What is a field trip?
A required field trip is group travel sponsored by an academic unit. The trip is part of a course curriculum and is an official component of a student's grade.
What is optional university-sponsored student travel?
May include:
- travel for courses not required for credit and for which students can elect whether or not to participate
- travel for professional conferences or association meetings
- learning community activities organized by faculty or staff
- professional site visits
- service projects
Who is a trip coordinator?
An employee acting within the scope of their employment who coordinates, makes arrangements for, and attends a field trip or optional university-sponsored student travel.
Participation agreement
Trip coordinators should complete a participation agreement and provide to students to read and sign prior to departure. See Policies and Resources below for participation agreement templates. Be sure to include a detailed description of the trip and the associated risks. Departments should retain all signed participation agreements for three years from the date of travel.
Transportation
For a required field trip, the trip coordinator must arrange transportation and attend the trip.
For optional student travel, trip coordinators are strongly encouraged to arrange transportation and attend with the group when practical and reasonable to do so. Trip coordinators should not transport students in their personal vehicles or coordinate travel in other personal vehicles.
When using university vehicles, trip coordinators and all drivers must abide by the Fleet Safety and Vehicle Use/Rental policy.
Additional trip coordinator responsibilities
Trip coordinators should abide by all applicable university policies.
Trip coordinators should have medical emergency contact information available at all times for the duration of the trip and should help students get appropriate medical treatment when needed.
Trip coordinators should provide students:
- A description of the trip, including purpose, scheduled activities, location(s) to be visited, agenda, and cost summary when applicable.
- A description of the risks inherent to trip activities.
- Any special requirements to participate - specific skills, fitness level, training/certifications.
- Health and safety information, including safety equipment, clothing, and footwear requirements.
- Behavior and conduct expectations and consequences for failure to meet those expectations.