WSD Trip Request and Scheduling

FIELD TRIP GUIDELINES, FORMS, AND RESOURCES

Field trips are an educationally sound and important component in the instructional and/or athletic programs of schools.

  • It is the trip leader's responsibility, as the field trip facilitator, to read the instructions and complete all the steps necessary for submitting a travel tracker request.
  • The procedures in the tabs below are broken into three types of trips.
    • Standard
    • Water Activity
    • Out of State/Overnight
  • The field trip procedures must be followed at all times when proposing, planning, leading, and completing a field trip that involves Wenatchee School District students, staff, and community members.
  • Each field trip must be well planned beforehand and thoroughly evaluated after completion. The trip leader in charge of the group is responsible for the activity just as if it were conducted at school. All students within the class or school group must be given the opportunity to participate in the school trip.
  • Timeline for Submission of Request: No later then fourteen (14) days in advance of the departure date. Don"t wait till the last minute!
  • Gather Needed Information for Request Submittal:
    • Date and Time of Departure and Return
    • Itinerary: Must have complete street address of destination(s)
    • Number of Students: Male/Female
    • Number of Adults: Male/Female
      • Adult must be District employees or Wenatchee Learns-cleared volunteers
      • Ratio must be no less then 1 adult for every 10 students
    • Student Roster of Participants: Must be attached to trip a minimum of 10 days prior to departure for medical clearance
  • Submit a Travel Tracker Request:
  • Visit the WSD Travel Tracker request page to submit your Trip Information/Request
  • District Permission Forms:
  • Timeline for Submission of Request: No later then fourteen (14) days in advance of the departure date. Don't wait till the last minute!
  • Before anything else: Contact  the District Risk Management office as soon as you think you may be participating in a water activity to ensure the specific activity is District-approved and authorized. Office Number: 663-1248
  • Gather and Coordinate Needed Information for Request Submittal:
    • Date and Time of Departure and Return
    • Itinerary: Must have complete street address of destination(s)
    • Name of Organization in charge of the water activity, point of contact and contact complete information
    • Safety Plan of the Organization in charge of the water activity: Describing safety for the planned activity(s)
    • Number of Students: Male/Female
    • Number of Adults: Male/Female
      • Adult must be District employees or Wenatchee Learns-cleared volunteers
      • Ratio must be no less then 1 adult for every 10 students
    • Student Roster of Participants: Must be attached to trip a minimum of 10 days prior to departure for medical clearance
  • Submit a Travel Tracker Request:
  • District Permission Forms:
  • Timeline for Submission of Request: No later then ninety (90) days in advance of the departure. Do not wait until the last minute!
    • School Board Approval is mandated.  You are required to present specific trip details to the Board.
    • The Office of Learning and Teaching will schedule your Board review.  Office: 664-3707
  • Gather needed Information for request submittal:
    • Date and Time of Departure and Return
    • Itinerary to and from: Must have complete street address of destination(s)
    • Daily Itinerary: Provide an activity/event itinerary to include location names, complete addresses, time schedules and contact details
    • Modes of Transportation: How will transportation be managed to/from destination(s) and airports as well as during the trip
    • Number of Students: Male/Female
    • Number of Adults: Male/Female
      • Adult must be District employees or Wenatchee Learns-cleared volunteers
      • Ratio must be no less then 1 adult for every 10 students
      • If both male and female students will be attending the trip, both male and female chaperones are required to attend (due to overnight status)
    • Student Roster of Participants: Must be attached to trip a minimum of 10 days prior to departure for medical clearance
    • Lodging: Must include full name, telephone number and complete street address of all types of loding
  • If trip includes water activities, complete all requirements on Water Activity Trips tab.
  • Submit a Travel Tracker Request:
  • District Permission Forms:

*** Please contact the Office of Risk Management immediately for OUT OF COUNTRY District-sponsored trips for detailed guidance pertaining to international travel requirements.​​​​​​***

Click on the bus below to request, edit or view your WSD trip informatiom.
Travel Tracker

OR
Cut and paste the following Wenatchee School District's unique Travel Tracker address into your web browser: http://appgarden7.app-garden.com/TravelTrackWA04246.nsf


NOTE: Each user must register by entering their school district Gmail address to gain access to the system.  When your registration is submitted, you will receive an email that contains a link you must click in order to activate your registration.  Your email address will be your login.

THE TRAVEL TRACKER PROGRAM: For assistance with login, password or accessing the program, please submit a Support Ticket through the Travel Tracker Help Desk at the Travel Tracker Support Portal (NOTE:  you do not need to be logged into Travel Tracker to use this helpdesk link)

STUDENTS WITH HEALTH CONCERNS/MEDICATION: For assistance with health concerns, please contact the nurse assigned to your building.

TRANSPORTATION: For assistance with yellow/charter buses, District-owned vehicles and other transportation requirements, please contact the Office of Transportation at (509) 662-6168 or triprequest@wenatcheeschools.org

RISK MANAGEMENT/SAFETY: For assistance with safety/risk requirements please contact the Office of Risk Management, Safety and Security at (509) 663-1248 or riskmanagement@wenatcheeschools.org

OVERNIGHT OR OUT-OF-STATE TRIPS REQUIREMENTS: For assistance with Overnight/Out-of-State trip requirements please contact the Assistant Superintendent of Learning and Teaching at: (509) 664-3707 or knudtson.a@wenatcheeschools.org