Use this checklist to coordinate key logistics before bringing K-12 students to campus. Campus Visit Checklist.pdf
Transportation
Teacher:
☐ Arrange transportation (bus, vans, carpool)
☐ Confirm arrival and departure times
☐ Share driver contact information
Scientist/UW Partner:
☐ Provide clear drop-off and pick-up locations
☐ Share campus directions and map
Parking & Arrival
Teacher:
☐ Communicate arrival plan with drivers and chaperones
Scientist/UW Partner:
☐ Arrange parking for buses and chaperones
☐ Identify meeting location
☐ Be available or assign contact for arrival
Schedule & Timing
Teacher:
☐ Review schedule for fit with student needs
Scientist/UW Partner:
☐ Develop and share visit schedule
☐ Build in transition and break time
Both:
☐ Confirm final schedule
Supervision
Teacher:
☐ Maintain responsibility for student supervision
☐ Bring appropriate number of chaperones
Scientist/UW Partner:
☐ Clarify role (support vs. supervision)
☐ Avoid one-on-one situations
Both:
☐ Confirm supervision roles and ratios
Group Size & Structure
Teacher:
☐ Confirm number of students and chaperones
Scientist/UW Partner:
☐ Plan for group size (splitting into smaller groups if needed)
Both:
☐ Assign groups and leaders if needed
Accessibility & Student Needs
Teacher:
☐ Share any student needs (mobility, learning, medical)
Scientist/UW Partner:
☐ Ensure spaces and activities are accessible
Food & Breaks
Teacher:
☐ Plan for meals/snacks
☐ Share allergy information if needed
Scientist/UW Partner:
☐ Identify eating space and water access
Safety & Expectations
Teacher:
☐ Review behavior expectations with students
☐ Maintain emergency contact information for students
Scientist/UW Partner:
☐ Share any lab or site-specific safety guidelines
Both:
☐ Exchange emergency contact information
☐ Discuss plan for unexpected situations
Materials & Preparation
Teacher:
☐ Prepare students (background knowledge, expectations)
☐ Bring needed materials
Scientist/UW Partner:
☐ Prepare materials and activities
☐ Share any pre-visit information
Communication
Teacher:
☐ Share primary contact information
Scientist/UW Partner:
☐ Share primary and backup contact
Both:
☐ Confirm day-of communication plan