General Field Trip Procedures

TOPP KIDS FIELD TRIP POLICY & PROCEDURE

PURPOSE

To ensure all TOPP KIDS field trips are safe, well-organized, and enjoyable by clearly defining preparation, supervision, and communication responsibilities for all staff and volunteers.

ROLES & RESPONSIBILITIES

Program Coordinator (Shift Lead)

• Trip Viability & Oversight
  • Assess if the field trip is still viable 24 hours before departure (considering weather, safety, and other factors).
  • Make the final decision to cancel if required no later than 4 hours before departure time, informing all staff and families promptly.
  • Confirm trip details (location, schedule, transportation, costs, emergency meeting points).
  • Ensure all required forms, attendance sheets, medical info, and contact lists are complete.
  • Assign groups and leaders, ensuring minimum two adults per group (in line with licensing minimum staffing standards).
  • Prepare and distribute Group Emergency Backpacks with:
    • Emergency binder & attendance
    • First aid kit & PPE
    • Emergency medications
    • Sunscreen/bug spray
    • Group phone (fully charged)
    • Spending money bag (if applicable)
  • Post the filed Trip Supervision plan on the front door.
  • Complete final room sweep before departure.
• Communication & Safety
  • Announce trip start (“HEY TOPP KIDS!”) and review bus rules, field trip rules, and safety reminders.
    o Count children and complete roll calls:
    • Before leaving the program
    • Before boarding bus (both directions)
    • At each major transition on trip
• Use walkie talkies/phones to check in with all groups every 30 minutes and during
  all transitions.
• Maintain no group of their own to monitor safety and assist as needed.

ROOM LEAD

• Child Preparation
  • Ensure all children:
    • Are signed in for the trip.
    • Wear TOPP KIDS T-shirt if summer camp (optional during school year). Loaner shirts recorded if used.
    • Have sunscreen and bug spray applied.
    • Have required items (hat, lunch/snacks, water bottle, walking shoes,
      weather-appropriate clothing/swim gear).
  • Summer Camps Only – update Group Posters with group lists before departure.
  • Organize children and Active Play Coordinators into pre-assigned groups under Group Posters.
  • Highlight attendance sheets as children arrive and/or group list.
  • Collect and label spending money in individual bags, then group bags (if applicable – Max $20/Child from Home).
  • Take a photo of each group before leaving on the trip.
• Supervision
  • Assist in organizing children into groups with their group leaders and partners.
  • Support group leaders with Active & Effective Supervision and transition management.

ACTIVE PLAY COORDINATORS (APCS)

• Group Leadership & Supervision
  • Lead an assigned group of children alongside at least one other adult, keeping in line with licensing minimum staffing standards.
  • Ensure children are with their partners and seated at tables with their group before departure.
  • Perform frequent head counts (minimum every 15 minutes and at all transitions).
  • Engage in activities with the group, ensuring safety, inclusion, and active participation using Active & Effective Supervision.
  • Follow the Rule of 3 for all bathroom visits during trips.
  • Inform Program Coordinator of all location changes and updated counts.

VOLUNTEERS

• Support Role
  • Assigned to assist a specific group leader (never solely responsible for a group).
  • Help manage behavior, transitions, and safety checks.
  • Support children during activities and meals.
  • May assist with head counts under direct staff supervision.
  • If applicable, volunteers may manage a small set of spending money with staff oversight.

FIELD TRIP PROCESS

Before Departure

1. One Hour Before Bus Arrival
   o Clean up program areas.
   o Children pick a partner and join their group at a table with their group leader.
   o Program Coordinator reviews trip details & rules.
   o Groups confirmed; leaders given lists, backpacks, walkies, and emergency binders.
   o Bathroom break, backpack checks, and application of sunscreen/bug spray.
   o Group photos taken and texted to the designated trip phone.
2. Boarding the Bus
   o Groups line up with partners.
   o Final roll call by Program Coordinator.
   o Leaders board after children, counting as they enter.

During the Trip

• Maintain active supervision at all times.
• Perform frequent counts (minimum every 15 minutes and at transitions).
• Keep groups together; inform Program Coordinator of all location changes.
• Follow the Rule of 3 for all bathroom visits.
• Program Coordinator circulates between groups to support and monitor safety.
  

Caveat: If groups are distanced from each other or not in the same space, the number of groups is limited to the number of available Emergency Backpacks.

Return Process

1. Meeting Point
   o Program Coordinator calls all groups to the designated meeting spot.
   o Walk to bus together; final roll call before boarding.
2. Back at Program
   o Return medications to med box, phones to chargers, and spending money/change to parents.
   o Debrief with staff on trip successes and challenges.