Overnight Field Trip Forms:
Overnight Travel Information
Contact the business office to assist with district and club cost items. Incorrect or incomplete information will delay the process.
Sponsors: Complete the Overnight Trip Request (This needs to be completed and turned in three weeks prior to a Board Meeting. Board meetings only happen once a month.)
1. Secure lodging, trip agenda and student list. If using a tour company, negotiate the trip to include cost of travel for sponsors/directors and an administrator.
2. Figures for calculations on the overnight application:
(Travel hours x driver rate + round trip mileage x vehicle rate)
- Driver= $17.67 per hour driving time or $150.00 per night if staying with team
- Bus= $1.87 per mile
- Van= $.94 per mile (Vans have 7 Rider Maximum)
- Attach a copy of driver's license for drivers of van.
- Parking and Tolls
- Registration Fee
- Meals= $10.00 per meal, Provided for state level competition only
- Lodging= Include tax for per room rate
- Substitute Pay= $150 day
3. Submit a Transportation request using the online google form (transportation).
Please note new transportation rules:
Hours of Driving: The Federal Motor Carrier Association recommends a 15 hour limit. Bus drivers may not drive after having been on duty for 15 hours, following 8 consecutive hours off duty. Off-duty time is not included in the 15-hour period.
Arrival Times & Departure Time: The exception is that our school buses will be back at our school by 11:00 pm.
In the event of an overnight trip, travel between 11:00 pm & 6:00 am is not allowed unless there is prior approval of the transportation director.
Lodging: For overnight trips the expectation is that there will be appropriate lodging for drivers and the driver is given a confirmation number.
4. Schedule a Trip Meeting with students and parents. Include the following topics in your meeting: student needs, behavior expectations, health information requirements (Required Forms below)
5. Medical Form Timeline: All forms are due 2 weeks before trip:
The sponsor will:
- Inform students of where to turn in forms: the nurses office if more than a 48 hour trip
- Provide the nurses at both campuses with a list of students asap a month prior would be best.
6. Collection of Medication if trip is longer than 48 hours: Inform Students that medication is to be turned into the nurses office at least two weeks in advance of departure for more than a 48 hour trip. If the parent/guardian is going on the trip, the parent/guardian will be expected to carry medication and does not need to turn in medication to the nurse.
For large groups of 40 or more a medication drop off time should be scheduled.
Contact the business office to assist with district and club cost items. Incorrect or incomplete information will delay the process.
Sponsors: Complete the Overnight Trip Request (This needs to be completed and turned in three weeks prior to a Board Meeting. Board meetings only happen once a month.)
1. Secure lodging, trip agenda and student list. If using a tour company, negotiate the trip to include cost of travel for sponsors/directors and an administrator.
2. Figures for calculations on the overnight application:
(Travel hours x driver rate + round trip mileage x vehicle rate)
- Driver= $17.67 per hour driving time or $150.00 per night if staying with team
- Bus= $1.87 per mile
- Van= $.94 per mile (Vans have 7 Rider Maximum)
- Attach a copy of driver's license for drivers of van.
- Parking and Tolls
- Registration Fee
- Meals= $10.00 per meal, Provided for state level competition only
- Lodging= Include tax for per room rate
- Substitute Pay= $150 day
3. Submit a Transportation request using the online google form (transportation).
Please note new transportation rules:
Hours of Driving: The Federal Motor Carrier Association recommends a 15 hour limit. Bus drivers may not drive after having been on duty for 15 hours, following 8 consecutive hours off duty. Off-duty time is not included in the 15-hour period.
Arrival Times & Departure Time: The exception is that our school buses will be back at our school by 11:00 pm.
In the event of an overnight trip, travel between 11:00 pm & 6:00 am is not allowed unless there is prior approval of the transportation director.
Lodging: For overnight trips the expectation is that there will be appropriate lodging for drivers and the driver is given a confirmation number.
4. Schedule a Trip Meeting with students and parents. Include the following topics in your meeting: student needs, behavior expectations, health information requirements (Required Forms below)
5. Medical Form Timeline: All forms are due 2 weeks before trip:
The sponsor will:
- Inform students of where to turn in forms: the nurses office if more than a 48 hour trip
- Provide the nurses at both campuses with a list of students asap a month prior would be best.
6. Collection of Medication if trip is longer than 48 hours: Inform Students that medication is to be turned into the nurses office at least two weeks in advance of departure for more than a 48 hour trip. If the parent/guardian is going on the trip, the parent/guardian will be expected to carry medication and does not need to turn in medication to the nurse.
For large groups of 40 or more a medication drop off time should be scheduled.
- Remind students to bring only the amount necessary for the number of days traveling. (No economy size bottles.)
- Over the counter and prescription medications should be turned in, labeled and in a zip lock bag.
- Health form procedures are in compliance with ISBE guidelines for distribution of medication during travel with students.
- Overnight Permission Form: Parent/Guardian Permission
- At no time can the sponsor purchase or distribute an OTC to a student without written parent consent.