Chaperone Duties and Responsibilities

Purpose

The purpose of a chaperone is to keep order and see to the safety and conduct of those students involved in a school event. Chaperones for all activities agree to adhere to the procedures set out below. It is expected that all chaperones read and become familiar with the duties and responsibilities of chaperones as set forth in this document. Chaperones must also complete the Volunteer Application form prior to serving as a chaperone.

Duration

This policy is permanent but subject to review.

Policy

Section 1. Staff Responsibilities and Procedures Related to Chaperones

  1. When a staff member who is responsible for a school-sponsored trip determines the need for chaperones, he/she will be responsible for obtaining the appropriate number of chaperones.
  2. There should be at least one chaperone per 15–20 students. Conditions relating to the students and the activity may necessitate additional chaperones.
  3. Staff should confirm the chaperone(s). They will be approved based on the Volunteer Application submitted by each chaperone.
  4. The staff member in charge of each particular event where chaperones are needed will provide the Executive Director, Campus Principal, or Athletic Director (as applicable) a list of chaperones at least two weeks in advance of the scheduled activity.
  5. Staff member(s) in charge of chaperones shall conduct a briefing for all chaperones in advance of each event at which the chaperone shall serve.
  6. Chaperones shall be made aware of the Code of Conduct and emergency procedures.
  7. In the event a chaperone is unable to fulfill their responsibilities, the staff member in charge will reassign the responsibilities as appropriate.

Section 2. Chaperone Roles and Responsibilities

  1. Chaperone briefings shall be conducted in advance of each event at which Chaperones serve. It is mandatory for each chaperone to attend such briefing(s). Briefings may be done via email message with complete details. The briefing shall consist of at least the following:
    1. The exact specifics of the trip, including programs and educational experiences
    2. The time of departure, planned route, and expected time of return
    3. Planned procedures to follow in case of emergency or another unusual circumstance that could occur
    4. Any special needs of any students
    5. Overview of the role and responsibilities of chaperones
  2. Chaperones are considered mandatory reporters and must have completed the training video, which is available on the ANCS website, prior to performing chaperone duties. See Mandated Reporters.
  3. Chaperones of overnight trips and/or chaperones who will have unsupervised direct contact with students shall be required to submit to and pass, to the satisfaction of ANCS, a background check.

Section 3. Chaperone and Staff Responsibilities

Chaperones and staff shall abide by the following throughout the time they serve as chaperones. Chaperones shall:

  1. Complete the Volunteer Application and sign the Student Privacy and Confidentiality Agreement for school volunteers.
  2. Follow the direction of the teacher(s)/advisor(s), Executive Director, or Campus Principal designee, and bring disciplinary issues to the attention of a staff member.
  3. Ride to and from the area of destination with the students in the same means of transportation provided for the students unless prior approval has been given by the Campus Principal or Athletic Director.
  4. Carry a list of students and their home phone numbers for the students they are responsible for supervising and any special needs of any students, including responsibility for prescription medications.
  5. Watch carefully for student valuables and check the buses thoroughly (whenever students disembark) so as to avoid leaving behind students' personal belongings. Chaperones will not be held responsible for student belongings that are lost during a trip or event.
  6. Be responsible for the safety and assistance of those students who are assigned to their charge and be aware of their whereabouts at all times. Chaperones shall also conduct a head count and/or roll call of passengers prior to any bus departure.
  7. Immediately advise the Executive Director/Campus Principal/Campus Principal designee in charge of the activity of any intervening circumstances that would prevent a student from being transported back to campus. Arrangements will then be made for a representative of the school to remain with the student until the student has been delivered to his/her parent or legal guardian.
  8. Not be impaired by any substances, including, but not limited to, prescription medications.
  9. Abstain from the use of alcohol and illegal drugs for the duration of the trip.
  10. Abstain from the use of tobacco in the presence of students.
  11. Model appropriate verbal and physical conduct while serving as a chaperone and while present on school premises or at school activities.
  12. Refrain from transferring their role to another person during the time they are responsible for the supervision of students.
  13. Attend to the needs of students outside of their supervision assignment in the event of an emergency or if asked to do so by the teacher(s)/advisor(s) or Campus Principal/designee.

Chaperones who violate any of the above stipulations will have their services for the school‑related trip terminated immediately and will be excluded from chaperoning future trips.

Section 4. Overnight Trip Guidelines

In addition to the guidelines above, on overnight trips, ANCS requires the following:

  1. Having at least one chaperone for every 15 students. If the trip is co-ed, then at least one male and female adult must accompany the group.
  2. In the event the staff member in charge is unable to fulfill their responsibilities, he/she will designate one of the other chaperones (must be a certified school employee) as the person in charge. If there are no other certified chaperones, the staff member in charge will contact his/her respective Campus Principal or Athletic Director (as appropriate) for further direction. In the event it is impossible for the staff member in charge to function, one of the other chaperones will call the respective building Campus Principal or Athletic Director, as appropriate, for further direction.
  3. At the conclusion of the trip, it is desirable for the staff member (teacher/coach) in charge and other chaperones to "recap" the trip and note any information for subsequent planning.
  4. Chaperones and staff members will not have inappropriate verbal or physical interactions with students or with each other. Chaperones and staff members are assigned a room and must sleep in that room so that students or other chaperones can contact them in case of an emergency or change in trip itinerary.

Resources

Approval and Review

Approved

Effective

 Last Review

Next Review
06/16/15 07/01/15 06/2023 06/2026