Academic Field Trips & Off-Campus Activities

Guidelines for Off-Campus Activities -- Field Trips & Off-Campus Activities

CSU Executive Order 1069 charges each campus with developing specific policies for controlling risk and for "...conducting CSU programs and activities in a manner that does not impose unreasonable risk of loss or injury." The executive order includes guidelines for managing risk in field trips. The University Risk Management office has prepared this guide to present and expand upon those guidelines.

While there are features common to most field trips, many trips are unique in destination, activity, travel arrangements, and timing. Please contact Risk Management if you need assistance meeting the risk management requirements prescribed by the Executive Order. The following is from the California State University Risk Management Policy.

Risk Management Guidelines
Off-Campus Activities--Field Trips (Local and Out-of-State)

All students participating in a University sponsored field trip must sign a waiver of liability form. Please refer to the “Request a Field Trip or Off Campus Activity Waiver of Liability Form” link on the Risk Management website.

For the field trip participant roster, prepare a listing with student/participant names and campus id numbers, label the top with the outing name and date(s) and the department name and the instructor's or trip leader’s name and contact number. Prior to departure ensure that the list reflects the names of those participating in the outing. Provide the list to Risk Management prior to departure. A copy of the roster should also be left with the department sponsoring the trip.

Select the area where the class is to be held. The faculty or instructor should visit the general area prior to the field study course or demonstrate sufficient knowledge of the area.
Prepare a detailed day-to-day instructional agenda including health and safety instructions for all participants.
Plan and include in the itinerary all destinations and alternates if an emergency prevents entry into the original destination. Send a copy of the itinerary to campus Public Safety.
Plan for and accommodate students with special needs.
Provide training for any equipment to be used on the trip.
Review permissible conduct rules. Be sure to include the CSU policy regarding alcohol and chemical substances (i.e. No alcoholic beverages or chemical substances, except personal prescription medication, shall be transported in any state/university vehicle or personal private vehicle used in support of a university-sponsored activity).
Review emergency preparedness processes and the crisis response plan. Distribute a handout for students with emergency phone numbers and contacts.
Communicate codes of conduct for staff and students, addressing such issues as fraternizing, consuming alcohol, controlling activities, and conduct during "free time". Advise participants of the consequences of non-compliance and take appropriate action when aware that participants are in violation.
- Take a first-aid kit appropriate for the possible injury risks.
- Take a cell phone, but avoid using it while driving, even with a handsfree set.
- Train participants in the use of any equipment to be used on the trip.
- Identify participants with specialized training such as CPR, first aid, EMT, etc.
- Establish a contact in the area(s) to be visited (name and telephone number) in event of an emergency.
Students traveling near other California State University campuses should be aware that Executive Order 943 states,"students eligible for basic services at one CSU campus shall be eligible for basic services provided by other CSU campuses at no additional charge."

Foreign Travel - please consider the following:

All international travel involving students must be submitted to the Study Abroad Committee for review. Please visit the Study Abroad website at http://www.csuchico.edu/giis/sa/abroad.html for more information.

Review country specific information at The US Department of State International Travel website. Executive Order 998 states that international programs must not operate in countries where there is a U.S. State Department "Travel Warning" without the approval of the Chancellor.
Please review EO 998 which states all CSU study abroad programs must consider the health, safety, and security of students, staff, and faculty as a central feature of planning and operation and must require students to carry medical insurance that will be valid in the host country(ies). Foreign Travel Insurance can be secured through Risk Management. For details visit the CSU, Chico Insurance link on our website.
All employees travelling internationally on University Business are required to secure the foreign travel insurance available through California State University Risk Management Authority (CSURMA). Please contact Risk Management for any questions and to secure foreign travel insurance
For information regarding International Study and Study Abroad, please refer to the guidelines for International Programs.

Required versus Voluntary Field Trips

When planning your course, consider making the field trip a required activity. Required field trips minimize liability to the University - primarily through better planning -- and provide access to secondary accident coverage for the students through the Student Travel Accident Insurance held by the campus.

Required field trips must be included in your syllabus as a course requirement and having a brief description of the activity helps students decide if the activity is appropriate for them. Provide students with more specific information regarding required field trips at the beginning of the term.

Voluntary field trips offer no secondary insurance coverage to the students.

Advise Students of Risks

Discuss with your students the nature of the activities during the field trip, including any inherent hazards, strenuous activity, or unusual activity that might take place. Invite students to apprise you in advance of any special accommodations or medical conditions that may need to be addressed to help ensure a successful trip for them.

Students needing special accommodations or precautions typically know best what those should be and you will know best if you can oblige. However, if the accommodation or precaution is something you could do but wouldn't be comfortable doing - performing a medical procedure or the like - you're encouraged to contact the campus Disability Support Services office for advice.

Authorized Participants

Allow only CSU, Chico faculty, staff, volunteer employees, and students to participate in your field trip. The minimal protection that accrues to each of these participants is not afforded to family members or students from other institutions.

Field Trip Participant Roster

Print a Trip Roster just prior to departure to ensure the list accurately reflects which students are participating in the trip. Write the date of the trip, location, course and the faculty member's name & cell phone number ( if applicable) at the top of the roster. Submit the completed roster to Risk Management prior to departure. A copy of the roster should also be left with the department sponsoring the trip.

Consider the importance of this document if your group fell victim to a major natural or manmade disaster.

Travel Documentation

Contact Travel Services to complete the necessary paperwork required for your travel. Information on Travel Services can be found at http://www.csuchico.edu/ao/travel.

Refer to CSU Executive Order 1041 for Student Travel policies.

Transportation

Voluntary Field Trips: If University or commercial transportation has not been provided you need to advise the students that travel is done at their own risk. Make sure everyone knows the destination and stress the importance of not caravanning. For students transporting themselves the field trip would begin and end at the activity site. If it is necessary for an instructor to coordinate the transportation arrangements the "Required Field Trips" steps should be met.

Required Field Trips: If University or commercial transportation has not been provided each designated driver who will be transporting other field trip participants must be appointed as an approved volunteer employee (see below) and complete all requirements for driving on official state business, e.g. successful completion of Defensive Driver Training, completion of Authorization to Use Privately Owned Vehicles on State Business, Travel Request forms, etc. When transportation arrangements are made by the instructor the field trip should begin and end on campus.

Vehicle Drivers

The best option, when available, is to use a University bus and driver. Other University vehicles and privately owned vehicles may be used, but only CSU, Chico employees may be authorized to drive on University business. "University employees" are defined as those persons who have completed all prerequisites to CSU employment; faculty, staff, and student assistants and persons on volunteer status. The CSU Use of University and Private Vehicles Policies and Regulations require that University employees satisfactorily complete a CSU-approved defensive driver training course prior to being authorized to use a University or private vehicle on University business.

Volunteer Employees

Individuals who volunteer services to the CSU, whether on an ongoing basis or for a short-term event, are considered CSU volunteers. Departments receiving the benefits of the volunteer's services are required to complete the Volunteer Employee Form and have the volunteer sign it. Once completed, send an original, signed copy to Human Resources Office, Zip 010. A copy of appropriate license or certificate, if applicable, must be attached.

If a department designates a non-state employee (including students) to drive for a University sponsored event or field trip, the driver(s) must be made a volunteer employee and take the Defensive Driver Training Course offered on campus before they can drive. If the volunteer driver uses their personally owned vehicle, a DGS form 261 needs to be completed and retained by the department they are providing service for. Volunteer employees designated to drive for University sponsored events or field trips (or any state business) who use their personally owned vehicle should be made aware that their own, personal auto insurance is primary in the event of an accident.