These guidelines apply to all  staff planning, requesting, or supervising field trips, extracurricular activities, and athletic travel. Compliance with these procedures is required to ensure student safety, efficient transportation operations, and adherence to the Board of Education requirements.

Trip Requests and Approvals

• Extracurricular or athletic trips must be requested through the Advanced Trips software program a minimum of 10 days prior to the departure date.

• Overnight, out-of-state, and International trips must receive Board approval before being scheduled. These trips must be submitted two months prior to the trip.

• Trips will not be scheduled until approved by the designated school administrator.

Scheduling Parameters

• Trip departure and return times must be planned around regular bus route schedules.

• Departure no earlier than 8:30 a.m. South Bryan/9:00 a.m. North Bryan

• Return to campus by 1:45 p.m. South Bryan/2:30 p.m. North Bryan

Trip Changes

• Once a trip is approved, any changes to the trip will require building administrator approval, followed by transportation department approval.

• Changes are not to be made directly with the bus driver. All adjustments must go through the Transportation Department.

Advanced Trips

• All trips (even charter and International) should be requested through our new trip software, Advanced Trips. For instructions on how to use the platform, please review: 

  Advanced Trips How-To Guide

•  Please make sure the following information is accurate:

  • Departure and return times

    • Return time refers to the time the bus arrives back on campus, not the departure time from the trip location.

  • Trip location, including City and State

  • Accurate passenger count

    • Total number of students and adults riding the bus.

  • Notes section: any special requests, such as:

    • Bus with underneath storage

    • Flat-nose bus

    • Students with wheelchairs, vests or harness (what color vest or harness)

Supervision & Rosters

• The trip sponsor/coach should have a complete roster of all students riding the bus, including contact information. Georgia State Patrol requires this information when an accident occurs.

• A school employee must ride on the bus with students.

  • The bus driver will not depart without a school staff member on board to supervise students. Adults are expected to supervise students and help the driver enforce the rule.

  • Bus drivers should not be counted as chaperones for trips.

Responsibilities of Trip Sponsors/Coaches

• The trip sponsor/coach is responsible for providing the driver’s meals while on the trip.

• The trip sponsor/coach should confirm bus parking directly with hotels or event venues.

  • Ensure drivers have access to restrooms and/or food.

• If the bus must be parked away from the hotel during an overnight trip, transportation (Uber/taxi) must be arranged for the driver to and from the hotel.

• A hotel room should be provided for drivers on overnight trips.

• Tickets to the event/game for the drivers is greatly appreciated.

• If the trip duration lasts longer than 16 hours, a hotel room MAY be required for the driver to clock out and get rest prior to the return trip home.

Fuel Guidelines – Long Distance Trips

• The Board of Education provides the initial tank of fuel.

• Any additional fuel purchases are the responsibility of the trip sponsor/school. Please discuss your school’s policy for reimbursement with your administrator prior to the trip.

Overnight and Out of State trips

• All trips that are overnight and/or out of state trips, including athletic events, require district and board approval and they must be submitted through Advanced Trips two months prior to the trip. Once a trip is approved by your principal, it is automatically routed to Dr. Mike Tinney and Allison Smith for district approval and will be forwarded for board approval. After board approval, schools will receive an email from Ashley Snider listing the approved trips.

• Overnight and out of state field trip requests are presented for approval at monthly board meetings. 

• Some athletic trips are a continuation of competition (see definition below) and in that case, they do not require board approval, but they still must be submitted through Advanced Trips. 

• Bus Drivers and School Resource Officers are paid their hourly rate for 16 hours of the day. They will not be paid for 8 hours of sleep time. 

“Continuation of Competition" applies to games where a team progresses to the next round after winning. For instance, if a basketball team wins the first playoff game on a Tuesday and then plays in the second round the following week, they do not need to request board approval again as this is considered a continuation of competition. Although this does not require a second board approval, the school must still enter the trip in Advanced Trips so the transportation department will know to provide buses and drivers.

International Field Trips and Charter Bus Trips

• If the school is taking a charter bus or airline please print the Charter Bus/Airline form, and have your principal sign it.  Submit this information as soon as you plan the trip using your tentative trip itinerary.  This must be submitted at least two months in advance.

• Once you have printed out and completed the  Charter Bus/Airline form enter a trip request in Advanced Trips, choose either charter bus or Airplane,  and attach the Charter Bus/Airline form using the Attachment tab in Advanced Trips.

• Once a trip is approved by your principal, it is automatically routed to Dr. Mike Tinney and Allison Smith for district approval and will be forwarded for board approval. After board approval, schools will receive an email from Ashley Snider listing the approved trips.

Additional Information

• All students who are participating in a field trip must submit a school permission form (sample form) to be kept at the school level.

• Instructions for entering a trip in Advanced Trips: How-To Guide