Field Trips 2026-2027

🚌 Field Trip in 5 Steps

Use these five steps as your starting point when planning a field trip:

1. ✅ CHECK THE DESTINATION
Confirm that your destination is on the Pre-Approved Field Trip List. If the destination is not listed, BOE approval will be required.

2. 📅 CHECK THE DATE
Review the NTCSD Field Trip Calendar before selecting or committing to a date.

Please remember:

• A maximum of 5 busses may be scheduled per day.
• If 5 busses are already scheduled, an alternate date will be required.
• Early Release Days are not available for field trips.
• The last day for field trips is June 9th, due to Regents examinations.
• If you are planning a large-scale trip, such as an entire grade-level/group that may require multiple busses, please collaborate and submit as a whole group. please contact Educational Services before assuming the date is unavailable.

3. 📊 CHECK YOUR ALLOCATION
Confirm the proposed trip with your building administrator or designee. They will review the building’s available field trip allocation and enter or monitor the trip in the 2026–2027 Field Trip Tracker.

Special Education K–12: Field trips associated with Special Education K–12 will be overseen by John Collins.

4. 📝 COMPLETE THE REQUIRED FORMS
Complete all field trip, instructional plan, chaperone, and transportation forms that apply to your trip. Current forms are available in Section G — Forms & Resources.

🩺 5A. Before You Go: Student Health & Medical Considerations

Student safety is an important part of planning a successful field trip! As you prepare, please connect with your building nurse well in advance to review any student medical needs, medication considerations, or health-related arrangements that may require additional planning.

Mr. Tambroni has provided helpful guidance outlining important medical considerations and procedures for field trips. 👉 CLICK HERE: Field Trip Medical Guidelines & Procedures

📤5B. SUBMIT YOUR PAPERWORK
Obtain all required signatures and submit the completed paperwork within the required timeline.

Annual Planning Reminder: Anticipated field trips should be submitted to your building administrator/designee by Friday, November 25, 2026 — even if the exact trip date is not yet known.

👩‍🏫 TEACHER / TRIP ORGANIZER

The teacher or trip organizer should:

• Identify the proposed destination and instructional purpose.
• Determine whether the destination is pre-approved.
• Identify a proposed date or anticipated timeframe.
• Complete the required forms and supporting documentation.
• Identify chaperones and complete applicable chaperone paperwork.
• Submit the proposed trip to the building administrator/designee by the required deadline.
• Submit anticipated trips even when the exact date is not yet known.

🏫 PRINCIPAL / DESIGNEE

The principal or designated administrative staff member will:

• Review the request for completeness and appropriateness.
• Confirm whether the destination is pre-approved.
• Review the building’s available field trip allocation.
• Check the NTCSD Field Trip Calendar and transportation availability.
• 5-bus-per day maximum and NO BUSSING field trip black out dates
• Enter and monitor approved/planned trips in the 2026-2027 field trip tracker, be sure to enter required # of busses, walking, or other into the allottment.
• Verify required signatures and documentation.
• Forward completed paperwork to Educational Services; DO NOT forward piece by piece unless already arranged.

Important:

• Use the online version of Excel only.
• Only enter or edit information on your own school/department tab.
• You must be logged into your NTCSD Microsoft 365 account to edit.
• Review your building's field trip allocation before submitting paperwork.

If transportation demand is already high on your requested date, please identify an alternate date or contact Educational Services regarding a special circumstance.

⏰ Transportation Window
Field trips requiring district transportation should be planned between 9:45 AM and 2:00 PM.

🚌 Large School Bus Capacity – Field Trip Planning

When planning transportation for field trips, please use the following student capacities for a standard large school bus:

• Grades K–6: Maximum of 66 students per bus

• Grade 7–Adult: Maximum of 44 passengers per bus

🚌 Small School Bus Capacity – Field Trip Planning

• Grades K–6: Maximum of 30 students per bus

• Grade 7–Adult: Maximum of 20 passengers per bus

Please use these capacities when estimating the number of buses needed for your field trip. Coordinate with the Transportation Department to confirm final transportation arrangements.

