Documents

Forms that need to be completed and returned to the 10th Grade Team are handed out to students in class to share with their families.

Documents that need to be photocopied for the trip are also requested from the students and their families. Completed documents may be submitted digitally.

In case you need to print copies of the forms and documents to complete and turn in, they are listed on this page. Check back regularly. This page will be updated with active links to forms as appropriate.

Travel Timeline

September 22: Gators Are Back. Mandatory travel meeting from 6:00 to 6:30. We will cover information about payments and paperwork. If you were unable to attend the travel presentation on September 22 during Gators Are Back, you can access the information here.‍ ‍

September 22: Apply for a passport book if your child does not already have one. International airline flights require a passport book and will not accept a passport card. Passport information can be found at the US Department of State web site. Routine processing usually takes 4-6 weeks. Adult chaperones will also need a passport book. Adults who are interested in participating as an adult chaperone must complete a school district volunteer application.‍ ‍

September 22: Begin to make copies and complete the required documents listed. Submit them as you are ready. All trip forms and paperwork are due by November 10. The district permission forms must be used. No other permission form is acceptable.

1. Color photocopy of photo ID, laid flat, from each parent of student. May be sent digitally.

2. Color photocopy of school ID, laid flat, from each student. School may provide this. May be sent digitally.

3.. Color photocopy of pages 2-3 of student passport book, laid flat, with student photo and information. Both pages should be copied together. May be sent digitally.

4. Color photocopy of photo ID, laid flat, from each teacher and chaperone. May be sent digitally.

5. Color photocopy of pages 2-3 of passport book, laid flat, from each teacher and chaperone with photo and information. Both pages should be copied together. May be sent digitally.

6. Completed Non-Prescription Medication Form. Even if you consent “yes“ to all listed medications, the completed form needs to be returned.

7. If your child requires prescription medication during the trip, complete the Short Term Medication Form for each medication and attach a photocopy of the doctor’s prescription to each. Although you will submit the forms, you will turn in the actual medications to the school nurse December 2 when the medication will be counted in your presence. Each medication must be in the original prescription container:

8. Completed and notarized Mexico Field Trip Permission Form:

Complete the permission form but do not sign and date it until you are in the presence of the notary. Both parents must sign and date it and be present for the form to be notarized. If both parents cannot be present together, then you must have a notarized signed permission form for each parent. The district permission forms must be used. No other permission form is acceptable. If needed, the school usually has notary services.

9. Completed UDLAP Paperwork:

UDLAP Residential College Rules Temporary Lodging Form. Here is a PICTURE of how to fill it out. Each child and their parents must print (not type) on page 1 the following information:

  • Full Legal Name

  • Dorm Check-In Date

    (which is the first day of travel, i.e. if our first travel date is December 6, 2026, then it will be in this DD/MM/YYYY format: 6/12/2026)

  • Signature

Everyone who is going to Mexico must each submit a signed, dated, copy of page 1 of this form (you do not have to submit pages 2-10). This includes all students, teachers, and chaperones.

UDLAP Minor Stay Authorization Form. Here is a PICTURE of how to fill it out. Most of the fields have been filled out for you. Both parents must sign the form. The following information needs to be filled out:

  • Mother, Father

  • Full Legal Name of student

  • Name of Parent 1

  • Signature of Parent 1

  • Name of Parent 2

  • Signature of Parent 2

10. Viva Responsibility Letter For Minors

Viva Aerobus requires a Responsibility Letter For Minors going to Mexico and leaving from Mexico whenever minors travel without their parents/legal guardians, even for school field trips. A parent/guardian must complete the following information (only one adult):

  • Minor’s Data Full legal name (as it appears on the passport) and age of minor

  • Parent/Legal Guardian Information Full name of parent/guardian of minor, relationship to minor, and ID number and type (typically a valid Texas Drivers License)

  • Signature of parent/guardian of minor

Ignore the other spaces. They do not apply.

October 2: Submit completed Travel Commitment Form:

  • Mexico Travel Commitment Form (NE)

  • Mexico Travel Commitment Form (E*)

October 2: Travel Deposit Due ($50 USD/$20 USD*). Parent Chaperone Deposit Due ($50 USD). You may choose to pay larger amounts ahead of the due dates at any time.

If you wish to help families who need assistance going on this trip, you may contribute additional amounts. The payment link is on this web site.

October 23: Payment 1 Due ($325 USD/$165 USD*) assuming Travel Deposit is paid. Parent Chaperone Payment 1 Due ($325 USD) assuming Travel Deposit is paid. You may choose to pay larger amounts ahead of the deadlines at any time.

If you wish to help families who need assistance going on this trip, you may contribute additional amounts. The payment link is on this web site.

November 10: All Trip Forms and Paperwork Due

  • Mexico Field Trip Permission Form, signed and notarized, from each parent

  • Non-Prescription Medication Form

  • Short Term Medication Form with copy of doctor’s prescription (if applicable)

  • Photocopy in color of student passport book

  • Photocopy in color of student school ID

  • Photocopy in color of photo ID from each parent

  • Photocopy in color of passport book from each adult chaperone (if applicable)

  • UDLAP Residential College Rules, signed and dated

  • UDLAP Minor Stay Authorization Form, signed

  • Viva Responsibility Letter For Minors

November 10: Travel meeting for all parents of students who are going to Mexico and for all adult chaperones. We will go over information about packing and permissible items. Mandatory travel meeting from 5:30 to 7:00. If you were unable to attend the travel presentation you can access the information here.‍ ‍

November 10: Payment 2 Due ($325 USD/$165 USD*) assuming Travel Deposit and Payment 1 are paid. Parent Chaperone Deposit Due ($325 USD) assuming Travel Deposit and Payment 1 are paid. You may choose to pay larger amounts ahead of the deadlines at any time.

If you wish to help families who need assistance going on this trip, you may contribute additional amounts. The payment link is on this web site.

December 2: Turn in any prescription medications to School Nurse.

Any prescription medication your child needs during the trip can be dropped off to the school nurse. Each medication must be in the original prescription container along with a Short Term Medication Form.

*The second cost is for families who qualify for free or reduced lunch eligibility status. Family cost was determined based on this qualification.

Presentations

If you were unable to attend the travel presentation on September 22 during Gators Are Back, you can access the information here.

If you were unable to attend the travel presentation on November 10, you can access the information here.