Academic Field Trips

The faculty or staff member designated to lead the field trip (“Field Trip Leader”) shall serve as the University’s on-site representative and shall be responsible for implementing these requirements and managing foreseeable risks associated with the activity.

• All academic field trips shall be listed in the course syllabi.
• The Field Trip Leader shall identify the location where field trip activities will be conducted and shall possess, through a site visit or equivalent means, sufficient knowledge of site conditions relevant to participant safety, Pre-Trip Site Evaluation.
• The Field Trip Leader shall consider travel time and distance from campus and shall schedule the field trip to avoid conflicts with other regularly scheduled University courses.
• The Field Trip Leader shall provide an alternative activity or assignment of equivalent value for students who do not participate in the field trip.
• The Field Trip Leader shall identify participant accessibility and accommodation needs and shall coordinate appropriate arrangements in advance of the field trip.
• The Field Trip Leader shall provide written instructions and training regarding the materials, equipment, and activities to be used during the field trip.
• The Field Trip Leader shall provide written information and training regarding reasonably foreseeable hazards associated with the field trip, which may include crime, strenuous physical activity, fall hazards, dangerous animals, and poisonous plants.
• The Field Trip Leader shall maintain a first aid kit appropriate to the activity and shall ensure that the kit is inspected and restocked, as needed, prior to departure.
• When appropriate for the activity, the Field Trip Leader shall maintain American Red Cross (or equivalent) CPR and first aid certification.
• The Field Trip Leader shall provide written notice of required and recommended personal protective equipment (PPE) and supplies necessary for safe participation. Examples include hard hats, safety glasses, long sleeves, long pants, boots, sunscreen, sunglasses, hats, insect repellent, and sufficient water.
• The Field Trip Leader shall provide written standards of conduct applicable to the field trip, including prohibitions and expectations related to fraternizing, drugs, and alcohol, and shall communicate the consequences of noncompliance. The Field Trip Leader shall take appropriate action in response to identified violations.
• Before departure, the Field Trip Leader shall complete the Academic Field Trip Participants List and submit it to the department administrator. The Field Trip Leader shall maintain written emergency response procedures and participant emergency contact names and telephone numbers with the Participants List during the field trip.
• The Field Trip Leader shall ensure that students complete and sign the CSU Release of Liability (CSU General Waiver).
• Comply with the Authorization to Drive on University Business process
• Take roll at the beginning and end of the field trip. Students leaving during the field trip should sign out on the Field Activities Sign Out Release Agreement; attach the agreement to the Travel Request.
• For International field trips, comply with the International Travel Approval Process.
• Arrange all chartered air or bus travel through Contracts and Procurement.

Responsibilities of the Department

• Evaluate risk using the completed Pre-Trip Evaluation Worksheet.
• Ensure leader compliance with this field trip policy.
• Retain all required documents for three years after the end of the academic year in which the field trip takes place. Electronic copies are permissible.

The faculty or staff member designated to lead the field trip (“Field Trip Leader”) shall serve as the University’s on-site representative and shall be responsible for implementing these requirements and managing foreseeable risks associated with the activity.

• All academic field trips shall be listed in the course syllabi.
• The Field Trip Leader shall identify the location where field trip activities will be conducted and shall possess, through a site visit or equivalent means, sufficient knowledge of site conditions relevant to participant safety, Pre-Trip Site Evaluation.
• The Field Trip Leader shall consider travel time and distance from campus and shall schedule the field trip to avoid conflicts with other regularly scheduled University courses.
• The Field Trip Leader shall provide an alternative activity or assignment of equivalent value for students who do not participate in the field trip.
• The Field Trip Leader shall identify participant accessibility and accommodation needs and shall coordinate appropriate arrangements in advance of the field trip.
• The Field Trip Leader shall provide written instructions and training regarding the materials, equipment, and activities to be used during the field trip.
• The Field Trip Leader shall provide written information and training regarding reasonably foreseeable hazards associated with the field trip, which may include crime, strenuous physical activity, fall hazards, dangerous animals, and poisonous plants.
• The Field Trip Leader shall maintain a first aid kit appropriate to the activity and shall ensure that the kit is inspected and restocked, as needed, prior to departure.
• When appropriate for the activity, the Field Trip Leader shall maintain American Red Cross (or equivalent) CPR and first aid certification.
• The Field Trip Leader shall provide written notice of required and recommended personal protective equipment (PPE) and supplies necessary for safe participation. Examples include hard hats, safety glasses, long sleeves, long pants, boots, sunscreen, sunglasses, hats, insect repellent, and sufficient water.
• The Field Trip Leader shall provide written standards of conduct applicable to the field trip, including prohibitions and expectations related to fraternizing, drugs, and alcohol, and shall communicate the consequences of noncompliance. The Field Trip Leader shall take appropriate action in response to identified violations.
• Before departure, the Field Trip Leader shall complete the Academic Field Trip Participants List and submit it to the department administrator. The Field Trip Leader shall maintain written emergency response procedures and participant emergency contact names and telephone numbers with the Participants List during the field trip.
• The Field Trip Leader shall ensure that students complete and sign the CSU Release of Liability (CSU General Waiver).
• Comply with the Authorization to Drive on University Business process
• Take roll at the beginning and end of the field trip. Students leaving during the field trip should sign out on the Field Activities Sign Out Release Agreement; attach the agreement to the Travel Request.
• For International field trips, comply with the International Travel Approval Process.
• Arrange all chartered air or bus travel through Contracts and Procurement.

