School Personnel Roles and Responsibilities

School Administrators

1. Ensure adherence to districtwide policy for school-sponsored trips. 
2. Communicate policy to all parties involved including staff, parents and students. 
3. Encourage and support team planning for successful trips. 
4. Encourage parents meeting to discuss details and requirements of the trip. 
5. Support school nurse notification (at least four weeks prior to trip) and approval of all trips to identify and meet the health needs of students prior to your approval. 
6. Serve as the key contact for emergencies during trips and involve the school nurse and school medical advisor as needed. 
7. Determine alternative options or cancellation of trip if all students cannot attend the field trip due to the inability of the school district to accommodate the health or other special needs of students.

School Nurses

1. Adhere to district policy for field trips. 
2. Obtain health information on all students participating from their health records and parental information. 
3. Conduct a health and safety assessment of student needs based on a multitude of factors including severity of needs, location of trip, staff attending the trip, etc. 
4. Contact visiting state board of nurses for permission to practice in that state if attending the trip and the state does not offer visiting status. 
5. Contact visiting state board of nurses for information on nurse practice act, delegation and administration of medications laws and rulings if any care will be delegated to unlicensed personnel, such as the teacher or other school staff. 
6. Develop nursing and emergency care plans for all students that will require medication, treatments or monitoring on the trip. 
7. Obtain necessary medication and equipment for trip from parent at least three school days prior to departure. NOTE: School nurses may provide the staff with only one dose of medication from their school supply for a day field trip. Providing more than one dose of a medication is considered dispensing and is not in the scope of practice for any nurse. For multiple doses, parents must request the appropriate supply (i.e., three-day supply for three-day overnight field trip) from their pharmacy and ensure it is stored in an appropriately labeled pharmaceutical container. 
8. Prepare all necessary medication, equipment and an emergency bag for the school staff. 
9. Provide training to school staff regarding medication administration according to the Regulations and physician orders. 
10. Provide training to school staff regarding any health care procedures to be performed and review emergency responses. 
11. Determine competence of unlicensed school personnel to carry out medication administration and health care procedures. 
12. Provide supervision to staff during the trip.

Important Note: School nurses may not provide the staff with more than one dose of medication from their school supply as this is considered dispensing and is not in the scope of practice for any nurse. For multiple doses, parents must provide the appropriate supply (i.e., three-day supply for three-day overnight field trip) from their pharmacy and ensure it is stored in an appropriately labeled pharmaceutical container.

School Personnel (teachers and other staff)

1. Adhere to districtwide policy regarding all aspects of field trips. 
2. Include the school nurse in planning field trips to avoid any potential cancellations or situations of concern. 
3. Notify the school nurse and obtain school nurse approval prior to principal approval and authorization of trip. 
4. Communicate to parents the need for updated health and emergency information. 
5. Participate in all trainings regarding health and safety of students prior to departure. 
6. Be prepared to address emergency situations. 
7. Contact the principal and school nurse as needed for health questions or emergencies while on the field trip. 
8. Meet with the school nurse upon return to review documentation and performance of procedures and to debrief about the overall experience of the trip in meeting the students’ health needs.

Parents/Students

1. Adhere to districtwide policy regarding all aspects of field trips. 
2. Provide the school with updated health (including medication administration orders when necessary) and emergency information as required. 
3. Adhere to districtwide policies regarding medication administration and self-administration of medications by students while on field trips. 
4. Request from local pharmacy and provide school with an appropriately labeled medication container with only the amount of medication needed on the field trip. 
5. For parents of students with special health care needs, consider attending if appropriate and requested by school personnel with the clear understanding that a school district cannot mandate or require parents to attend field trips as a means of accommodating a child with special health care needs.