FIELD TRIPS, EXCURSIONS, AND ACTIVITIES
Policies Applicable to All Field Trips, Excursions, and Activities
The policies listed below apply to all excursions, including but not limited to trips for parish religious education, youth ministry and youth groups, traditional class field trips, travel for specific group events (e.g., choir, adult retreats and outings, science fairs, and academic decathlon), graduation and other celebratory trips, athletic games and practices, and certain ministerial and extracurricular activities held at locations. Contracts for field trips, excursions, and activities must follow the rules on signing authority.
Locations may, at their option, plan trips and activities for one or more days, including overnight field trips, retreats, and other excursions. All excursions, whether day or overnight, must comply with the following requirements:
The excursion must be approved in advance by the person in charge or, if the excursion is cosponsored or sponsored by an outside entity, the regional bishop's office or the Department of Catholic Schools may be consulted, as applicable.
Traditional field trips for elementary school and high school classes must have specific educational goals for students.
For excursions outside a 100-mile radius of the location, in which the participants are students or youth, the person in charge should consider the budgetary constraints of parents/guardians, the excursion's financial impact on other fund-raising activities, and class work that students will miss.
The person in charge should have a detailed itinerary of any field trip or excursion that involves travel and hotel accommodations, including contact information for all transportation and lodging vendors, coordinators, and sponsors. Businesses selling travel in California have to register with the California Attorney General's office. Verify the licensing and Better Business Bureau ratings of travel agencies, especially those that operate only online.
On field trips, excursions, or activities with participants who are minors, the supervising adult must have in his or her possession a signed and dated Student and Youth Activity Permission Form (English version and Spanish version) for each minor.
On field trips, excursions, or activities with participants who are minors who take medication, the supervising adult must have in his or her possession a signed and dated Medication Authorization and Permission Form for each minor who takes medication. During the excursion, the supervising adult also must have any necessary medications in his or her possession.
All participants—adults and minors—must have appropriate identification and, as necessary, travel documents.
All chaperones and any vendors who both provide the trip and have contact with minors must follow archdiocesan safe environment policies, including fingerprinting requirements and background checks. No chaperone should ever be alone with a minor who is not his or her own child.
The supervising adult or adult group leader must have immediate access to a first aid kit. First aid kits must be in all vehicles that transport participants to and from activities.
In any area where there may be poisonous snakes, the group must have a snake bite kit.
Vehicles used to transport participants must adhere to the rules on transportation for parishes and schools set forth in Transportation for Parishes and Schools.
The supervising adult on field trips, excursions, or activities involving minors must have immediate access to student emergency information.
At least one adult chaperone for field trips, excursions, or activities involving minors shall be in possession of a cell phone.
Chaperones driving minors should be at least 25 years old. Non-driving chaperones should be at least 21 years old.
Both male and female chaperones must supervise overnight coed events.
No chaperone should be alone with a minor who is not his or her own child; therefore, at least two chaperones should be present on every day trip. At least one chaperone of the sex of the participants should be present. The number of chaperones who must be present to supervise minors should be decided on a case-by-case basis, giving consideration to the age of the participants and the nature of the activity. Locations with any questions should contact the Department of Catholic Schools or the Office of Religious Education.
Clergy/staff members/faculty/chaperones/volunteers while supervising minors or young adults, or who are group leaders of parish- or school-sponsored activities, may not be under the influence of alcohol or any substance that can cause impairment and may not offer alcohol or any controlled substance (except medication that is prescribed for a minor or young adult) to anyone under age 21.
Adult participants should fill out and sign the Adult Consent and Release Form.
Obtain Informed Consent and Follow Safe Environment Programs
Irrespective of the degree of risk presented by an activity, the location needs to make sure that all program participants and parents/guardians of all participants under the age of 18 are fully aware of the nature of the proposed activity, including the mode of transportation, if any. Parents/guardians must sign standard permission slips and medical releases for all school students regardless of age and all participants under the age of 18; see the Student and Youth Activity Permission Form (English version and Spanish version) and the Medication Authorization and Permission Form. No exceptions are allowed.
Locations must adhere to archdiocesan safe environment programs and, during overnight trips, ensure proper adult oversight when participants are scheduled to be asleep.
Always Use Qualified, Insured Contractors and Vendors
The use of experienced outside entities and vendors to provide services or sponsor activities can reduce the risk of an activity to the location by transferring some of the liability and insurance responsibility to the contractor. Contractors should not be used, however, as a justification to engage in activities with a greater-than-normal degree of risk. See also Volunteers and Volunteer Construction Work.
Be Flexible
Most activities that locations engage in do not exceed a normal degree of risk. Advance planning (especially for youth activities) and flexibility when selecting prospective activities can reduce frustration and allow the location to meet its objectives while insulating it from an unacceptable level of risk.
Have an Emergency Plan
All field trips, excursions, and activities require an emergency plan. These plans need to be responsive to reasonably foreseeable emergencies.
Be Aware of Insurance Coverage
Archdiocesan liability insurance generally covers all locations, employees, and volunteers in the event of a loss, an injury, or a claim by a participant that is caused by the alleged negligence of the location, employee, or volunteer.
All Catholic school students and registered participants in religious education, confirmation, and youth ministry programs are covered under basic and overlying catastrophic blanket accident medical expense insurance policies issued to the archdiocese by Ace American Insurance Company and administered by Myers-Stevens & Toohey Co., Inc. The program is meant to help families with eligible medical expenses resulting from school/parish related injuries that are not covered by other insurance (e.g., deductibles, co-pays, coinsurance obligations and out-of-network services). If no other insurance applies, the program pays on a primary basis. Coverage is provided without regard to any allegations of liability or negligence. See Student Accident Insurance.
Employees who are injured in the course and scope of employment may make a claim for workers' compensation benefits.
Adult participants and volunteers who are injured are not covered by any archdiocesan medical insurance programs. They must look to their own insurance policies to cover medical expenses for their own injuries, and/or they can file a claim against the location in the event that the location is at fault for the injury.
If you have questions, please contact the Archdiocese of Los Angeles Risk Management Hotline at 1-800-877-9300, extension 8610.
Requirements for Adults Traveling in a Group With Minors
Any group traveling with minors must ensure all adults in the group, including other participants, clergy, parish or school staff, volunteers, chaperones and parents:
Are fingerprinted by the Archdiocese of Los Angeles and verification of compliance is confirmed on VPIN (Volunteer and Personal Information Network). Fingerprinting Office phone: (213) 637-7411.
Comply with the VIRTUS® Safe Environment Training by:
attending a VIRTUS® "Protecting God's Children" Adult Awareness session, or
having a valid VIRTUS® Certificate dated within the past four years of their last session. Office of Safeguard the Children phone: (213) 637-7227.
reviewing and signing the Guidelines for Adults Interacting with Minors at Parish or Parish or Parish School Activities or Events. Handbook section 13.5.4.
Copies of proof of Fingerprinting, current VIRTUS® Certificate, Guidelines for Adults, and Release of Liability must be on file with the sponsoring parish or school.
8-10-21
