Enrichment · Passion Projects

One trip, one slip,
every student accounted for.

Enter the trip once: where, when, how you are getting there, the cost and what to bring. Print a permission slip for families with those details filled in, then track the roster by student code as slips and payments come back. The builder flags missing slips as the due date nears, payments owed and too few adults for your school’s ratio.

Set up a tripWhat you get
$12one-time · every device you sign in on
Buy · $12

Included with Caveat Classroom and Whole-school licenses. Or get it in the Passion projects kit, $39 for 34 items.

Trips

The worked example is made up: a seventh-grade science center trip with 18 of 24 slips back nine days before the due date, one payment owed and two adults for 24 students against a rule of 10, and a finished park cleanup. Records save on this device only and use student codes.

Loading the trip form. If nothing appears, turn on JavaScript.

What you get

Enrichment · Passion ProjectsAlso for Advancement · School Operations$12 · included with Classroom and Whole-school licenses

What you finish with
A record per trip with destination, purpose, date, times, transport, cost, slip due date, teacher contact, adults going and the school’s ratio; what the slip asks families for and what to bring; a roster by student code with slip, payment and health-note status; seven checks before the trip; a printable permission slip filled with the trip’s details; counts of slips back and students per adult; flags for missing slips, payments owed and a ratio over the rule.
Who it is for
Teachers, club advisers, coaches and school office staff organizing field trips and outings.
Format
Browser form builder and roster with a saved record per trip. Prints the family permission slip, the trip record with its roster, every trip as a table or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Passion projects kit ($39) and the Enrichment Suite pass ($119), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Passion Projects space in Caveat Enrichment; also listed in the School Operations space (merged with the Field Trip Permission Form Generator).
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Enter the trip details and your school’s students-per-adult rule.
  2. Choose what the slip asks families for, and print it.
  3. Add the roster by student code.
  4. Mark slips, payments and health notes as they come back.
  5. Clear every flag and tick the checks the week before.

Set up a trip

Timeline

Working back from the trip4 to 6 weeksApproval, venue and transport booked3 weeksSlips go home, with the cost and help available2 weeksSlips due; follow up the missing ones1 weekNurse has health notes; groups and adults setTrip dayHeadcounts on and off the bus, at every stopWorking back from the trip4 to 6 weeksApproval, venue and transportbooked3 weeksSlips go home, with the cost andhelp available2 weeksSlips due; follow up the missingones1 weekNurse has health notes; groupsand adults setTrip dayHeadcounts on and off the bus,at every stop
A common sequence; your school or district sets its own approval lead times and forms.

Student information

The roster uses codes so this file can travel. Signed slips, phone numbers and health information belong in the school’s trip folder and with the nurse, and should go on the trip with the adults who need them. Under FERPA, student records stay with the school and are shared only with staff who have a legitimate need.

Your school’s forms first

Many districts have a required permission form, a medical form or an approval process for trips. Use this builder alongside them: print its slip where your school has none, and use the roster and flags either way.

Sources

  1. Family Educational Rights and Privacy Act, 20 U.S.C. 1232g and 34 CFR Part 99: protecting student education records (studentprivacy.ed.gov).
  2. National Association of School Nurses. Guidance on school-sponsored trips and medication (nasn.org).
  3. American Academy of Pediatrics, Council on School Health. Guidance on school field trips and health needs (aap.org).
  4. U.S. Department of Education. Guidance on accessible school activities for students with disabilities under Section 504 (ed.gov/ocr).

The worked example is made up. Follow your school’s trip, medication and approval policies. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.