoking in close proximity of the group.
• Chaperones are expected to assist in supervising students in the hallways, lobby, and recreational areas of the hotel. If students are allowed to use the hotel pool, supervision by a lifeguard and/or CPR certified chaperone is necessary.
• In accordance with Regulation 2102, First Aid, Emergency Treatment, and Administration of Medication for Students, only trained FCPS staff members are allowed to distribute medications to students. Chaperones should not administer medication to students.

What you need to know

FCPS purchases accident and illness insurance for all students, and voluntary chaperones that become injured or ill while on a school-sponsored field trip.

This coverage is provided on an excess basis to the insured’s primary insurance policy.

Insurance Company:  
K and K Insurance Group, Inc.

Address: 
P.O. Box 2338
Fort Wayne, IN 46801-2338

Phone Number:
(800) 237-2917

Fax Number:
(866) 463-3230

Claim forms are available online
 K & K Insurance

Please call Risk Management at 571-423-3620 for further information.