FAQs Regarding School Trips

1. What Regulation governs school trips?

Chancellor’s Regulation A-670 (hereinafter CR A-670) sets forth the rules and procedures

governing all school trips, including international trips. The regulation provides guidance for

planning and executing field trips for students, and outlines the responsibilities of superintendents,

principals and staff. It also establishes required supervisory ratios and protocols for handling

emergencies. Please refer to the full text of Chancellor’s Regulation A-670.

2. What is the purpose of a school trip?

School trips should have an educational purpose and support learning outcomes. A trip

that is celebratory in nature (e.g., senior class trip) should only be approved if the students

fundraise to participate in the trip. Fundraisers for such purposes should be limited to once a year.

Trips should not be cost-prohibitive and should aim to include as many students as possible. Trips

are an extension of the curriculum and their purpose is for students to engage in an educational

experience with their peers. Trips should not be approved if there are not a sufficient number of

students interested in the school trip (e.g., a school trip where less than half the students in class

are scheduled to participate generally is not acceptable). In determining whether a sufficient

number of students are interested in the trip, the number of students participating from multiple

schools may be considered. Schools should ensure that there is a planned educational experience

consistent with the learning goals of the trip for students who are unable to take part in the trip.

3. What is considered a DOE-sponsored school trip?

School trips organized by special programs within the school (e.g., clubs), trips that are

planned by the school or school staff, and trips that will include school staff are DOE-sponsored

school trips and therefore must comply with CR A-670. When a trip is sponsored by a parent

association or an outside group such as a community-based organization that has a relationship to

the school, the principal should consult with his or her Senior Field Counsel

http://schools.nyc.gov/Offices/GeneralCounsel/Legal/SFC/default.htm to determine whether the

trip is a DOE trip or whether it is an independently run trip. For example, if a community-based

organization that works with the school during the day or after school is organizing a trip, the

principal should look at the following factors in determining whether the trip is a DOE-sponsored

trip: (a) the purpose of the trip and whether it supports the curriculum/purpose of the school or is

simply a travel opportunity; (b) what involvement the DOE has in planning the trip; and (c)

whether any DOE staff members are chaperoning the trip. If it is determined that the trip is not a

DOE trip and is an independently run trip, parents must be advised in writing that the DOE is not

sponsoring the trip, and therefore is not responsible and will not be providing supervision.

4. What are the Conflicts of Interest Rules for DOE-sponsored school trips?

All DOE personnel involved in a DOE trip co-sponsored by a non-governmental entity,

such as a community-based organization, a tour company, or other organization that is offering to

pay for their travel and/or lodging, must complete the “Travel Related Expenses Paid for by Non-

Government Entities” form. Principals must sign the form for each school staff member who is

participating in the trip and superintendents must sign the form for principals who are participating

in the trip. An agenda must be attached to the form and then the employee(s) attending the trip

must send the form to the DOE Ethics Officer for review. The form should be submitted as far in

advance as possible, but at minimum, 3 weeks before the trip. Before attending the trip, all DOE

personnel must receive approval from the DOE Ethics Officer in addition to completing all other

forms that are required for travel. If approved by the DOE Ethics Officer, accepting travel and

lodging in these circumstances is permissible. Any other offers of stipends or other payments

cannot be accepted.

5. What are the Conflicts of Interest Rules for trips that are independently run and not

sponsored by DOE?

For independently run trips not sponsored by DOE, offers to pay for travel and/or lodging,

or any offers of stipends or other payments, are considered either compensation and/or a gift to the

employee, and therefore cannot be accepted. The DOE may be able to apply for a conflict of

interest waiver in very limited circumstances. Please contact the DOE Ethics Officer for further

guidance.

6. How many chaperones do you need on a school trip and who may serve as a

chaperone?

All school trips require appropriate supervision as set forth in CR A-670. Principals must

designate a licensed teacher, assistant principal, or other supervisor participating in the trip as the

individual with overall responsibility for the trip. There must be supervision of students at every

stage of a school trip.

