Chaperone Guidelines

Thank you for your interest in being a chaperone with the Barrow County School System. In order to help ensure that school-sponsored events result in a safe and rewarding experience for all participants, we have prepared these guidelines to provide information about volunteering as a field trip chaperone.

Please read the guidelines below carefully and then follow the steps located on the volunteer web page to complete your background check.

Guidelines for all Chaperones:

  1. All chaperones must be at least 21 years of age.
  2. The maximum ratio of students to chaperones is 10 elementary students to 1 chaperone and 20 secondary students to 1 chaperone. Per the school and/or teacher’s discretion, additional chaperones can be asked to supervise smaller groups of students.
  3. All school rules apply on school sponsored field trips/events. Chaperones are expected to comply with school policies, follow the directions given by the coordinating staff member, work cooperatively with other volunteers and school staff, and model appropriate behaviors for students. The chaperone will follow the trip plan developed by the teacher and/or coordinating staff member.
  4. In order to comply with school policy, before or during the field trip, chaperones:
    1. May not use, sell, provide, possess or be under the influence of drugs or alcohol. Drinking of alcoholic beverages by a chaperone at any time during a field trip is prohibited.
    2. May not smoke or use tobacco or controlled substances including electronic cigarettes, or look-a-likes in any form.
    3. May not possess articles that can be used as weapons
    4. May not administer medications to students.
  5. Students must be supervised at all times while at a school sponsored event. As a chaperone, you will supervise a small group of students, helping them learn and making sure they behave appropriately. Students must stay with you, their chaperone, at all times. Go over use of the buddy system with students under your care. Account for all participants regularly and before changing activities. Be sure you know when and where to meet the rest of your group at the end of the visit. Chaperones must be readily available, be mindful of safety concerns, and respond to student’s needs. It is highly recommended that chaperones do not use their cell phones for non-emergency or non-trip related purposes.
  6. Student behavior is your responsibility. School rules related to student behavior apply. As a chaperone, go over the rules and standards of behavior, safety rules, and any site specific rules with students. While you have the authority to enforce the rules and appropriate behavior, student discipline/consequences is the responsibility of the coordinating staff member/teacher.
  7. For the protection of both student and chaperone, chaperones should not place themselves in situations in which they are alone with a student.
  8. Siblings and family members may not participate in a school sponsored field trip/event unless prior written permission is granted by the coordinating school.
  9. Be sure you know what to do in an emergency (medical emergency, natural, lost child, serious breach of rule, etc.) know who is first aid trained, where the first aid kit is, have a communication method identified for the teacher or coordinating BCSS staff member.
  10. Sensitive information you may learn about a student’s abilities, relationships, or background must be kept confidential.
  11. Please be aware that some students have a photo restrictions; this means their parents have formally requested they not be photographed at school or school activities. If you take photos, verify that students you photographed do not have photo restrictions; coordinating staff/teacher will have this information. Do not post photos of students on your personal social media.

Additional Guidelines for overnight Chaperones:

  1. Overnight chaperones must assume a 24-hour day responsibility for students from the time they leave to the time of return.
  2. At hotels, chaperones are assigned a specific block of rooms and floor area to supervise. Gender of the group members shall be considered when assigning chaperones and floor assignments.
  3. Overnight chaperones may not retire until all students are in their rooms, all visiting between rooms has stopped and the chaperones are sure the students are secure.
  4. Students are not allowed to have visitors nor use room service. Students must remain in their assigned rooms from curfew until the published wake-up time.  

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