The document outlines detailed steps for preparing for a school’s outdoor education experience. It focuses on organizing student lists, coordinating logistics, and ensuring proper communication with teachers, parents, and outdoor school staff.
Key Points from the Checklist
Pre-Camp Preparations (4 Mondays Before Departure):
- Student List Management: Save and manage the student list, even if all health forms are not submitted.
- Meal Requirements: Identify students receiving free or reduced meals.
- Special Needs & Pairing: Work with classroom teachers to note any special needs, such as students who need to be separated or paired with a buddy.
- Teacher Availability: Ensure teachers’ availability is indicated on the list, with one teacher for every 30 students.
- Bus Coordination: Confirm bus schedules for timely arrival and departure.
Mailing & Forms:
- Health & Medication Forms: Mail health, registration, and medication forms to the outdoor school well ahead of time.
- Changes in Numbers: Notify if the number of students changes or if health status has changed.
- Student Letters: Ensure parents mail student letters by the Friday before departure.
Arrival Day (Camp):
- Health Forms on Arrival: Ensure any last-minute health forms are faxed or scanned before the students arrive.
- Medication Authorization: Teachers should bring medication forms with them to the Health Center.
Additional Considerations:
- VIP visits need to be scheduled and managed.
- Notify in advance if a service dog is accompanying any student or teacher.
The checklist provides a comprehensive guide for coordinators to ensure everything runs smoothly before, during, and after the outdoor school experience.
It covers all the important aspects, from organizing paperwork to managing bus schedules and addressing student needs. By following these steps, camp coordinators can ensure a successful and well-prepared trip for all students and staff.