Principals must ensure that the ratio of staff and adults to students on a school trip is

appropriate given the type of trip, the age of the students, and the type of activities in which the

students will engage. The following chart sets forth the minimum number of staff required. Please

note that the staff/adults-to-student ratios are based on groups of up to 30 students for domestic

trips and up to 15 students for international trips. The number of staff/adults reflects the required

minimum number, and applies regardless of how many students actually participate in the trip.

For example, the regulation requires that one staff member and two adults are required for an

elementary school day trip within New York City for up to 30 students, and one additional adult

is required for each additional ten students. If the trip only has 20 students participating, one staff

member and two adults are still required. Moreover, if 33 students participate, an additional adult

is still required.

Type of Trip

Elementary School

Middle School

High School

Routine Day Trips

within NYC

1 staff member + 2

additional adults for up

to 30 students

For each additional 1-10

students, an additional

adult is required.

1 staff member + 2

additional adults for up

to 30 students

For each additional 1-

15 students, an

additional adult is

required.

1 staff member + 1

additional adult for up

to 30 students

For each additional 1-

15 students, an

additional adult is

required.

One day out-of-the-

city or overnight trips

2 staff members + 1

adult for up to 30

students.

For each additional 1-10

students, an additional

adult is required.

2 staff members + 1

adult for up to 30

students

For each additional 1-

15 students, an

additional adult is

required.

2 staff members + 1

adult for up to 30

students.

For each additional 1-

15 students, an

additional adult is

required.

International Trips

2 staff members + 1

other adult are required

for up to 15 students.

For each additional 1-

10 students, an

additional adult is

required.

2 staff members +1

other adult are required

for up to 15 students.

For each additional 1-

10 students, an

additional adult is

required.

All schools trips must have at least one teacher or supervisor present on the trip. If a trip

requires a second staff member, that staff member may be a member of the instructional staff, a

paraprofessional, a school aide, a guidance counselor, or a parent coordinator. The other

chaperones on the trip must be staff members or parents of students attending the trip.

The term “parent” means the student’s parent, guardian, or any person in a parental or

custodial relationship to the student.

The term parent does not include adults who are not in a custodial relationship with the

student. For example, a parent’s friend or boyfriend, or a parent’s adult child may not serve as a

chaperone.

If a trip involves swimming, additional requirements apply. Please refer to question 15

below for more information.

7. Who may come on a school trip?

As described above in question 6, parents and appropriate school staff may attend a school

trip as chaperones. It is a violation of CR A-670 for any relative of a DOE employee to participate

in a school trip, either as a chaperone or as an attendee. Thus, a staff member may not bring his

or her spouse or boyfriend/girlfriend, other family members, or a child on the school trip. It is also

a violation of CR A-670 for a parent to bring other siblings or family members on a school trip,

even if the sibling is an adult. School trips are only for students and staff members/parents who

are acting as chaperones. (See Question 6 for definition of parent for such purposes)

Allowing relatives of DOE personnel to participate in a school trip may also violate the

New York City Conflicts of Interest Law and the conflicts of interest provisions in Chancellor’s

Regulation C-110. City employees cannot use their city position to benefit themselves or family

members. Therefore, as these school trips are often offered at a discounted rate for adults and/or

are not otherwise available to the general public, it is also a potential conflict for a DOE employee

to include a family member on the trip. If the spouse or family member is also a staff member

from the same school, the school must contact the DOE Ethics Officer for further guidance.

Possible violations will be reported to the Special Commissioner of Investigations for their review.

8. When can payment be made or tickets purchased?

All school trips must be approved in advance by the principal before payment may be made

or tickets are purchased. For international trips, the school also must obtain preliminary approval

from the superintendent before payment may be made or tickets purchased. Trip organizers may

not purchase tickets or move ahead with scheduling the trip until they have received approval from

the principal, or in the case of international trips, approval from the principal and superintendent.

No school should enter into an agreement with a tour company or make any payments for travel

until the trip has received the requisite approval. Parents must be informed in writing about

cancellation/refund policies for tickets and other travel-related expenses. Notwithstanding such

policies, schools should make every effort to help students who are unable to go on a trip obtain

reimbursement. Schools may seek the assistance of senior field counsel. With respect to procuring

travel arrangements, schools must follow Division of Financial Operations Standard Operating

Procedures.