📅 Plan Ahead — Even If You Do Not Know the Exact Date
If you are planning a field trip but do not yet know the exact date, please submit the proposed trip anyway. This allows your building administrator to anticipate the trip, plan within the building’s field trip allocation, and work with you once a date is identified.

🚌 Check Transportation AvailabilityCheck Transportation Availability

For trips within the approved transportation times, teachers may contact Transportation directly and are encouraged to copy their building administrator/designee to keep them informed.

For trips outside the approved transportation times, the building principal/designee should contact Transportation to discuss whether an accommodation may be possible.

Transportation Department Contacts: Eric Wood (ext. 3875 / ewood@ntschools.org), Renee Gregori (ext. 3879 / rgregori@ntschools.org), Brandon Licht (ext. 3876 / blicht1@ntschools.org ), Margaret Korman (ext. 3874 / mkorman@ntschools.org ).

Once a possible date is identified, review the NTCSD Field Trip Calendar before committing to the date. If transportation demand is already high, an alternate date may be necessary.

⚠️ New or Non-Pre-Approved Trips Require Additional Planning
Trips that arise after the annual planning process should be submitted as early as possible. Trips that are not on the Pre-Approved Field Trip List require additional approval and should be submitted at least 60 days in advance.

🟢 MY DESTINATION IS ON THE PRE-APPROVED FIELD TRIP LIST
Follow the regular field trip process. Check the calendar, review your building allocation, complete the required forms, obtain signatures, and submit the paperwork.

🔴 MY DESTINATION IS NOT ON THE PRE-APPROVED FIELD TRIP LIST
Additional approval is required. Submit the appropriate request and supporting documentation at least 60 days in advance. An Instructional Plan may also be required.

🔵 WE ARE TRAVELING FROM ONE NTCSD BUILDING TO ANOTHER NTCSD BUILDING
These trips do not count against your building’s field trip allocation.

🟠 WE ARE TRAVELING OUTSIDE OF OUR NTCSD BUILDINGS
Trips to locations such as CTE BOCES, the public library, Platters, and other outside destinations count against the building allocation.

⚪ WE ARE WALKING TO OUR DESTINATION
Identify Walking as the method of transportation on the Field Trip Request Form. A separate Transportation Request Form is not required.

🟣 OUR TRIP MAY FALL UNDER A SPECIAL DISTRICT ALLOCATION
Certain district-supported trips may be funded through a separate allocation rather than the individual building allocation. Please confirm with Educational Services if you are unsure which allocation applies.

1️⃣ Destination → 2️⃣ Date → 3️⃣ Forms → 4️⃣ Signatures → 5️⃣ Submit

1️⃣ CONFIRM THE DESTINATION

Check the Pre-Approved Field Trip List. If the destination is not listed, follow the additional approval process before proceeding.

2️⃣ CHECK THE DATE & TRANSPORTATION AVAILABILITY
Review the NTCSD Field Trip Calendar before finalizing the trip date.

3️⃣ COMPLETE THE REQUIRED PAPERWORK
Complete all forms that apply to the trip. Make sure all required information is provided before submitting the request.

4️⃣ OBTAIN REQUIRED SIGNATURES & CHAPERONE INFORMATION
Secure the necessary signatures and include all required chaperone documentation. The student-to-chaperone ratio is 1:15, and all chaperones, including staff, complete the appropriate form.

5️⃣ SUBMIT THE COMPLETED REQUEST
Send the completed paperwork to the Administration Building within the required timeline.

⚠️ NOT PRE-APPROVED?
Stop and follow the additional approval process. Allow at least 60 days and include all required supporting documentation.

Need help or unsure which process applies?
Please contact Educational Services for assistance before submitting your field trip paperwork.