Chaperone Responsibilities
The responsibilities and expectations of an advisor or chaperone can be distilled as:
- Assuring and maintaining the safety of students for whom you are responsible.
- Alerting the appropriate advisor, and if necessary, the student’s parent and the school administrative contact in case of emergency.
- Monitoring appropriate student behavior that abides by the rules and expectations as published in the school handbook, The Umbrella. Report incidents and infractions to the appropriate school contact immediately.
Each trip will have at least one designated Advisor/Trip Leader, and a minimum ratio of 1 Adult Chaperone to 10 students. Advisor/Trip Leaders are expected to:
- Provide the appropriate school administrator (department chair, Assistant Principal or Principal) with the complete logistics of the event.
Location of event, Location of housing, if different
Times of event
Transportation Details
List of Students participating, including HCHS Student ID# for absence approval
Emergency contact information, including medical alert information for each student participant
List of names of chaperones with Cell #s (include Advisor/designated Trip Leader)
- In case of emergency, assure that appropriate EMS services are activated. (Call 911 immediately in case of life threatening emergencies, contact parents first for minor medical issues) After activating EMS, the student’s family and the school administrative contact must be immediately contacted. Appoint a chaperone to accompany the student to hospital if necessary. An adult should remain with an injured or incapacitated student at all times.
- After any behavior or medical incidents, the advisor is responsible for writing a complete report of the incident and for gathering any required reports from other students or adults as necessary.
- Maintain accurate records of students and adults on the trip and all necessary contact information.
- Assure that all students have returned to the appointed “end of trip” location.
All Advisors/Trip Leaders & Chaperones are expected to:
- Have a complete list of emergency contact information (parent phone numbers, allergy medical alert information, student cell #s) for each student. This information should be shared with the club/activity’s advisor and should be on file with the school’s emergency contact (Department Chair, Assistant Principal or Principal, as appropriate).
- Provide an adult presence which reinforces appropriate behavior.
- Communicate expectations of check-in times, departure times, bed-check and curfews.
- Remind students that they remain under the rules and regulations regarding appropriate school behavior as delineated in the school handbook, The Umbrella. At no time are students permitted to possess, partake of, or be in the presence of illegal substances or activities.
- Chaperones who discover students breaking the rules of the event, school, or laws of the city/state, are to immediately contact the head advisor of the event. Chaperones must remain with the students. If possible, Chaperones should have students immediately write personal incident narratives which will be collected and submitted to the school administration.
- An adult chaperone must remain with a student while awaiting transportation and while in transit to medical assistance.
- If a student is found to be intoxicated or under the influence of substances, or suspected of such, the student’s family must be immediately contacted and arrangements made for that family to retrieve and take responsibility for that student. The school administrative contact should be immediately called in such circumstances.
- After any behavior or medical incidents, the advisor is responsible for writing a complete report of the incident and for gathering any required reports from other students or adults as necessary.
- Maintain accurate records of students and adults on the trip and all necessary contact information.
- Assure that all students have returned to the appointed “end of trip” location. Do not permit to students to change arrangements about travel details.
Students are required to:
- Abide by all rules and expectations set forth by the program organizers and the published expectations in the HCHS handbook, The Umbrella.
- Respectfully follow the instructions and directions of the event organizers, activity advisor and chaperones. Students may be removed from any event upon the recommendation of the adult chaperones if student behavior is inappropriate.
- Report concerns to the chaperones/advisor of other participants whose behavior endangers the health and welfare of the other participants.