9. What steps should a school follow when a student needs nursing services, the

administration of medication, special transportation or another accommodation

during a school trip?

Schools must meet the needs of all students who require medication, special transportation,

or other accommodations on a school trip due to a disability as set forth in an IEP, 504 Plan and/or

a DMAF/MAF (See School Health Forms.)

If a student’s IEP, 504 Plan, or DMAF/MAF provides for the provision of nursing services,

the administration of medication, special transportation, or other accommodations, schools must

take appropriate steps to ensure such accommodations are provided during the school trip.

 Requests for a trip nurse should be made to the Office of School Health (OSH). The

principal/designee should coordinate with the parent and nurse to make sure all

medications and supplies are provided to the trip nurse. Detailed information on the steps

that a school must follow to make sure students’ medication needs are met is available at

Clarification of Trip Nurse Policy for Students Requiring Administration of Medication.

 Requests for special transportation for school trips should be made to the Office of Pupil

Transportation (OPT).

 If a student’s needs cannot be met, then the trip must be cancelled or postponed until such

time as the student’s needs can be met. With respect to students who require a trip nurse,

the school may ask the parent to attend or alternatively designate an adult who can come

on the trip to administer the medication or provide the accommodation as set forth in the

Clarification of Trip Nurse Policy for Students Requiring Administration of Medication.

However, schools cannot require or pressure a parent to attend the trip or designate

another adult on account of the student’s needs.

In the event that the trip has to be cancelled or postponed, the school cannot inform other

parents of the reason for the cancellation or postponement of the trip.

10. What information must a trip organizer submit to a principal when proposing a DOE

school trip that takes place in the United States?

I. Preliminary Domestic Trip Proposal

A. The trip organizer must submit a preliminary trip proposal to the principal which:

1. Describes in detail the purpose of the trip (i.e., how the trip is related to the

students’ curriculum, whether the trip is a celebratory trip, or whether the trip is

sponsored by a club or group within the school);

2. Indicates how many students are in the participating grade/program and how many

students are anticipated to participate in the trip; and

3. Indicates the number of chaperones who will attend the trip.

B. The trip proposal must be submitted well in advance of the trip. It is recommended

that the proposal be submitted no later than 60 days prior to the date of the trip.

C. Principals must determine whether the proposed trip meets the guidelines for a DOE-

sponsored school trip within 15 days of receipt of proposal. (e.g., will the trip include

the correct number of chaperones to students and is the trip educational). Principals

should check to see whether the trip will be organized by an outside entity and whether

       
6 
 
that entity is reputable and if the trip is co-sponsored by a non-governmental entity, and 
whether there are there any conflict of interest concerns.  Principals should determine 
how  many  students  are  anticipated  to  participate  and  whether  the  trip  is  cost-
prohibitive. If after reviewing all the information, the principal determines that the trip 
should go forward, the principal must notify the trip organizer. It is recommended that 
such notification occur within 15 days of receipt of the proposal. 
 
II.  Domestic Trip Planning 
   
A.  Once the trip organizer obtains approval from the principal, he/she may then proceed 
with planning the trip. 
 
B.  The trip organizer must provide all parents with the parent consent form. Schools must 
use the consent forms attached to CR A-670.  Senior field counsel are available to help 
with revising the consent form if the individual circumstances of the trip require that 
the form be modified. 
 
C. The trip organizer must determine whether any of the participating students require 
nursing  services,  the  administration  of  medication,  special  transportation  or  other   
accommodations, as set forth in an IEP, 504 Plan and/or DMAF/MAF. Parents must be 
provided with the MAF/DMAF forms packet in order to identify medication and possible 
nursing needs (See School Health Forms; Clarification of Trip Nurse Policy for Students 
Requiring Administration of Medication.) 
 
 
D.  The  trip  organizer  must  obtain  signed  declarations  from  all  chaperones  (including 
parents) indicating that they have read and are familiar with CR A-670 and that they 
will follow all school rules and Chancellor’s Regulations while on the trip, including 
no  alcohol  consumption  (See  DOE  Chaperone  Declaration;  Non-DOE  Chaperone 
Declaration.) 
 
