2024-2025 FIELD TRIP ONLINE REGISTRATION FORM

ALL OCPS field trip events MUST be registered through the online registration process. Please fully complete the online form.

• If updates or changes are needed and your request still shows pending, do not resubmit the same field trip request as this will cause a duplicate entry. 
• Please note that all Principal Leaders require all field trip documents be uploaded with each field trip entry. If your field trip form(s) were not submitted within the initial field trip registration they can still be uploaded after the submission. 

With the new registration process, the Principal Leaders office will have access to review all field trip requests for each of their assigned schools. This new process helps streamline the field trip process for everyone involved.

Permission from the school Principal/Designee to conduct a field trip is required before initiating the planning stages. 

Once permission is given to conduct a field trip, the Field Trip Organizer can move forward with all procedures and obtain all supporting documents before the Field Trip Coordinator submits the field trip online.

For more information on the field trip process, review the following PowerPoint presentation: Online Field Trip Registration Process

Click here ​​​​​​​to view your field trip submissions.

If it prompts you to log in, you will log in using the email section however the email you enter must be the same email address used when submitting the form. From here, you should be able see the status of each trip and can upload your forms within the your initial entry

(Please note: only the Field Trip Coordinator/Submitter and the School Principal will have access to view these. The School Principal will need to log in using their employee id @ocps.net; example: 1234@ocps.net)

Should you have any questions or need assistance regarding the field trip process, please contact Dina Barkley at 200-3296 or email Dina.Barkley@ocps.net.

These are considered special events as students will not be leaving campus. Please complete the Special Event online registration for in-house field trips. During this registration process, there is a selection for "In-House Field Trip". A copy of the vendor's Certificate of Insurance (COI) may be required if one is not already on file with Risk Management.

Field Trip Organizer: The OCPS employee designated or approved by school administration who may be the grade level teacher or club/class lead planning the location of the field trip.

Once permission is given to conduct a field trip, the Field Trip Organizer is responsible for completing all field trip documentation prior to sending to the Field Trip Coordinator for review. The following documents must be completed before sending to the Field Trip Coordinator as these are required during the registration process:

• Draft itinerary
• Parent letter
• Student roster
• Chaperone roster
• Proper transportation information (If not a walking field trip)
• Copies of itineraries for lodging accommodations (When applicable)
• Copies of flight information (When applicable)
• Overnight Chaperone Rotation Schedule (When applicable)
• Overnight Room Assignment Form (When applicable)
• Tour company information and/or itinerary (When applicable)
• Any/All other supporting documentation

ADDitions Coordinator: The OCPS employee approved by school administration responsible for reviewing all ADDitions documentation and verifying all chaperones have gone through the proper procedures to become ADDitions approved.

Field Trip Coordinator:The OCPS employee designated by the school administration who is responsible for registering all field trip through the online registration portal. The field trip coordinator is the main point of contact for all field trip related items and correspondence between the Risk Management Department and Principal Leader's office.

Before departure, be sure the school has a copy of the trip itinerary with all contact information for all that applies: OCPS staff, chaperones, parents, tour agency, bus carrier, lodging location, etc.

If all forms are included within the submitted registration entry, the automatically generated field trip form will then be individually emailed to all parties, in the order indicated on the form, for e-signatures via DocuSign. Once all parties have added their final approval e-signature, each party will receive a copy of the field trip form via email. All parties MUST e-sign the field trip form in order for final approval to be given. 

The complete field trip packet for each individual field trip must be kept on file at the school for at least 3 years. (Whether hard copy or digital copy)