Field Trip Insurance Compliance

Field Trip with a Destination that is Out-of-State

Field Trip Involving a Tour Company

REQUIRED - Certificate of Insurance (COI): A Certificate of Insurance (COI) is a document that provides proof that an individual or organization has insurance coverage.

*If you made arrangements with a tour company regarding your field trip, you must provide a valid Certificate of Insurance for the tour company. The certificate of insurance needs to meet the District’s general insurance requirements. This should be submitted with your field trip request.

Use the resources below:

LAUSD General Insurance Requirements

*The Commercial General Liability policy, Abuse coverage, and the Commercial Auto policy MUST have an ADDITIONAL INSURED ENDORSEMENT wording of:

LOS ANGELES UNIFIED SCHOOL DISTRICT & THE BOARD OF EDUCATION OF THE CITY OF LOS ANGELES

333 S Beaudry Ave, 28th Floor

Los Angeles, CA 90017

Contacts:

Risk Finance, Insurance Compliance: [email protected], [email protected]

Field Trip with Multiple Stops

REQUIRED - Brochure/Itinerary: A brochure/itinerary refers to any document that provides a detailed overview of the field trip's activities, destination, and/or schedule. This should be submitted with your field trip request.

*Documents may come directly from the trip's destination site or can be created by the trip's coordinator.

Examples include but are not limited to:

An agenda/program of scheduled activities during the field, including times and locations

- A digital copy of a brochure provided by the destination, which can include brochures found on the destination's website
A screenshot that provides details of the destination is also accepted
Any promotional material describing the field trip's activities

Method of Transportation: AUTO-CARPOOL WITH DISTRICT EMPLOYEE/VOLUNTEER AS THE DRIVER

REQUIRED (Each Student) - Transportation Waiver form: This form is used when a parent/guardian gives permission for a District employee/volunteer to transport their child to or from a school-related event, field trip, or activity. (The form can also be used when a parent/guardian chooses to transport their own child to or from a school event/field trip)

Download a Copy: Transportation Waiver form (English)

Download a Copy: Transportation Waiver form (Spanish)

REQUIRED (Each Driver) - Authorization for Employee Use of Private Vehicle for Student Transportation and/or Parent/Volunteer Private Automobile Driver Certification of Liability Insurance: This form ensures that the employee/volunteer has proper authorization, insurance, and a valid driver’s license, and it helps the District manage liability and safety compliance.

Download a Copy for Employee: Authorization for Employee Use of Private Vehicle for Student Transportation

Download a Copy for Volunteer: Parent/Volunteer Private Automobile Driver Certification of Liability Insurance

Method of Transportation: AUTO-PARENT/GUARDIAN DRIVING THEIR OWN CHILD (STUDENT)

REQUIRED - Care, Custody, and Control Letter: This letter is used when parents or guardians assume responsibility for arranging the transportation and supervision their own child during a school-related event, field trip, or activity, instead of using school-provided transportation or supervision. (a Transportation Waiver form (English) can also be used when a parent/guardian chooses to transport their own child to or from a school-related event, field trip, or activity)

Download a Copy: Care, Custody, and Control Letter Template (Word Doc)

Download a Copy: Care, Custody, and Control Letter Template (PDF)

*It is advisable that the template for the Care, Custody, and Control Letter have the school's letterhead and all applicable information filled out before distributing to the parents/guardians.

Method of Transportation: AUTO- STUDENTS DRIVING THEMSELVES

*Only one document (Assumption of liability Waiver or Care, Custody, and Control Letter) is required to be uploaded for each student driving themselves.

REQUIRED - Assumption of Liability Waiver: This waiver is used when parents or guardians assume responsibility for transporting and supervising their own child (if 18+) during a school-related event, field trip, or activity, instead of using school-provided transportation or supervision.

Download a Copy: Assumption of Liability Letter/Waiver

REQUIRED - Care, Custody, and Control Letter: This letter is used when parents or guardians assume responsibility for arranging the transportation and supervision their own child during a school-related event, field trip, or activity, instead of using school-provided transportation or supervision.

Download a Copy: Care, Custody, and Control Letter Template (Word Doc)

Download a Copy: Care, Custody, and Control Letter Template (PDF)

*It is advisable that the template for the Care, Custody, and Control Letter have the school's letterhead and all applicable information filled out before distributing to the parents/guardians.

Method of Transportation: NON-APPROVED CHARTER BUS

REQUIRED - Certificate of Insurance (COI): A Certificate of Insurance (COI) is a document that provides proof that an individual or organization has insurance coverage.

*If the charter bus company you plan to use for your field trip is not on the Transportation Services Division’s Pre-Approved Charter Bus list, you must provide a valid Certificate of Insurance for that charter bus company. The certificate of insurance needs to meet the District’s insurance requirements. This should be submitted with your field trip request.

Use the resources below:

*The Commercial General Liability policy and the Commercial (Business) Auto policy Certificates of Insurance MUST have an ADDITIONAL INSURED ENDORSEMENT wording of:

LOS ANGELES UNIFIED SCHOOL DISTRICT & THE BOARD OF EDUCATION OF THE CITY OF LOS ANGELES

333 S Beaudry Ave, 28th Floor

Los Angeles, CA 90017

Contacts:

Transportation Services: [email protected]. [email protected]

Risk Finance, Insurance Compliance: [email protected]

Method of Transportation: Walking/Public Transportation

Walking Route/Public Transportation Route: A walking route/public transportation route can be any document that highlights the designated path that field trip participants will use to travel to and from their destination. This should be submitted with your field trip request.

*Public transportation may include but is not limited to: Metro Bus, Metro Rail, Metrolink, Metro Busway, DASH, LAnow, Big Blue Bus

Examples include but are not limited to:

A screenshot of an online map (Google Maps, Apple Maps, Waze, etc)
A document that states the directions to and from the destination, including any bus/train lines

NPA/BII using LAUSD Transportation

REQUIRED: An agency must be listed as compliant on the NPA BII Insurance Compliance Status list, in order to accompany designated students on field trips and ride an LAUSD bus.

If an agency is listed as noncompliant, they will need to provide a valid Certificate of Insurance that adheres to the District's insurance guidelines, to accompany students on a field trip.

*If you require guidance regarding NPA/BII compliance, please contact the Division of Special Education, Nonpublic Services Support Branch at (213) 241-6282.