Field Trip Request Form
DCS staff members organizing school-sponsored events—including field trips and club outings—act in their official capacity to enhance our students’ educational experience. To ensure these events align with our mission and are managed safely, the following procedures apply:
Approval & Scheduling
Trip Request Form: All extracurricular trips (excluding athletic events) must be submitted via the official form to the Principal at least six weeks prior to the departure date.
Blackout Dates: Due to the significant demands of semester exams and established school events, trips in December and May are typically not approved. Additionally, field trips are not allowed on staff professional development days and pre-existing school-sponsored events (e.g. a class field trip during standardized testing).
Calendar Integration: Only officially approved, school-sponsored events will be included on the monthly school calendar and receive DCS resource support (supplies, copiers, and announcements).
Transportation Arrangements: Once approved, make arrangements with the Assistant AD for bus/van reservations. Note: Each vans will hold 15 passengers.
List of Students: Two weeks prior to the event — submit the names of participating students to the Principal. This information will be posted in the weekly supervision email to faculty and staff.
Supervision & Attendance
Staff Oversight: Every event requires the presence of at least one DCS staff member. The Principal will determine the total number of chaperones required based on the nature of the activity.
Eligibility: Participation is generally limited to currently enrolled DCS students. Any exceptions must be granted by the Principal.
Additional Considerations
Transportation: Only approved school employees and coaches can transport students.
Overnight Trips: All co-ed overnight trips require male and female chaperones.
Chaperones: All chaperones must have a clear background check on file with the school.
Financial handling: Do not collect monies for trips and activities. All monies should be turned into the front office and clearly designated for the trip/event.
Code of conduct: A simple reminder that the DCS student handbook appies to all off campus activities.
Vendors requiring down payments: Once approved, request a credit card from the Principal to make required payment prior to the event.
Communication: Communicate the field trip/event to parent only after administrative approval and transportation arrangements are complete.
Include in cost of trip
Please include the following costs as part of your students fees for school trips.
Transportation: $0.70 per mile per vehicle. Include mileage fees for personal vehicles as well.
Substitute teachers: Include the cost of subsitute teachers at $100 per teacher per day
Background checks: All adults working in official capacity as a chaperone must have a clear background check on file with the school. Overnight trips — all adults must have a background check. New background checks are $50 per chaperone.
Additional costs: meals, parking fees, tolls, etc.