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                             Invitation to Chaperones 10/2018

                 Music Department New York Trip, Spring 2019

 

Dear Parents and Students,

 

If you wish to be considered as a chaperone for this trip, please read through the basic guidelines below.  If you can adhere to the guidelines, then you may be considered for a chaperone position.  At this time, we only have room for ten chaperones aside from the four directors so we cannot take everyone who would like to chaperone.  Priority will be given to parents who have previously served as chaperones or FORM members.  Also, priority will be given to anyone with a medical license. 

 

More specific information pertaining to the exact itinerary and chaperone expectations will be given to you if you are selected as a chaperone. 

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BASIC CHAPERONE GUIDELINES/INFORMATION:

 

  1. Chaperones must be willing to attend all chaperone and trip meetings.

  2. Chaperones must be willing to undergo a background check/fingerprinting as required by MCPS.

  3. Chaperones must complete the online child abuse/neglect training video as required by MCPS.

  4. Chaperones must be willing to pay the full price of the trip, which at this point is approximately $1000 with double occupancy in the hotel room. We are to be able to discount the chaperone price through our fundraising activity; but, this is not a guarantee.  As for now, the same dates/amounts apply for chaperone deposits as do for the kids, with the last payment being the difference or the possible discount.

  5. Chaperones must know the trip rules. Student safety is the foremost concern. Chaperones should assure that students are not separated from the group and do not put themselves in harm’s way.

  6. Chaperones shall model behavior that mirrors expectations to be met by students, including dress, compliance with trip rules, and general courtesies. (please dress conservatively and comfortably!)

  7. Chaperones will be assigned to chaperone a group that does NOT contain their own child.  This is to insure that equal attention is given to all students in the assigned group. However, chaperones should keep in mind the interest of ALL students at all times.

  8. Chaperones are not allowed to take their own children anywhere separate from the group, nor are they allowed to have their children sleep in their room with them.

  9. Chaperones are not allowed to have any physical contact with students except to administer first aid. 

  10. Please think of the students before you think of yourself.

  11. Chaperones are asked to exchange cell phone numbers with everyone in their assigned group and will all other chaperones.

  12. Chaperones are not allowed to drink alcoholic beverages, smoke or do drugs at any point during the trip.

  13. Chaperones must follow the trip schedule and please be punctual.

  14. When we are traveling in a group, we may do things differently than you would as a “family.”  If you do not agree, please keep your opinions to yourself and understand that sometimes things must be done differently for various reasons.

  15. Please understand that our children don’t always make the best decisions.  Please be aware of their conversations/activities at all times.  Remember we are representing Rockville High School and the state of Maryland!

  16. Leave all discipline to the directors.  If you see inappropriate behavior, by all means please address it.  However, all discipline must come through the directors.

  17. Chaperones must be willing to be up before the students wake and up after the students go to sleep; chaperones will take shifts each night until at least 1:00am to supervise the hallways of the hotel where our rooms will be.

  18. Chaperones must be willing to address personal hygiene issues with kids if necessary.

  19. Please also remember to give out praise for good behavior!

 

As we get nearer to our departure, there will be a small “handbook” for the students regarding behavior, etc. There will also be more specific guidelines for chaperones.

 

If after reading the above guidelines you choose to chaperone, please fill out the attached form and return it to Mrs. Sherlock either through your students, or via email.  We will be having a MANDATORY meeting for all chaperones sometime in late October.  At this time you can pay your first deposit of $150 if you didn’t pay it with your child’s deposit on October 26th, 2018.

 

Thank you and we look forward to a WONDERFUL trip!

 

Sincerely,

 

Mrs. Sherlock, Mrs. Diehl

 

                                                      -- < > --

 

 

2019 Music Department New York City Trip

Chaperone Application

 

 

Name:______________________________________________  Phone #: ______________________________

 

Address: ___________________________________________________________________________________

 

Email: _____________________________________________________________________________________

 

Please answer the following questions to the best of your ability.  These questions are not meant to discriminate, but to allow us to provide the best care for our children. 

 

  • Have you chaperoned a school band/orchestra/choir activity or any youth overnight trip in the past?       

 

YES    NO       If yes, in what way were you involved in chaperoning the activity?

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_______________________________________________________________________________________________________

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_______________________________________________________________________________________________________

 

_______________________________________________________________________________________________________

 

 

  • Are you physically active and capable of walking a lot (a couple of miles) each day?

 

YES    NO

 

  1. Do you have any chronic medical conditions that would prevent you from fulfilling chaperone duties?                              If yes, please explain.

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YES    NO

 

_______________________________________________________________________________________________________

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_______________________________________________________________________________________________________

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  • Are you physically able to lift items of at least 30 pounds?   YES   NO

 

  • Do you have any medical expertise?  YES    NO    If yes, what type of expertise or certifications do you have?

