Field Trips (EOTC)

Teachers should use the online EOTC Form to request permission to embark on a field trip.  Link to EOTC Form.

Field trips or “Education Outside the Classroom” (EOTC) is a valuable part of a student’s educational experience as they connect in-class learning with the outside world.  Teachers should plan to organize at least one trip per semester in addition to the longer community service trips schedule for Grades 4 to 12.  The cost of EOTC trips is included in the tuition for students.  The EOTC coordinator will develop a budget plan each year and notify teachers approximately how much can be spent on trips.  The cost for transportation and participation for teacher chaperones will be covered by the school and included in the cost of the event or activity.

All field trips should be listed on the K-12 Field Trip master planning document in order to ensure trip information is retained and communicated from year to year and that redundancy is avoided so that students do not visit the same trip locations year after year.

Link to Extra-Curricular Emergency Action Plan

Teachers are required to follow the correct procedure when organizing EOTC trips to ensure that the time out of class is safe and efficient as well as educational. Please follow these steps:

Step #1 – Pre-approval:

Any field trips must be scheduled with as much advance notice as possible by filling in the EOTC Request Form using the Mach Forms platform. Trips to any site off the school campus require the advance approval of the appropriate ISNS staff. EOTC trips using transportation must be scheduled at least 2 weeks (10 school days) in advance and 4 weeks (20 school days) for trips outside the city.

Field trips should relate to the unit of inquiry. The overall objectives of the trip and specific objectives for students should be discussed with the students. A good question to ask while preparing is, “What will the students gain from this experience?”

Step #2 – Organize Approved Trip:

After the EOTC Form is approved, you can begin contact the appropriate individuals and making the appropriate request. Payment and reimbursement is arranged by the Academic Office, and transportation is arranged by the School Affairs office.  Please note that the Transportation Request Form must be filled out using the Mach Forms platform.

It is the responsibility of the teacher organizing the trip to obtain all relevant documents after approval, including emergency contacts and student health information to take on the trip.  Please note that students must have filled out a permission form in order to participate in field trips.  ISNS utilizes a year-long permission form that will cover all trips throughout the academic year, so permission forms specific to the EOTC trip are not needed.  Teachers should be sure all of their students have completed the annual permission form when they enrolled or enrolled at the start of each academic year.  However, it is the responsibility of the teacher to communicate with parents via ManageBac/SeeSaw with appropriate information regarding the trip at least 7-10 days before the trip.  The Academic Office or appropriate ISNS staff member will communicate with the teacher directly to clarify transportation, reimbursements, etc.

It is the responsibility of the teacher organizing the field trip to collect all relevant fees after the principal has given approval. The teacher should make every effort to be organized before the actual trip in order to be adequately prepared including informing Sodexo if the students will be missing lunch.  In terms of chaperones, teachers could arrange for parent volunteers to help, but ultimately must ensure safety on trips by adhering to the following:

  • The adult-to-student ratios (1 adult for every 10 students)
  • Ensuring at least 2 adults are present on every trip
  • Trips involving male and female students must have a minimum of one male and onefemale adult chaperone
  • A parent/guardian of each student attending the trip must have signed and submittedthe (1) annual permission form and (2) emergency medical authorization form
  • The ISNS staff member leading the trip must take with them a printed document containing the following information: (Generated via SchoolsBuddy)
    • Student full name
    • Student age
    • Any allergies/medical information
    • Two emergency contact phone numbers

A student must be in full uniform for field trips or they may not attend. Exceptions to full class uniforms may be requested to the coordinator and documented in ‘Additional Information’. Staff should also wear appropriate professional attire or ISNS staff shirt, as appropriate. (Denims and tennis runners are not acceptable unless the activity requires it). Professional image reflects our school to the entire community.

Step #3 – Risk Assessment:

Risk assessment is the process where you: identify hazards, analyze or evaluate the risk associated with that hazard, and determine appropriate ways to eliminate or control the hazard. In practical terms, a risk assessment is a thorough look at your trip to identify those things, situations, processes, etc. that may cause harm, particularly to the students. After identification is made, you evaluate how likely and severe the risk is, and then decide what measures should be in place to effectively prevent or control the harm from happening.

The aim of the risk assessment process is to remove a hazard or reduce the level of its risk by adding precautions or control measures, as necessary. By doing so, you have created a safer and healthier school trip.

For all trips outside of Shenzhen, the school will provide additional insurance coverage for all students.

Step #4 – Reflection after EOTC:

Upon returning, the teacher (PYP Grade Level Leads can consolidate teacher feedback) must reflect on the field trip in the light of its objectives as well as logistics. Teachers/Grade Level leads must click this link to fill out the EOTC Teacher Reflection Form.  An e-mail should be sent to the appropriate division coordinator and EOTC coordinator upon completion.


How do I book a bus? Use Transportation Request Form on the Mach Forms platform.

How does payment usually work? If you pay for tickets, make sure you get a fapiao and fill in the Petty Cash Form. Please provide a printed copy of the itinerary or pamphlet from location of the field trip to the Office when submitting the receipts in order to be reimbursed. If money is needed in advance of the EOTC trip, please make sure you contact Jessie Zhang.

Who is keeping track of the money? Kathryn Crossman (MYP/DP) and Brenda Williams (PYP)  (with the help of Jessie Zhang) will work together to track all EOTC experiences at ISNS. If the fees for the trip are to be divided between two grades, please provide which percent of the fees go to which grade. [Ex: EOTC Gr. 9 (60%) & EOTC Gr. 10 (40%)]

Do I need a permission form? All off campus events have been covered under the 2019-2020 academic year permission form. However, teachers must communicate with parents within 7-10 days announcing the EOTC trip.   

Will someone cover my class? Yes, however teachers are responsible for finding their own coverage.