III.  Final Approval of Domestic Trip from Principal 
 
A.  The  trip  organizer  must  submit  a  Trip  Plan  (See  Attachment  1  to  Chancellor's 
Regulation  A-670)  together  with  the  signed  consent  and  declaration  forms  to  the 
principal for final approval no later than 30 days prior to date of trip.  The Trip Plan 
must include all pertinent information about the trip including the purpose of the trip, 
number of chaperones, number of students, whether there are any students requiring, 
nursing  services,  the  administration  of  medication,  special  transportation  or  other 
accommodations as set forth in an IEP, 504 Plan and/or DMAF/MAF and how their 
needs will be met and details about location, lodging, transportation and insurance. 
 
B.  The  principal  must  review  the  plan  to  determine  whether  there  will  be  adequate 
supervision on the trip and whether proper transportation will be used to and from the 
trip within 15 days of receipt of Trip Plan. The trip organizer and principal must also 
ensure that all parents sign the parent consent form and that students sign the student’s 

declaration section of that form. Furthermore, the trip organizer and principal must

ensure that all chaperones sign declarations as set forth above. In addition, the principal

and the trip organizer must ensure that if students require nursing services, the

administration of medication, special transportation or other accommodations on the

trip, all required documentation has been submitted. If all the requirements have been

met and the principal determines that it is appropriate to go forward, the principal will

give his/her final approval and sign the Trip Plan.

Domestic Trip Planning

Trip Organizer

Principal

Preliminary

Trip Approval

Submit preliminary trip

proposal to principal for review

and preliminary approval no later

than 60 days prior to date of trip.

Review preliminary trip proposal and

notify trip organizer if proposal is

approved and trip planning may go

forward within 15 days of receipt of trip

proposal.

Final Approval

Submit Trip Plan to principal

for final approval no later than

30 days prior to date of trip.

Review Trip Plan and provide final

approval and sign Trip Plan within 15

days of receipt of Trip Plan.

11. What information must a trip organizer submit to the principal and superintendent

when proposing an international trip?

There are several steps and levels of approval that trip organizers must follow and obtain

when proposing an international trip. Trip organizers may not move ahead with planning the trip

until the principal and superintendent have provided preliminary approval as set forth below.

Schools are encouraged to contact their FSC Director of Operations for guidance and support when

proposing and planning an international trip.

I. Preliminary International Trip Proposal:

As is the case with domestic trips, the international trip organizer must submit a

preliminary trip proposal to the principal for review and approval no later than 90 days prior to

date of trip. The trip proposal must contain: 1) a detailed trip itinerary; 2) prospective flight and

hotel information; 3) a statement explaining the educational purpose of the trip; 4) the number of

students who are likely to participate in the trip; 5) the number of chaperones who will be attending

the trip; 6) the cost of the trip and any proposed fundraising plans associated with the trip; 7) visa

requirements, if applicable; 8) information about any travel warnings and advisories if applicable;

9) information about required immunizations/vaccinations and other health related information;

and 10) information about any students who may be participating in the trip who may be impacted

by existing or proposed/impending travel restrictions.

II. Preliminary Principal Approval for International Trips:

A. Principals must review the preliminary proposal to determine whether the international

trip meets the requirements of CR A-670. Among the questions that should be asked

and the factors to consider when reviewing the proposal are the following:

1. What is the purpose of the trip?

2. What is the lodging and transportation plan? Is there homestay involved and how

have the homestay families been vetted?

3. Will the trip be cost-prohibitive and therefore likely not involve a large number of

students?

4. What is the proportion of school funds used relative to the number of students

attending the trip and is it prudent?

5. Is there a planned alternative educational experience that will ensure that students

not attending the trip have access to the learning goals of this travel experience?

6. Are there any students attending that require special accommodations?

7. How many students are in the participating grade/program and how many are likely

to attend the trip?

8. Is there an outside entity involved in the trip? What role does it have and is it

reputable? If the outside entity is a non-governmental entity, are there any conflict

of interest concerns?

