|
A field trip is an off-campus group learning activity led by a
faculty or staff member who travels with the group. This definition
does not include off-campus learning activities such as internships
or visits to a local museum where a student acts independently of
a group assignment. Field trip participants are limited to University
faculty, staff, volunteers and enrolled students. In extraordinary
circumstances, a spouse, parent or child may participate in a field
trip due to the length or purpose of the trip with the prior written
approval of a Division Head or designee.
Most risks associated with academic field trips can be controlled if measures are taken prior to and during the trip to promote the health and safety of all participants and to reduce the potential for accidents.
- Faculty members should identify all required or voluntary field trips in the course syllabus and provide detailed information about date, time, location, means of transportation and any fees for which a participant is responsible. Student Travel Accident Insurance, which can provide secondary medical expense benefits to an injured student, is only available if a field trip is a course requirement.
- Whenever practical, the faculty member organizing the field trip should visit the site of the field trip in advance to evaluate and minimize any potential risks.
- Faculty members should identify and discuss with students early in the semester any known hazards and risks associated with any proposed field trip. UPS 420.105 permits students to opt out of any activity they determine to pose excessive risks. Students who withdraw from an activity due to their perception of the risks involved must inquire whether there are alternatives for fulfilling the course requirements. If there are none, the student may petition for withdrawal from the course without penalty or appeal for an appropriate modification of the activity.
- Faculty members should inform students that if they believe they may need an accommodation to participate in a field trip, the student should speak either with the faculty member or contact the Office of Disabled Student Services.
- Prior to departure, faculty members should prepare and provide participants with a detailed trip itinerary that includes the faculty member’s contact information and any emergency contacts and numbers. Faculty members should also review with participants any health, safety and/or weather conditions they may face and precautions they might take. Finally, faculty should review with participants what to do in the event of an emergency.
- Other than University employees and approved volunteers, all field trip participants must sign the University’s standard release of liability and provide the name and contact information for an emergency contact prior to participating in the field trip. The faculty member should take copies of the signed releases of liability and emergency contact information with him/her on the trip. Prior to departing on the trip, faculty should file copies of these documents and the trip itinerary in their department office. Staff in the department office should forward a copy of the trip itinerary to Risk Management.
- A University employee or volunteer must attend the field trip. Faculty members have a duty to exercise reasonable care to protect and supervise students participating on the field trip. There should be at least one other person on the trip who has a copy of the emergency contact information and who can act in the faculty member’s place if he/she becomes unable to do so.
- When the University provides transportation, the field trip should begin and end on campus. When students are responsible for their transportation, the field trip should begin and end at the field trip site. Field trips involving air travel should begin and end at the airport the participants departed from. Faculty members should not solicit participants to drive or attempt to arrange any carpools.
- Unless approved in advance by the Office of University Risk Management, spouses, children or any other individuals not affiliated with the University may not participate in any field trip related travel arranged and/or paid by the University.
- Student use of alcohol on field trips is governed by UPS 330.232 and department policy. No alcoholic beverages or controlled substances, except personal prescription medication, may be transported in a University or privately owned vehicle used on the field trip.
- Faculty members should inform students that they are expected to meet the same standards of conduct in all activities associated with the field trip as those expected of them in their on-campus activities. These standards include all applicable federal, state and local laws as well as University policies. The University will hold students responsible for the consequences of all inappropriate or irresponsible behavior, whether or not such behavior is directly associated with the field trip.
- Only University employees and approved volunteers who are approved to drive on University business may drive a University vehicle on a field trip. For more information about driving on University business, please contact University Risk Management.
- In case of an accident or injury while on a field trip, obtain medical assistance as necessary. Notify the designated emergency contact and University Risk Management as soon as it is reasonable to do so.
In addition to the guidelines for local and out-of-state travel,
faculty and staff planning an international trip should take the
following actions.
- Require participants to attend at least one orientation meeting
- Review requirements for out-of-country visas, health insurance,
immunizations, etc.
- Discuss travel and packing tips, medical and health concerns,
modes of transportation, hours of departure and return.
- Review background information pertaining to cultural differences
a participant may experience at the travel destination(s).
- Remind participants to carry sufficient personal medication
supplies and physician documentation for medication to last the
length of travel or to replace medication lost during the trip.
- Provide current health and safety information to participants
(i.e. prophylactic precautions, viral infections carried by insects
and how to protect themselves against known infectious disease
breakouts – check with the World Health Organization). Provide
information about emergency medical assistance, emergency evacuation,
and repatriation procedures. Review options for medical insurance
coverage for foreign travel.
- Identify health and safety products or services that may not
be available at overseas locations.
- Require participants to attend at least one orientation meeting
at the destination to review information on health and safety,
legal, environmental, political, cultural and religious conditions/customs.
Faculty and staff have a duty to warn participants of any known
hazards at the field trip site. They must exercise reasonable/ordinary
care to protect and supervise students while they are participating
in a field trip. However, they have no special duty to protect adult
students from their own voluntary actions while on their own personal
time. Prudence may dictate setting limits on off-time activities
while on a field trip.
All drivers designated by the University must meet all of the requirements
to drive on University business, including:
- Completing defensive driving training
- Possessing a driver’s license appropriate for the car
being driven
- Having their driving record reviewed by University Police
When students are responsible for arranging their own transportation
to and from a field trip location, faculty members should not:
- Specify the type of transportation students should use
- Arrange transportation for any student
- Assign any students to drive
- Organize the students into groups for the purpose of driving
with a classmate
- Attempt to check the driving record or insurance of any proposed
driver
Please contact the Office of Risk Management to review options
for insurance coverage when driving in any area outside of the United
States. Special guidelines also apply to the use of 12-15 passenger
vans on field trips. For more information on driving a University,
rental or personal vehicle on a field trip, refer to information
on the Risk Management website under “University Driving Guidelines”
under the “Risk Management” section.
Travel by air poses unique risks. For this reason, the CSU requires
and the University has developed specific releases of liability
when travel involves flying. These releases are available on the
Risk Management website under “Academic Programs” under
the “Risk Management” section.
Domestic Travel
University employees and volunteers traveling domestically on a
field trip may be eligible to receive Workers’ Compensation
benefits that will pay for medical expenses if they are injured
or become ill while traveling. CSU Student Travel Accident Insurance
may cover medical costs for injuries to students traveling on field
trips that are not covered by a personal health plan. Any individual
injured or who becomes ill while traveling on a field trip should
contact Risk Management.
International Travel
The University requires that foreign travel liability insurance
be purchased for all international travel on University business.
In addition, the University requires that all individuals other
than a University employee or volunteer who travel internationally
with the University must either provide evidence of personal medical
coverage or purchase medical insurance. Please contact Risk Management
to purchase either foreign travel liability insurance or personal
medical coverage. For more information on International Travel,
visit the Risk Management web site under “International Travel”
under the “Risk Management” section.
For any injuries or illness requiring more than first aid, call
911 and act as directed. Notify the University and the emergency
contacts for the injured/ill participant(s).
If any accident occurs during a field trip, please contact Risk
Management. If you are involved in an accident, do not admit fault
or make any promises that the University will pay for any damages
or give a written or recorded statement to the other party or their
representatives without first consulting the University Counsel
or the Director of University Risk Management. If any police authority
or highway patrol completes an accident report, request the report
number.
BACK |
