Teacher Chaperone Guidelines & Expectations for Field Trips
Effective Date: 2/19/2025
Field trips are an essential extension of classroom learning, providing students with valuable real-world experiences. As a teacher chaperone, you play a vital role in ensuring that students remain safe, engaged, and accountable while representing Proviso Township High Schools District 209 in the community. The following guidelines outline your responsibilities and expectations while supervising a field trip.
A field trip is any student experience in which students are “off campus” or “internal”.
An internal field trip is when students are on campus before/after school or on the weekends.
A Jot Form is required for external field trips.
Pre-Trip Responsibilities
Preparation & Communication
Review the trip itinerary before departure.
Ensure an adult to student ratio of 1:10 is kept throughout the duration of the trip.
Any non-staff chaperone must visit the District website and apply as a volunteer (www.pths209.org > Employment Opportunities > Volunteer). Please also visit Student & Families > Volunteer Form for additional steps. The Office of Human Resources will notify the chaperone when they may begin to volunteer.
Communicate behavior expectations and guidelines to students before leaving the school.
Verify any medical needs with the school nurse.
Review accommodations, language needs, or behavioral plans for students in your assigned group and ensure they are met.
Ensure that all students have completed and submitted the necessary permission slips, medical forms, and emergency contact information.
Be aware of transportation logistics, including bus assignments and designated check-in points.
Have a process to make direct and immediate contact with your school administration and other chaperones.
Supervision Assignments
Ensure that all chaperones are assigned a specific group of up to 10 students to supervise throughout the trip.
Ensure you and all chaperones know the names, emergency contacts, and any medical/language accomodations of the students in your group.
Maintain accurate attendance records before departure, at each transition point, and before returning to school. If at any point you lose track of a student, immediately notify security of the trip venue and call your school principal.
Expectations During the Field Trip
Student Supervision & Safety
Always maintain direct supervision of your assigned students, ensuring they remain within designated areas.
Never leave students unsupervised. If an issue arises, notify the lead teacher or trip coordinator immediately. If a student is lost, contact the venue security and school principal immediately.
Reinforce appropriate behavior, dress code, and conduct in alignment with District 209 policies.
Ensure that students follow instructions and respect chaperones, staff, and venue personnel.
Be alert for signs of illness, injury, or distress and respond accordingly.
Emergency Procedures
Carry a list of emergency contacts, medical needs, and school administration numbers at all times.
In the event of a medical emergency, notify venue staff, the trip coordinator, and school administration immediately.
If a student is missing or separated from the group, remain calm, alert the notify venue security staff, the trip coordinator, and school administration immediately.
Follow all District 209 safety and crisis procedures in the event of an emergency.
Professional Conduct
Model appropriate behavior, respect, and enthusiasm for students.
Maintain a professional and responsible demeanor at all times.
Do not use cell phones for non-emergency purposes while supervising students.
Refrain from purchasing food, drinks, or souvenirs for students unless pre-approved by district policy.
Chaperones must not engage in activities that distract from their supervisory duties.
Chaperones may not smoke, drink, or engage in any illegal activities while serving as a chaperone.
Return to School Responsibilities
Take attendance before leaving the venue and before, while and after the field trip. Ensure students board the correct bus and remain seated throughout the return trip. Take attendance before and on the bus.
Remind students of any post-trip assignments or reflections required.
Take final attendance when the last student boards the bus.
Report any injuries, behavioral incidents, or concerns to the lead teacher or school administration upon return.
Additional Guidelines & Important Notes
Chaperones must remain with students for the entire duration of the trip—no exceptions.
Alcohol, smoking, vaping, inappropriate language, use or marijuana, and any illegal activities are strictly prohibited.
If disciplinary action is needed, notify the lead chaperone or administrator—do not handle it alone.
Any personal expenses (e.g., meals, souvenirs) are the responsibility of the chaperone unless otherwise noted.
In case of inclement weather or unexpected schedule changes, follow the instructions provided by the lead teacher or administrator.
Further Expectations for All Chaperones on Trips
As a chaperone for a Proviso Township High School District field trip, you are expected to model and enforce positive behavior expectations to ensure a safe, respectful, and productive field trip experience. The following expectations should be upheld throughout the trip:
Professionalism & Leadership
Maintain a professional demeanor at all times, as you are representing District 209.
Set a positive example through respectful communication, engagement, and enthusiasm.
Support and reinforce student behavior expectations consistently throughout the trip.
Ensure that all students understand and comply with school and district policies during the trip.
Student Supervision & Accountability
Supervise students at all times—students should never be left unsupervised.
Conduct regular headcounts and attendance checks, especially during transitions and on the bus upon leaving the venue.
Keep students within designated areas and ensure they do not wander from the group.
Ensure students follow all venue rules and expectations (museums, theaters, businesses, etc.).
Do not allow students to separate from the group without explicit permission from the lead chaperone.
Do not engage in extended personal conversations or distractions that take away from your supervision role.
Communication & Respect
Speak to students with respect and patience at all times.
Reinforce polite and respectful interactions with venue staff and the public.
Use clear, firm, and positive communication when redirecting student behavior.
Maintain open communication with the trip leader, administration, and other chaperones.
Do not use sarcasm, ridicule, or negative remarks when redirecting or addressing student behavior.
Cell Phone & Personal Conduct
Any communication to students should be done with Microsoft Teams or through Ring Central.
Use your cell phone only for emergencies or communication related to the field trip.
Be present and engaged in monitoring students rather than being distracted by personal activities.
Adhere to all school policies regarding professionalism and appropriate conduct.
Do not engage in personal phone/video calls, texting, or social media use during the trip.
Do not take photos of students without parental consent and school approval.
Student Behavior & Discipline
Ensure that students:
Follow all school and district policies while on the trip.
Remain respectful, cooperative, and engaged throughout the experience.
Refrain from disruptive, inappropriate, or dangerous behavior.
Follow all safety instructions given by chaperones and venue staff.
If a behavior issue arises:
Address it calmly and professionally.
If needed, bring concerns to the lead chaperone or administrator.
Report serious behavior violations in writing (e.g., disrespect, defiance, safety concerns) immediately to the lead chaperone and/or administrator.
Do not discipline students in a manner that violates school policy.
Do not remove a student from the group alone—always involve another chaperone or administrator if intervention is required.
Safety & Emergency Protocols
Be aware of emergency procedures and have access to emergency contacts.
Carry a list of student medical needs and emergency contacts at all times.
Follow all transportation and departure protocols for buses and venue check-ins.
Know the location of first aid stations and emergency exits at the venue.
Do not allow students to engage in unsafe activities (horseplay, wandering off, climbing structures, etc.).
Do not leave your assigned students unsupervised for any reason.
By agreeing to chaperone, you acknowledge and accept the responsibility of ensuring student safety, supervision, and a positive learning experience. Thank you for your dedication and support in making our field trips safe, productive, and enjoyable for all students.
Acknowledgment of Guidelines
I have read and understand the Proviso Township High Schools District 209 field trip chaperone guidelines. I agree to uphold these expectations to ensure a safe and successful trip (sign below).