Field Trips

The Student Permission Form for Field Trip (One Day or Less) (Spanish) must be used by all sites for all day field trips to ensure parents are properly informed of field trips and grant permission for their child to participate. If you have a special situation and feel the form will not address your needs, please contact us.

"Blanket" waivers can be used for up to one month of activities. A calendar or list of planned trips should be attached to the Student Permission Form for Field Trip (One Day or Less) (Spanish) and parents should have the option to opt out of individual field trips.

All field trips and activities away that involve an overnight stay must be approved in advance by the feeder's assistant superintendent of schools in order to be considered a district-sponsored trip. When possible, requests should be submitted at least 90-days prior to the trip (6 months for international trips) to allow time for the request to be approved, for packets to be sent to the trip sponsor, and for forms to be distributed to parents.

For Overnight Domestic Field Trips planned early in the school year (August and September), please submit the request prior to the end of the previous school year.

Adventure Activities: Activities that contain elements of real or perceived risk, usually involving close interaction with the natural environment. Examples include, but are not limited to hiking, ropes courses, camping, snow sports and water activities. 

• Submit an Overnight Field Trip Request
  • Link is dynamic and will not work if it is bookmarked or copied. We suggest bookmarking this page for easy access.
• Instructions for Overnight Field Trip Requests

Some students participating in an Overnight or International Field Trip may have medicine that must be administered during the course of the trip. It is important to adhere to the following policies and guidelines. For questions regarding medication administration, please visit PSD's Health Services page.

• District Policy JLCD - Administering Medicines to Students / Asthma, Food Allergy, and Anaphylaxis Health Management
• Regulation JLCD-R - Administering Medicines to Students when Taking Students on an Overnight Field Trip

• Vehicles rented using District funds (whether directly or indirectly) can only be driven by an employee of the District.
• Per Colorado Department of Education regulation 4204-R-201.00, an employee transporting students in a vehicle owned, rented or leased by the District must obtain a small vehicle permit through the District. 
• Rent the vehicle in the District’s name or declare the rental is for business use if the rental company does not allow the District to be name as the renter.
• Review the contract to be sure you understand the exclusions.
• Due to the safety issues, the District does not allow students to be transported in any vehicle with a seating capacity of 10 or more passengers, including the driver (see note on 15-Passenger vans below).

Rental Vehicle Insurance

The District’s insurance policy provides liability and physical damage coverage for rental vehicles only if the rental is authorized by the District and the vehicle is being used for District business. However, the District’s policy is secondary to any other valid insurance. Personal property in the rented vehicle is not covered by the rental company nor is it covered by the District’s insurance policy.

Auto Rental Collision Damage Waiver or Loss Damage Waiver

When renting a vehicle for District business, you should elect and pay for the Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW). CDW/LDW is a waiver between the renter and the rental car company where the company waives its right to charge the renter for valid damage to the vehicle. For this waiver, the company charges a fee.

Note on 15-Passenger Vans:  A “15-passenger van” can seat 15 people, including the driver.  The National Highway Transportation Safety Administration, the Colorado Department of Education and the District’s insurer the Colorado School Districts Self Insurance Pool have significant concerns regarding the use of 15-passenger vans to transport students.  School districts are prohibited from purchasing or leasing a new 15-passenger van for student transportation unless it complies with the motor vehicle standards prescribed for school buses and multi-function school buses under the federal Safe, Accountable, Flexible, Efficient Transportation Equity Act. Due to the safety issues, the District does not allow students to be transported in any vehicle with a seating capacity of 10 or more passengers, including the driver.

CPR & First Aid Requirements

At least one staff member or registered volunteer who has a current certification from a nationally recognized course in Standard First Aid and Cardiopulmonary Resuscitation (CPR) certification course must travel with the group. (Code of Colorado Regulations 6 CCR 1010-6.13(C)).

Volunteer Chaperones

Per District Policy IJOA, adult chaperones shall either be District employees or authorized volunteers that are qualified and registered as provided under District Policy KJ - Volunteers. Parent/community volunteers can register online from the District's Volunteer Center web page.

