Field Trip Activities

Purpose

To ensure the safety of children and compliance with childcare regulations during all field trip activities, including walking field trips.

Scope

This SOP applies to all childcare personnel, children, and parents/guardians involved in any field trip activity sponsored by the childcare program.

Responsibility

• The Director or Designee is responsible for approving field trips and ensuring compliance.

• Childcare Personnel are responsible for supervision, communication, and documentation during field trips.

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Procedure

Step 1: Advance Parent/Guardian Notification

1. Parents or legal guardians must be advised in advance of each field trip activity.

2. Notification must include:

   • Date of the field trip

   • Time of departure and return

   • Location and destination

   • Method of transportation (if applicable)

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Step 2: Posting Field Trip Information

1. Field trip details must be posted in an easily visible location within the facility.

2. The posting must occur at least two (2) working days prior to the scheduled field trip.

3. Posted information must include:

   • Date

   • Time

   • Location/destination

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Step 3: Obtaining Written Parental Permission

1. Written parental permission must be obtained for each child participating.

2. Permission may be:

   • A general field trip permission form, or

   • An event-specific permission slip.

3. A child may not participate in a field trip without written authorization.

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Step 4: Special Circumstances (Short-Notice Field Trips)

1. If special circumstances prevent posting notice two working days in advance:

   • Individual, event-specific permission slips must be obtained.

2. Permission must be secured from the custodial parent or legal guardian for each participating child prior to departure.

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Step 5: Emergency Contact Information

1. Emergency contact information for each participating child must be taken on the field trip.

2. This includes:

   • Parent/guardian names

   • Emergency phone numbers

   • Alternate contacts

3. Emergency information must be in the physical or digital possession of childcare personnel at all times, including walking field trips.

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Step 6: Communication Requirements

1. Childcare personnel supervising the field trip must have access to instant communication at all times.

2. Acceptable communication devices include:

   • Cellular phones

   • Two-way radios

   • Citizen band (CB) radios

   • Other instant communication devices

3. Devices must be fully charged and functional before departure.

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Step 7: Documentation and Record Retention

1. Documentation of parental permission for each field trip must be maintained on file.

2. Records must be retained for a minimum of 12 months from the date of the field trip.

3. Documentation must be available for review upon request by licensing or regulatory authorities.

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Compliance

Failure to follow this SOP may result in disciplinary action and/or regulatory non-compliance.