Overview

Academic field trips are an important part of university teaching and learning. They provide valuable educational experiences for undergraduate and graduate students, but they also involve safety, supervision, and liability considerations. Faculty who lead field trips are responsible for planning them carefully, assessing risks, and taking appropriate steps to protect students and the University.

CSU policies that guide academic field trips include:

• Executive Order 1062 – Field Trip Policy and Procedures
• Executive Order 1041 – Student Travel

The purpose of these requirements is to support educational opportunities while reducing avoidable risk.

Faculty Responsibilities

Faculty members leading academic field trips are responsible for:

• Planning and supervising the trip
• Assessing risks associated with the site, activities, and transportation
• Preparing emergency procedures and risk mitigation measures
• Coordinating with campus Risk Management before the trip, when appropriate

Transportation presents the greatest liability exposure and requires particular attention.

Required Planning and Documentation

Depending on the nature of the trip, faculty may need to complete or collect the following:

• Field Trip Leader/Administrator Checklist
• International Field Trip Checklist, if applicable
• Release of Liability / Informed Consent Waiver
• Participant List
• Pre-Trip Site Evaluation
• Field Activities Sign-Out Agreement
• Transportation-related approvals
• Authorization to drive on University business documentation

Faculty should review all required forms well in advance of departure.

Frequently Asked Questions

Why are academic field trips addressed on the Risk Management website?

Academic field trips are university-sponsored activities that take place off campus and may involve transportation, environmental hazards, or other safety concerns. Because these activities create potential liability for the institution, they are covered by Risk Management guidance and CSU policy.

What are the requirements for students who volunteer to drive?

Students who volunteer to drive must complete the required approval process for operating a privately owned vehicle on University business. Faculty should not assume that a student may drive without completing this process.

Must all field trips begin and end on campus?

This is a guideline exists because trips that begin and end on campus are more clearly recognized under CSU Student Travel Accident Insurance.

Do students need to sign waivers for off-campus class assignments that are not field trips?

No. Waivers are not required for ordinary class assignments completed off campus, such as visiting a museum, school, or community agency as part of coursework.

However, the University does not provide liability coverage for students completing these assignments independently. Faculty should carefully consider the safety of assignment sites and encourage students to use sound personal safety practices.

What liability issues are associated with academic field trips?

Academic field trips may create institutional liability when injury, accident, or negligence occurs during a University-sponsored activity. Common areas of concern include:

• Injury to students, faculty, or staff
• Transportation-related accidents
• Inadequate planning or supervision
• Unsafe or high-risk locations
• International travel complications

CSU policy emphasizes that the University should not expose participants to unreasonable risk.

How can faculty reduce liability risk?

Faculty can reduce risk by following several core practices:

Plan thoroughly
Conduct site assessments, prepare itineraries, and document all key arrangements.

Use required forms
Collect waivers, participant lists, and other required documentation.

Manage transportation carefully
Avoid informal carpool arrangements when possible. Use approved drivers, authorized vehicles, or vetted transportation vendors.

Communicate expectations clearly
Provide participants with safety instructions, conduct expectations, and any necessary preparation before departure.

Prepare for emergencies
Maintain emergency contacts, health-related information where appropriate, and contingency plans.

Supervise appropriately
Ensure adequate oversight throughout the trip and limit participation to authorized individuals.

Confirm insurance requirements
Follow CSU requirements related to student travel, employee travel, and international travel coverage.

Effective field trip risk management depends on three core practices:

Plan ahead. Communicate clearly. Document everything.

Faculty should review the Academic Field Trip Risk Management guidance and complete the appropriate leadership checklists before travel.

International academic field trips carry additional risk and liability. The faculty lead provides participants with written expectations and safety guidance and documents pre-trip briefings.

Required before departure (complete before travel):

• Faculty lead holds at least one required pre-departure orientation meeting and documents attendance.
• All travelers secure International Travel Insurance via the myCSUNglobe application process.
• Faculty lead distributes written expectations, including the trip code of conduct and emergency communication plan.

Pre-Departure Orientation (Required)

Hold at least one required pre-departure orientation meeting (recommended no later than 2 weeks before departure) that covers the following:

• Travel readiness: visas, required immunizations, and other entry requirements.
• Logistics: packing guidance, health considerations, transportation, departure times, and return plans.
• Cultural context: expected cultural differences and local norms.
• Administrative requirement: all participants must submit a travel application in MyCSUNglobe.
• Medication: carry an adequate supply for the full trip and supporting physician documentation; plan for replacement if medication is lost.
• Emergency readiness: Faculty lead reviews emergency preparedness processes and the crisis response plan with participants.
• Health and safety: Faculty lead provides current health guidance (e.g., preventive measures and known outbreaks—see the World Health Organization). Faculty lead reviews emergency medical assistance, emergency evacuation, and repatriation procedures and discusses medical insurance options for foreign travel.
• Supplies and services: identify health and safety products or services that may not be available at overseas locations.
• Destination briefing (required on arrival): cover health and safety, legal, environmental, political, cultural, and religious conditions in the host country (see current host country travel advisory).

Policies and Documentation

Code of conduct (employees and students):

• Communicate expectations related to alcohol and drug use, fraternizing, supervision/control of activities, and conduct during “free time.”
• Explain consequences for non-compliance and document that participants received the information.
• Take appropriate action when you become aware of violations.
• Take appropriate action when you become aware of violations.

Policies: Faculty lead reviews International Programs policies and procedures and shares any participant-facing requirements before departure.

Documentation to retain: orientation agenda, attendance/acknowledgement record (including code of conduct), emergency contacts list, and a copy of the emergency communication plan shared with participants.

University Field Activities Sign Out Agreement