As GRACE has grown, the number of field trips, PTF Events, and non-academic events has also grown. As such, it has become necessary to delineate between these categories and provide additional guidance as to their characterization and the GRACE requirements for each of them.

In order for events to be scheduled on the GRACE master calendar, for buses to be secured when necessary, and for facilities to be reserved, a review process of each event is required. The Event Request form should be filled out to initiate this process. It may be found at:

Field Trips and Curricular Events

All field trips are under the direct supervision of teachers and must meet GRACE instructional objectives. Trips should be well organized and well managed to provide enrichment and safety for students. Teachers should set the guidelines for all trips and should manage chaperones and their responsibilities with students.

Teachers should submit a field trip request to the respective administrator at least four weeks in advance of the trip through the online “GRACE Event Request Form” including instructional objectives, biblical integration and a description that will be used on the calendar entry for parents to read. (

All parents are encouraged to participate in field trips as their schedules allow. To promote order and simplicity, however, the number of parents serving as chaperones may be limited. At the end of field trips, parent chaperones may check out their own child for the day with the teacher such that the student is not required to ride the bus back to campus.

No less than one week prior to the scheduled event, a list of any chaperones who will be driving students or on overnight field trips should be turned in to the Resources Manager to ensure that all necessary background checks have been performed. In addition, an estimated cost of $20.00 per approved driver or $25.00 per overnight chaperone should be included in the budgeted cost of the field trip to cover the expense of the background check.

No students shall be allowed to drive other students to and/or from field trip destinations. The school’s buses may be available for field trips; all transportation procedures and guidelines should be followed.

Teachers should explain expectations for student behavior to students and chaperones. Chaperones should be instructed in their responsibilities for behavior management and appropriate consequences. No adult should participate in a trip who does not have driving or chaperoning responsibilities.

A signed parental consent form must be received no later than two days prior to the event or when designated by the teacher. If parental consent has not been received, the child must remain on school property.

Classes and groups should always begin their field trip with prayer.

School dress code is most often appropriate.

Overnight Field Trips

All requests for overnight field trips must be submitted to the principal at least three (3) weeks in advance. Overnight trips should be planned in detail very carefully. All adults and students participating should attend a meeting where expectations are explained. All chaperones should receive detailed expectations in writing.

International Field trips require an Administrator to be present.

Teachers should:

  • Assign carpool groups (no changes by chaperones or students).
  • Assign rooming groups (no changes by chaperones or students).
  • Provide a detailed map of the route, including stops, to be followed by all drivers.
  • Provide a list of student behavior expectations and consequences. School expectations are minimal expectations.
  • Assign a trip ‘nurse’ to handle medicines and first aid.
  • Give the transportation procedures to all drivers at least one day in advance.
  • Give each driver the copies of permissions forms and teacher information cards prior to departure.
  • Report any chaperone, parent or student who does not follow procedures to the appropriate principal.
  • A chaperone must be assigned to each room.
  • Conduct devotions and prayer time each day of the field trip.

School Planned Events

Part of the school experience is comprised of recurring events that build community and traditions to pass on to future generations of students. These events are planned by school staff and can have instructional, spiritual, or community building outcomes. Examples of these events are: Field Days, Christmas Parades, Grandparents’ Day, Spiritual Explosion Week, Missions Trips, March Madness for Missions, Prom, Homecoming Parade/Coronation/Dance, Pep Rallies, Operation Christmas Child, etc.

PTF and Non-Academic Events

These are considered community building events and should not be planned to take place during instructional hours. These events should be planned across all grades and groups (elementary, middle school, high school). Non-Academic Events are subject to the same level of review as a field trip and an Event Request form should be submitted to the appropriate campus principal for approval.
PTF and Non-Academic Event organizers are welcome to use, as available, GRACE facilities and resources (tables, chairs, tent for outdoor events, etc.). Event organizers are responsible for pick-up, set-up, clean-up and return of any school items. Organizers should plan to have volunteers within their group help with setup and clean-up activities so that all GRACE facilities are restored to the condition they were in prior to the event.


Please see the Background Check Policy regarding the proper level of screening for all chaperones participating in Field Trips.

GRACE Event Guidelines Summary Chart

Type Purpose Scheduling Organizer Use of PCard Transportation
Field Trips and Curricular Events Have clear Instructional Objectives, and Biblical Integration elements May take place on an instructional day Must be organized by a faculty member who has supervisory duties over involved students Class or department level cards are to be used by faculty member involved in planning May use GRACE buses for these events
School Planned Events Can be instructional, spiritual, or community building May take place on an instructional day Typically organized by administration and/or school staff Administrator or staff level cards are to be used May use GRACE buses
PTF and Non-Academic Events Community building events May not take place during instructional time May be organized by non-faculty members PTF card may be used for PTF events only May not use GRACE transportation for these events

Was this helpful?

Yes No
You indicated this topic was not helpful to you ...
Could you please leave a comment telling us why? Thank you!
Thanks for your feedback.