Academic Field Trip Guidelines

The faculty or staff member leading the field trip serves as the University’s primary on-site representative and is responsible for:

Planning and Site Assessment

• Select an appropriate field trip location.
• Complete the Pre-Trip Site Evaluation Form
• Visit the general area in advance or obtain sufficient knowledge of the location.
• Consider travel time, distance from campus, accessibility, and foreseeable hazards.
• Schedule the trip to avoid conflicts with regularly scheduled University courses.
• Identify an alternative activity or assignment of equivalent academic value for students who cannot or choose not to participate because of the risks or other circumstances.
• Identify participants’ special needs and determine how those needs can reasonably be accommodated.

Safety Information and Training

• Provide written information and training regarding the materials, equipment, and activities used during the trip.
• Explain reasonably foreseeable hazards, such as crime, strenuous physical activity, falling hazards, dangerous animals, poisonous plants, and similar risks.
• Inform participants in writing of required or recommended personal protective equipment and supplies, such as hard hats, safety glasses, long sleeves, long pants, boots, sunscreen, sunglasses, hats, insect repellent, and water.
• Provide written information regarding applicable codes of conduct, including rules concerning alcohol, drugs, fraternization, and other prohibited conduct.
• Explain the consequences of noncompliance and take appropriate action when violations occur.
• Consider maintaining current American Red Cross or equivalent First Aid and CPR certification.
• Bring a first aid kit appropriate for the activity and confirm that it has been inspected and restocked.

Emergency Preparedness

• Prepare and provide written emergency response procedures.
• Maintain emergency contact information for each participant.
• Complete and retain the Academic Field Trip Participants List
  • Provide a copy to the Sponsoring Department before the trip.

Transportation

• Charter Buses or Vans: Contract must be review & processed by the Purchasing & Contract Administration. 
• Private Vehicles and/or Carpooling

Release of Liability 

• Preparing the CSU Waiver of Liability.
• Ensuring that every required participant signs and submits the CSU Waiver of Liability before participating.
• Attaching the itinerary to the waiver, if an itinerary has been prepared

If a student(s) leaves before the scheduled end of the trip, the student(s) must complete a Sign-Out Agreement. This documentation helps protect both the faculty or staff leader and the University.

****Submit all forms to the Sponsoring Department Administration

Participants are responsible for:

• Reviewing and following all safety instructions, training, and codes of conduct.
• Providing accurate emergency contact and accommodation information.
• Bringing and using all required or recommended personal protective equipment and supplies.
• Following the directions of the Field Trip Leader.
• Private Vehicles and/or Carpooling: follow Driving on University Business procedure
• Signing and submitting the CSU Waiver of Liability before participating, unless they are employees acting within the course and scope of their employment.

The department sponsoring the field trip is responsible for:

• Confirming that the field trip is approved and connected to the academic or University program.
• Ensuring that the Field Trip Leader has completed the required planning and safety measures.
• Ensuring that every required participant signs and submits the CSU Waiver of Liability before participating.
• Maintaining all field trip records for three years.