Page 120 - Operations & Procedures Manuals

Field Trip Roster
A Club member roster must be created for all field trips. This comprehensive
roster is to be distributed to the Club front desk to ensure accurate record of
each member on the trip and for parent/guardian inquires. Another copy of
the comprehensive roster must be given to the Field Trip Lead Supervisor to
serve as the onsite emergency lead. A copy of the group specific roster
must be given to each group leader to ensure they have an accurate roster
for the members under their direct supervision.
Participant Attendance Check
Using the field trip roster as a guide, a participant attendance check must
occur several times before, during, and after a field trip.
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Club Entry Check: If the branch is open, all youth must first check
into the Club prior to leaving the building for a field trip. An accurate
scan of all members in attendance at the Club is necessary.
Field Trip Participant Check (In Club): Prior for departing for a trip,
all participants must be checked-in on the Field Trip Roster. It is also
suggested to separate the participants into the groups prior to
leaving the building. A copy of the roster, noting attendance, should
be left at the front desk. Another copy remains with the Field Trip
Lead Supervisor and a group specific list stays with the Small Group
Leader.
Field Trip Name Check and Head Count Check (on
transportation): Prior to leaving the Club, attendance by name and
a head count check must be made and documented on the roster to
ensure a count of participants is made prior to leaving the Club.
Field Trip Check-In Attendance (at location): Depending on the
duration of the trip (4+ hours) a midpoint check-in may be necessary.
This is to ensure all groups are intact and no participants have left
the premises. This check can be done in small group and must be
completed by name and head count attendance. If a member is
missing, notify the Field Trip Lead Supervisor IMMEDIATELY. Do not
leave your group unattended to find missing participant(s). The group
must travel together or be placed in the charge of another supervisor
while the Small Group Leader searches for those missing.
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End of Trip Name Attendance and Head Count: Prior to
transportation leaving the trip location, a head count and name
attendance check must be made. This is to ensure all participants
are returning and to ensure participants have not switched buses
without the knowledge of the chaperones. It is recommended that
groups board in the same seats/busses as originally boarded when
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