9. How many chaperones will be accompanying the students? Who are the chaperones

(e.g., parents, teachers, etc.) and what are their roles?

10. Are there any travel advisories, alerts or notices in place regarding the destination

country? If such advisories exist, principals should consult with their

superintendents. (See www.travel.state.gov);

11. Has the Center for Disease Control and Prevention or State Department indicated

that immunizations/vaccinations are required or recommended in order to enter

the countries being visited or are there any other relevant health or safety related

information or precautions indicated on such websites? Principals should contact

their FSC Health Director with any questions.

(See http://wwwnc.cdc.gov/travel;

https://www2.ed.gov/about/offices/list/ope/iegps/travel-safety.html)

12. Are there any students participating in the trip or eligible for the trip who may be

impacted by existing or proposed/impending travel restrictions?

B. If after reviewing the preliminary proposal and the information set forth above, the

principal determines that the international trip can take place, the principal must submit

the trip proposal to the superintendent for approval at least 75 days prior to the date of

the proposed trip.

III. Preliminary Superintendent Approval for International Trips:

A. Superintendents must review the international trip proposal to determine whether the

international trip meets the guidelines of CR A-670 and consider the questions and

factors noted above.

B. Senior Field Counsel/FSC Director of Operations are available to consult with the

superintendent about the proposal.

C. The superintendent will advise the principal/designee in writing if the school may go

forward with planning the trip within 15 days of receipt of the trip proposal.

IV. International Trip Planning:

A. Planning

1. Once a school receives preliminary approval from the superintendent, the school

may begin to plan the international trip and distribute information regarding the trip

to students and parents.

2. The trip advisor must:

● check for trip advisories and warnings on the U.S. State Department’s website

(See https://travel.state.gov/content/passports/en/alertswarnings.html) and

● check the Centers for Disease Control and Prevention website and the State

Department website for any immunizations/vaccinations/medications that are

recommended or required for travel to the countries where the students will be

visiting and/or any health precautions that should be taken (e.g., regarding

drinking of water, eating of foods, and use of insect repellant). (See

http://wwwnc.cdc.gov/travel;

https://www2.ed.gov/about/offices/list/ope/iegps/travel-safety.html.)

3. For all international trips, parents must be advised in writing that:

● they should refer to the U.S. State Department’s website for travel advisories

and warnings and that if the DOE at any point determines that a trip is

inadvisable, it will be cancelled and the parents will be immediately notified;

● they should speak with their physician and refer to the CDC and State

Department websites for information regarding any

immunizations/vaccinations/medications that are recommended or required,

and/or any health or safety precautions that should be taken; and

● if particular immunizations/vaccinations are required, they must provide proof

of immunizations/vaccinations in order for their child to be permitted to travel.

4. The trip organizer must provide parents with the Parent Health Advisory-Travel

Advisory Letter which notifies parents of the above. Schools must use this form

letter.

5. The trip organizer must provide parents with the Parent Consent Form. Schools

must use the consent forms attached to CR A-670. Senior Field Counsel are

available to help with revising the consent form for the trip if the individual

circumstances of the trip require that the form be modified (e.g., if the trip involves

a homestay).

6. The trip organizer must obtain signed declarations from all chaperones (DOE

Chaperone Declaration; Non-DOE Chaperone Declaration (including parents)

indicating that they have read and are familiar with CR A-670 and that they will

follow all school rules and Chancellor’s Regulations while on the trip including no

alcohol consumption.

7. The trip organizer must determine whether any of the participating students require

nursing services, the administration of medication, special transportation or other

accommodations as set forth in Clarification of Trip Nurse Policy for Students

Requiring Administration of Medication. Parents must be provided with the

MAF/DMAF forms packet in order to identify medication and possible nursing

needs as set forth in this policy. (See link for further information- School Health

Forms.)

B. International Trip Plan

The trip organizer must complete the trip plan (See attachment 1 to CR A-670) and submit

it to the principal together with the following information and documentation for review

and final approval no later than 45 days prior to date of trip:

1. Information about each student participating in the trip and signed parental consent

forms for each student permitting the student to participate in the trip. Students

must also sign the student declaration section of the consent form.

