CHAPERONES GUIDELINES - OVERNIGHT TRIPS 2025-26

CHAPERONES GUIDELINES 2025-2026

Thank you for your support of school field trips and events at Lycee Francais de Chicago; you are a necessary and essential part of a successful and enjoyable school event.

These guidelines will help you understand the importance of your role as a chaperone. Listed below are the duties and guidelines each chaperone must follow when on a school-sponsored field trip or event. If you have any questions about these procedures and guidelines, we encourage you to discuss them with the Director of Secondary school.

Who are chaperones?
1. LFC faculty or staff members will accompany students on any school-sponsored field trip or event. When feasible, chaperones will be teachers or staff members who are subject appropriate to the country they are visiting or the theme of the trip (sports, history, languages, etc.). Additional teacher chaperones will be considered first on subject appropriateness. All chaperones will have to be approved at least one month before the trip by the Director of Secondary school.

2. Field trips and overnight trips (domestic or international) require one adult chaperone for every 12 students. Male and female adult chaperones shall be provided for all overnight trips which are co-educational.

What is the role of a chaperone during the trip?

1.Students must be supervised at all times at any school-sponsored field trip or event.

2. Chaperones must be readily available, mindful of safety concerns and respond to students’ needs at any school-sponsored field trip or event.

3. If a serious emergency occurs, chaperones must promptly report the situation to the Field Trip organizer who will inform immediately the President of the School and the Director of Secondary school. The parents of the student(s) involved in the emergency must also be informed. Chaperones must keep a record of emergency contact numbers and designated contact persons for students.

4. Student misconduct observed by or reported to a chaperone must be immediately reported by the Field Trip organizer to the appropriate individual in charge of discipline (for more information, see Behavior Rubric)

5. While participating in a school-sponsored field trip or event, chaperones are expected to follow the directions given by the school’s supervising administrators, comply with school policies, work cooperatively with other chaperones, and model appropriate behaviors for students.

6. Chaperones may not use, sell, provide, possess or be under the influence of drugs or alcohol at any school-sponsored field trip or event. Chaperones are not permitted to use tobacco in the presence of, or within sight of, students

7. Chaperones may need to administer prescription or non-prescription medications to students at any school-sponsored field trip or event per the parent’s request and under medical prescription.

8. Chaperones are not allowed to transport students in their personal vehicles to any school-sponsored field trip or event, except in this case :

-No possibility of professional transportation
-Copy of insurance and driving license given to LFC in advance
-Signed agreement from parents of student

9. For the protection of both the student and the chaperone, chaperones should not place themselves in situations in which they are alone with a student.

10. Chaperones may not deviate from the established itinerary, except in emergency situations. The school must be informed if this occurs.

11. At least one chaperone will be assigned to a room on the same floor as and in close proximity to student rooms. If multiple chaperones are assigned to a floor, those chaperones should be interspersed amongst the student rooms.

12. Whenever possible, the supervising chaperone must ensure the removal of mini bars from all student hotel rooms.

13. Chaperones must ensure that male and female students shall be housed on separate floors or wings (if housing is in a single-story complex). All co-educational contacts and activities will take place in public areas of the building or housing accommodations under adult supervision.

14. A curfew will be established by the supervising chaperone and other adult chaperones. All students must be in their assigned rooms by curfew. Each night after curfew, chaperones will conduct room checks. Chaperones must ensure that each student is in their assigned room. Chaperones should be the last individuals to retire to their rooms for the night.

15. Chaperones may be expected to monitor students in shifts during the night, as designated by the supervising chaperone.

Additional information

1. Children of faculty and staff will not be permitted to participate in a school-sponsored field trip unless they are a current student involved in the field trip (ex: no children in 6th grade allowed to participate in HS Integration Camp)

2. LFC faculty and staff are paid $100 per night for chaperoning LFC sponsored field trips.

I am a chaperone for

Chaperone's Name

First NameLast Name

Email

Emergency Contact

First NameLast Name

Emergency Contact Phone number

Area CodePhone Number

Please indicate any special notes.

Policy

As a chaperone I understand that my duties and responsibilities are first to the safety and welfare of the students for whom I am in charge. I will take prudent measures to ensure the safety of our students. I understand and accept that it is my responsibility to enforce these standards of conduct with the students that I chaperone. I have read and understand all the responsibilities and duties as chaperone and I have accepted these responsibilities.

For LFC Staff members

Signature

Date Signed

Date