 

_______________________________________________________________________________________________________

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_______________________________________________________________________________________________________

 

 

I have read and agree to abide by the chaperone guidelines for the 2019 Rockville Music Department trip.  I understand that I may/may not be selected to chaperone.

 

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_________________________________________________________

Signature

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Chaperone Info

                                                        -- < > --    

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                         CHAPERONE INFORMATION 11/12/2018

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GENERAL GUIDELINES/INFORMATION:

 

  1. Chaperones must know the trip rules. Student safety is the foremost concern. Chaperones should assure that students are not separated from the group and do not put themselves in harm’s way.

  2. Chaperones shall model behavior that mirrors expectations to be met by students, including dress, compliance with trip rules, and general courtesies. (please dress conservatively and comfortably!)

  3. Chaperones will be assigned to chaperone a group that does NOT contain their own child.  This is to insure that equal attention is given to all students in the assigned group. However, chaperones should keep in mind the interest of ALL students at all times.

  4. Chaperones are not allowed to take their own children anywhere separate from the group, nor are they allowed to have their children sleep in their room with them.

  5. Please be sure to check for your students every time we leave for somewhere, get somewhere, etc.

  6. Chaperones are not allowed to have any physical contact with students except to administer first aid.  Please do not place yourself in a situation where you are alone with a student at any time.  Exceptions would be emergency situations.

  7. Please think of the students before you think of yourself.

  8. Chaperones are asked to exchange cell phone numbers with everyone in their assigned group and will all other chaperones.

  9. Chaperones are not allowed to drink alcoholic beverages, smoke or do drugs at any point during the trip.

  10. Chaperones must follow the trip schedule and please be punctual.

  11. When we are traveling in a group, we may do things differently than you would as a “family.”  If you do not agree, please keep your opinions to yourself and understand that sometimes things must be done differently for various reasons.

  12. Please understand that our children don’t always make the best decisions.  Please be aware of their conversations/activities at all times.  Remember we are representing Rockville High School!

  13. Leave all discipline to the directors.  If you see inappropriate behavior, by all means please address it.  However, all discipline must come through the directors.

  14. Chaperones must be willing to be up before the students wake and up after the students go to sleep; chaperones will take shifts each night until at least 1:00am to supervise the hallways of the hotel where our rooms will be.

  15. Chaperones must be willing to address personal hygiene issues with kids if necessary.

  16. Please also remember to give out praise for good behavior!

 

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HOTEL GUIDELINES:

 

  1. Upon arrival to the hotel, keep students on the buses until the directors have checked-in and given the ok to unload.  We will then unload the buses and take one bus at a time into the lobby.

  2. You will receive the room keys for your chaperoned rooms.  Please give them to the students with reminders to not place them next to other credit cards or they will no longer work.

  3. Send your students to their room and then check on them in a little bit to be sure everyone has made arrangements in the room for sleeping, storing items, etc.  Help them hang up their concert black!! Make sure they have enough towels, toiletries, that everything in the room works and that there is no damage in the room that occurred before we arrived.

  4. Please be strict about lights out! You may need to check on them about ½ hour after lights out to be sure they are quiet and sleeping.

  5. Remind them to charge their phones.

  6. Remind them of the student guidelines for the hotel.

  7. We will put a small piece of tape at the top of the door each night.  This tape will tell us if they have opened their doors at night.  Please be sure to remind them NOT TO OPEN their doors unless it is for you or a director.  Otherwise they may be punished the next morning if the tape is moved.

 

BUS GUIDELINES:

 

  1. Be sure students are on their assigned bus, in their assigned seat.

  2. We can no longer say “same sex seating” only as this does not thwart all issues.  SO, students will be told to sit with someone that they are not in a relationship with….in other words…FRIENDS ONLY.

  3. Be sure students pick up trash.

  4. Be sure students use headphones for listening to music, etc.

  5. Monitor the bathroom.

 

VENUE GUIDELINES:

 

  1. Be sure students are in groups of 4 or more and that you set times/places to check in.  I suggest every 2 or 3 hours. 

  2. Students will not be allowed to have “free time” in NY City when at the hotel.  More specific information to be given at chaperone meeting.

  3. Make sure they have your phone number and you have all of theirs.

  4. Keep an eye out for exhausted kids.  Some have never traveled; some do not do well with lack of sleep, etc.  If a child is feeling ill, offer to take them to sit down and relax somewhere, etc.

  5. Encourage them to DRINK WATER!

  6. If a student wants to switch groups, that is fine as long as BOTH CHAPERONES know about it, as well as one of the directors.

  7. Remind students that there are first aid stations all over the parks and to go to one if they are feeling ill or having a problem.

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