2. Signed Parent Health Advisory/Travel Advisory letter from each parent. If

immunizations/vaccinations are required, proof of such immunizations/vaccination

for each student must be included. (In addition, all students participating in the trip

must have the required immunizations for attending school or a valid medical or

religious exemption.)

3. Information regarding whether there are any students requiring nursing services,

the administration of medication, special transportation or other accommodations

and how their needs will be met.

4. Trip itinerary, including all transportation details (e.g., prospective flight, train or

bus information and hotel information, including phone numbers).

5. The number of chaperones and an explanation of who each chaperone is (i.e., a

teacher, parent, staff member).

6. Copy of each traveler’s passport and any necessary visas.

2. Insurance information including health insurance for each participant in accordance with

CR A-670 (this must be international insurance valid in the countries students are visiting).

3. International phone numbers of chaperones (in case of emergency). Emergency contact

sheet for all students and chaperones.

4. Signed declarations from all adult chaperones.

5. Letters to families explaining the purpose of the trip as well as information from parent

meetings including sign-in sheets, agendas, and other materials/information distributed to

parents.

Principals must ensure that copies of any passports, visas or other immigration status documents are destroyed at

the conclusion of the trip.

C. Principal Review of International Trip

1. Principals must review the trip plan and documentation to ensure it is complete and

that the trip meets the guidelines of CR A-670.

2. Principals/designees must:

a. Confirm whether an appropriate number of students are anticipated to

participate in the trip.

b. Confirm whether there is an appropriate number of chaperones. Refer to section

above regarding chaperones to determine whether the criteria have been met. If

there are not enough chaperones, immediate steps must be taken to find

additional chaperones. The principal must ensure that at least one of the staff

members accompanying the students on an international trip carries a phone

with international service.

c. Check for trip advisories and warnings on the U.S. State Department’s website

(See https://travel.state.gov/content/passports/en/alertswarnings.html)

d. Check all passports for students attending the trip to ensure that students’

passports do not expire before the trip or during the trip. Check to see whether

there are any specific requirements for the countries being visited regarding

passport expiration date. https://travel.state.gov/content/travel/en/international-

travel/International-Travel-Country-Information-Pages.html

e. Check whether students need visas to enter the country, including whether non-

U.S. citizen students need visas. If a student does not have the appropriate visa,

the student cannot participate.

f. Check to see if any students who may be participating in the trip will be affected

by any existing or proposed/impending travel restrictions. Check for trip

advisories and warnings on the U.S. State Department’s website (See

www.travel.state.gov).

g. Check the Center for Disease Control and State Department websites (See

http://wwwnc.cdc.gov/travel;

https://www2.ed.gov/about/offices/list/ope/iegps/travel-safety.html) for any

immunizations/vaccinations/medications that are recommended or required for

travel to the countries where the students will be visiting and/or for any health

precautions that should be taken (e.g., regarding drinking of water, eating of

raw foods, and use of insect repellant.) and confirm that the trip organizer has

or will review relevant health and safety precautions with students and parents

prior to departure.

h. Confirm to make sure that parents have signed and returned the Parent Health

Advisory/Travel Advisory Letter.

i. Confirm to make sure that parents have signed the required consent form.

j. Check to make sure that all chaperones have signed declarations.

k. Confirm that needs of students requiring nursing services, the administration of

medication, special transportation or other accommodations will be met and

that required documentation has been submitted.

Some countries have more stringent rules that require that a passport not expire within 3 months of the time of

travel. Check each country’s website for further information.

3. If the principal determines that all of the requirements have been met and that it is

appropriate to proceed with the trip, the principal must sign the Trip Plan and

submit it and the documentation required in the plan and the completed

International Trip Checklist to the superintendent for final approval at least 30 days

prior to date of the trip. Schools are encouraged to review their materials and

Checklist with their FSC Director of Operations.

D. Superintendent Review of International Trip

1. The superintendent must review the Trip Plan and the attached documentation

described above within 15 days of receipt of the Trip Plan. If there are any travel

advisories in effect, the superintendent should consult with the senior supervising

superintendent.

