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 Detailed Ordering Information
This information can be downloaded and printed out. Click on Field Trip Ordering & Info Pamphlet ( above).
Revised January 28, 2008
In an effort to simplify and streamline the field trip ordering and billing process, the following changes have
been made:
- Effective February 4, 2008, T-Forms will no longer be used.
- All field trip processes will be electronic - no more paper!
- The Field Trip Request Checklist has been revised, and is now an online form.
- A budget number must accompany a field trip request.
- The distribution process has changed for field trips paid by check.
FIELD TRIP AVAILABILITY
For best availability and to avoid additional charges, you are encouraged to schedule your field trips as far in
advance as possible. The Transportation Field Trip Office requires a minimum of three (3) weeks' notice from the
Monday of the week in which the trip occurs. District buses are usually not available on school days for prime-time
trips. Prime-time hours are 6:00 am to 8:55 am AND 1:05 pm to 3:55 pm. These times are subject to change depending
on trip date and destination.
REQUESTING A FIELD
TRIP
1. Click on the "Request a Field Trip" button.
2. Fill in the required fields. Please be as specific as possible with your pickup and destination locations.
3. Click the "Send" button only once.
4. You will receive an email confirmation within 48 hours.
The request will be enclosed in an email and will be sent to the field trip office. You should receive a
"Field Trip Request Successfully Submitted" redirect page almost immediately if the request was successfully
sent to us. Transportation will respond with a confirmation and quote within 48 hours. If you wish to book another
trip, you may use the back arrow to get back to the form and clear it for another request. Important: Please do
not send the same trip request again.
PLEASE NOTE:
- Email is the ONLY way to set up and confirm your trips.
- We can not book a field trip without a budget number.
- To avoid mistakes and confusion please submit only one email request per field trip.
- Each request will be pre-filled with a unique confirmation number. Please refer to that number in any correspondence
with Transportation. If you do not receive a confirmation within 48 hours, please contact us at (858) 496-8743.
- There is no need to send forms to the Budget office for approval, Transportation will do this part of the process
for you.
- Changes to confirmed trips must be requested via email and if made with less than (3) three weeks notice, may
result in a $75.00 PER BUS late fee.
ACCESSING FIELD TRIP MANIFESTS
Field trip manifests may be viewed the week prior to your trip. You may access manifests at www.sandi.net/transportation.
- Go to the "Staff Information Box".
- Click "Manifests/Rosters".
- In the "User Name" box enter your three digit school site number.
- In the "Password" box enter your site's Transportation Scheduler's first name.
- Choose the week for your trip and click the login button.
Please review the manifests carefully and provide them to the teacher taking the trip. Call us at (858) 496-8743
or email us at fieldtrip@sandi.net if you have any questions.
REQUESTING A COACH STYLE BUS
Due to availability or at the school's request, some field trips are assigned to contract carriers. Contract carriers
are specifically prohibited from accepting district-funded field trip requests from anyone other than a Transportation
Department representative. Please follow the District's Field Trip ordering procedure when requesting a contract
carrier.
AFTER THE TRIP
As soon as the trip is taken:
- Contact Transportation via email as soon as possible with any concerns about the Field Trip that may affect
the final cost of the trip. Such concerns could include a late bus, the cancellation of a bus, a change in the
trip itinerary, etc. Transportation must receive your concerns no later than 10 days after the trip date, or the
trip will be charged as estimated.
- If paying by check or money order, write the budget number on the check/money order, attach to a printed copy
of the Field Trip Confirmation email, and mail it to the Transportation Department. Please do not mail the check
until after the trip has been completed.
- For coach style bus trips, Transportation signs the Field Trip Transportation Request form certifying completion,
includes any liquidated damage adjustments and forwards the form to Accounts Payable.
CANCELLATION INFORMATION
The District requires a minimum of three (3) day's notice for cancellation. If your trip is scheduled on a weekend,
notice of cancellation must be given by 12:00 noon on the Wednesday prior to the trip date. If the trip is cancelled
with less notice, there is a fee of 50% of the original cost of the trip. If the trip is cancelled on the scheduled
day of the trip, there is a fee of 100% of the original cost.
Contract Carriers cancellation policies vary. The Field Trip Office will inform you of your specific carrier's
policy when confirming the trip.
GENERAL INFORMATION
If you have an immediate problem with a field trip on the day of the trip (i.e. bus didn't show, wrong size) please
call (858) 496-8460, press "1" to speak with an Information Clerk. Information Clerks are available between
5:15 am and 9:00 pm. If a field trip is after hours, on weekends or holidays, please contact School Police at (858)
291-7678. They will contact the on-call transportation supervisor.
Due to the large number of trips, the driver picking you up is not usually the same driver for the return trip.
Drivers are not able to confirm return trip details (i.e. "When will they be back to pick us up?" or
"What will the bus number be?") For this same reason, items may NOT be left on the bus.
A limited amount of funds have been set aside by the District's 504/ADA office to help defray the cost of a bus
with a wheelchair lift for those students without an active IEP. Please refer to Site Operations Circular 1011
for more complete information: http://www.sandi.net/staff/circulars/0708/so1011.pdf.
Please inform us immediately if the service you received was anything less than satisfactory by sending
us an email with your comments.
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