Student to Adult Chaperone Ratios

The principal is responsible for determining the number and qualifications of adult chaperones required for student supervision in connection with each field trip/activity. The principal may consult with the risk management department regarding any questions or concerns about a specific field trip and/or activity and the number of recommended adult chaperones.

CPR & First Aid Requirements

At least one staff member or registered volunteer who has a current certification from a nationally recognized course in Standard First Aid and Cardiopulmonary Resuscitation (CPR) certification course must travel with the group. (Code of Colorado Regulations 6 CCR 1010-6.13(C)).

Volunteer Chaperones

Per District Policy IJOA, adult chaperones shall either be District employees or authorized volunteers that are qualified and registered as provided under District Policy KJ - Volunteers. Parent/community volunteers can register online from the District's Volunteer Center web page.

Student to Adult Chaperone Ratios

Overnight Field Trips Without Adventure Activities

• In-State Travel
  • High School - 15:1
  • Middle School - 12:1
  • Elementary - 10:1
• Out-of-State Travel
  • High School - 15:1
  • Middle School - 12:1
  • Elementary - 7:1
• International Travel
  • High School - 6:1
  • Middle School - 6:1
  • Elementary - N/A

Overnight Field Trips with Adventure Activities

• Level I Activities (ex. established camping, ziplining, day hikes)
  • High School - 15:1
  • Middle School - 12:1
  • Elementary - 10:1
• Level II Activities (ex. back country camping, rock climbing, skiing)
  • High School - 10:1
  • Middle School - 8:1
  • Elementary - 7:1
• Level III Activities* (ex. snorkeling, paddleboarding, rafting)
  • High School - 5:1
  • Middle School - 5:1
  • Elementary - N/A

*Ocean swimming is not allowed. Students may walk/wade in the ocean and jump in the surf.

Students can be transported to, from, and during field trips in various ways.
 

>> Read the District Transportation Guidelines
 

Please see below for transportation requirements.

PSD Buses

Yellow Bus - PSD buses must be scheduled through the Transportation Department's "Trip Tracker" by an authorized employee

Special note on late arrivals to DIA: DIA requires buses to wait in a holding lot. When the group is ready to depart, a DIA agent summons the bus to there the group is waiting. The holding lot closes at 11:30 PM. Therefore, any flights arriving after 11:30 PM must arrange for other transportation. Flights arriving close to 11:30 PM should consider alternate means of transportation from DIA in case the flight is late.

Multifunction "White" Bus - All multifunction buses must be reserved through the Multifunction Bus Coordinator at each site. Vehicles owned by the District can only be driven by employees of the District. Per Colorado Department of Education regulation 4204-R-201.00, an employee driving any vehicle owned, rented, or leased by the District must obtain a small vehicle permit through the District. For more information please see the Transportation Department's Small Vehicle/Multifunction Bus Handbook available in the Document Library.

Charter Buses

Charter carriers operating in Colorado must comply by rules and regulations established by the Colorado Department of Utility Commission and the Federal Department of Transportation. In addition, charter carriers transporting students must meet Colorado Department of Education regulations, requiring charter carriers to meet vehicle inspection and driver training requirements for public school district transportation. The District’s transportation department is responsible for inspecting carriers’ vehicles, maintenance records and procedures, maintenance facilities, and driver records, as well as making sure the carrier has adequate insurance, before entering into a contract for services.

Pre-approved carriers: The transportation department maintains a list of pre-approved carriers. However, if transportation is unable to schedule a pre-approved carrier and you wish to utilize a carrier that has not be pre-approved, please allow at least 60 days for the approval process.

All school sponsors wishing to utilize a charter carrier must contact Transportation Activities Scheduler via email or at 970-490-3660.

Private Vehicles

With the principal’s approval, students may be transported in vehicles owned by employees, authorized parent volunteers and/or students*. The driver must acknowledge and agree to condition, reading and signing the appropriate form:

Employees: Field Trip Driver Employee Acknowledgement

Authorized Parent Volunteers & Students: Field Trip Driver Volunteer Application (Español)

*Subject to Colorado restrictions for minor drivers. Parents/guardians of students being transported by another student must be notified that a student will be driving and must give written permission.