2. If the superintendent determines that the requirements have been met and the trip

is appropriate, he/she must provide final approval and sign the trip plan within 15

days of receipt of the trip plan, documentation and the International Trip Checklist.

3. No trip may proceed without such approval. If the superintendent has any questions

regarding whether a trip should go forward, he/she should contact the senior

supervising superintendent.

International Trip Planning

International Trip

Organizer

Principal

Superintendent

Preliminary

International

Trip Approval

Submit preliminary

trip proposal to

principal for review

and approval no later

than 90 days prior to

date of trip.

Review and approve

preliminary trip

proposal and submit to

superintendent for

review and approval at

least 75 days prior to

date of proposed trip

(within 15 days of

receipt of trip

proposal).

Review and approve

preliminary trip

proposal and advise

principal in writing if

preliminary trip

proposal is approved at

least 60 days prior to the

date of proposed trip

(within 15 days of

receipt of trip proposal).

Final Approval

Complete Trip Plan

and submit to

principal for review

and final approval no

later than 45 days

prior to proposed date

of trip.

Review and approve

Trip Plan, complete

International Trip

Checklist and submit

both documents to

superintendent for final

approval at least 30

days prior to proposed

date of trip (within 15

days of receipt of Trip

Plan).

Provide final approval

and sign the

international Trip Plan

no later than 15 days

prior to proposed date of

trip (within 15 days of

receipt of Trip Plan).

12. What steps must be taken when a school requests approval for an international

homestay?

While the requirements of CR A-670 do not apply to student exchange programs, they do

apply to international trips that contain a homestay component. Accordingly, schools must follow

the same procedures, comply with the same requirements, submit the same documentation and

obtain the same approvals as are otherwise required for international trips. Schools must also

comply with the additional requirements described below and homestay programs must be

appropriately vetted.

Parents must be advised when a program will involve a homestay and must be advised that

supervision of the students will be limited during times when their child is with the

homestay family. Consent forms for such trips must be revised to reflect the circumstances

of the homestay. Principals/superintendents must seek the assistance of Senior Field

Counsel in revising the consent forms.

Homestay programs require the same number of chaperones as other DOE school trips. All

chaperones must stay in the same city as the students who are participating in the homestay and

chaperones should not travel outside of the local city or town where the students are located for

the homestay, unless it is a group trip with all students involved. Chaperones must be available

for all students who participate in the homestay program. The principal must ensure that at least

one of the staff members accompanying students on an international trip carries a phone with

international service. That staff member must distribute contact information to students and the

homestay family prior to leaving for the homestay so that students will be able to easily contact

him or her should there be a problem. Principals must advise chaperones on a homestay trip to

check in frequently with all students.

As part of the preliminary trip proposal and in order to receive preliminary approval from

the superintendent to move forward with the proposed trip, each principal must provide the

superintendent a detailed explanation about how the relationship with the host school and/or host

families have been vetted.

The final trip plan submitted to the superintendent must also include a list of host families,

contact information for each host family, and names of students staying with the host family.

13. What if a school trip involves more than one school?

Schools may organize a trip that involves more than one school, and may combine

chaperones from both schools to meet the ratios of appropriate chaperones to students per CR A-

670. In such cases parents must be notified and there must be adequate supervision provided at

all times.

14. What types of activities are permitted on school trips?

Where a trip involves activities with inherent risks (e.g., swimming, horseback riding,

skiing, ice skating, use of physical fitness equipment), the principal/designee should

consult with his/her FSC. Such activities should be age appropriate.

Consent forms must identify activities with inherent risks (e.g., swimming, horseback

riding, ice skating, use of physical fitness equipment) that students will engage in on the trip. If

medical pre-clearance is required for a student to take part in the trip and/or participate in certain

activities, it must be obtained in advance of the trip.

The principal/designee must ensure that when students engage in activities with inherent

risks (e.g., swimming, horseback riding, skiing, ice skating, use of physical fitness equipment),

there is appropriate adult supervision while the student engages in the activity. If a school trip

involves activities that require protective gear, students must wear such gear during these activities.

For example, students who go horseback riding, skiing, or biking must wear helmets. Students

who participate in water activities must wear a life jacket.

15. What if a school trip involves swimming?

Prior to approving a trip in which swimming will be involved, the principal/designee must

ensure that a lifeguard will be on duty at all times students are permitted to swim. No swimming

may be permitted unless there is a lifeguard on duty. Swimming and water-based activities also

require specific levels of supervision as set forth below.

Ratio of staff to students for swimming and water-based activities:

A. If students will be swimming or will participate in water-based activities (e.g., rowing,

kayaking) the following ratios must be used:

1. For elementary and middle school students, at least two (2) staff members and

two (2) adults are required for up to thirty (30) students.

2. For high school students, at least two (2) staff members and two (2) adults are

required for up to thirty (30) students.

3. With respect to the staff member(s) noted above, one must be a teacher or

supervisor. The other staff member may be a member of the instructional staff

(e.g., teacher, dean, guidance counselor, social worker) or a paraprofessional

or school aide.

4. The other two (2) adults noted above may be parent volunteers or members of the

instructional staff (e.g., teacher, dean, guidance counselor, social worker) or

paraprofessionals or school aides.

5. At the elementary level, for each additional ten (10) students, two adults are

required. At the middle and high school levels, for each additional fifteen (15)

students, two additional adults are required.

B. Students may only be permitted to swim when a lifeguard is on duty. The lifeguard

must be on duty the entire time that students are swimming.

C. Students who participate in water-based activities other than swimming such as

kayaking, tubing or rowing must wear a lifejacket at all times.

D. For international trips, the principal/designee must ensure that there is adult supervision

appropriate to the activities in which the students engage.

16. What types of transportation may a school use?

Schools may use any of the following means of transportation:

A. Public transit systems (e.g., subways, buses);

B. Registered commercial airlines;

C. Intercity buses or transit systems (e.g., Amtrak, Greyhound); and/or

D. Private authorized buses, including school buses, as set forth below:

1. Any vehicle utilized to transport students must comply with all federal, state, city,

and Department of Education rules and regulations for the transport of students.

This shall include, but is not limited to, standards established for vehicles, drivers,

insurance, and companies.

2. Schools must comply with established DOE procedures for obtaining private

authorized buses. (See http://www.optnyc.org/documents/CharteraCoachBus.htm for

detailed and up-to-date information about these procedures).

3. Students may not be transported to or from the trip site on an unauthorized or

private vehicle

4. Appropriate transportation must be provided for any student with special

transportation needs pursuant to an IEP or 504 plan.

17. When are yellow school buses mandated for domestic DOE school trips?

If public transportation is not being used, the use of yellow school buses is mandated for

trips within New York State. If a particular leg of a school trip takes place in a location outside of

New York State, then a yellow school bus is preferred, but not mandatory, especially if a yellow

school bus is not readily available or would add substantially and unnecessarily to the cost of the

trip.

For instance, if a school organizes a trip that involves flying to another city and the trip

will include lodging at a national chain hotel that provides courtesy van/bus service to and from

airports as part of the room rate package, then it is acceptable to use the courtesy van/bus for pupil

transportation from the airport. However, the school must obtain written confirmation from the

hotel that the driver has a valid vehicle operator’s driver’s license. If the information provided is

unacceptable, the school must arrange for a local school bus company in the region of the airport

to provide transportation to and from the hotel and to other destinations.

Schools should use yellow school buses to travel to and from NYC airports, unless the school

plans to use MTA buses or subways to reach NYC airports.

18. When will the DOE issue a waiver in regard to Chancellor’s Regulation A-670?

All schools must follow the protocol and requirements set forth in CR A-670 when

organizing a trip. Requests for waivers will be reviewed on a case-by-case basis, and waivers will

be issued only if there are extenuating circumstances.

19. Whom to contact when you have questions?

Questions about domestic trips should be directed to the FSC Director of Operations. It is

recommended that schools submit their trip plans to their FSC for review when trips involve air

travel, hotel stays, or higher risk activities such as swimming, zip-lining, etc. Questions about

international trips should be directed to the superintendent, and require advance approval from the

superintendent.