Academic Field Trips are defined as a university course-related, off-campus activity led by a faculty or staff member and designed to serve educational purposes. A field trip would include the gathering of data for research, museum visit, participation in a conference or competition, or visits to an event or place of interest. The duration of a field trip may be a class period or longer and could extend over multiple days. This definition does not apply to activities or placements in the context of a teacher preparation program, intercollegiate sports, or service-learning placements, all of are governed under separate policy.
International Field Trips take on liability in addition to that normally associated with domestic field trips. Documenting your discussions with students on the hazards of the trip is essential so, whenever possible, instructions to students should be put in writing. Currently, international travel has an approval and an insurance process. Employees traveling with students have additional field trip leader steps that must be completed before travel commences.
Guidance for International Field Trip Leaders
Most international field trips are part of the Education Abroad program. When preparing for international field trips that are not part of Education Abroad, Risk Management recommends the following to limit liability:
Foreign Travel Approval Request (FTAR)
Foreign travel with students are subject to a multi-level review and approval process, beginning with the department administrator. Be sure to submit the FTAR at least 45 days before departure. International travel involving students is reviewed by the Committee on International Affairs Education Abroad Subcommittee three times a year. This group includes college deans and representatives from Academic Affairs, Risk Management, and other relevant offices. All university-sponsored international travel requires final approval from the University President.
Register Travel
The program sponsor must upload travel itinerary, lodging information and an emergency plan. Individual travelers are also directed to provide personal and emergency information, as well as make their travel insurance payment when applicable.
Secure Insurance
All international travelers are required to obtain foreign travel insurance. Submit the complete traveler list to Risk Management at least 30 days before departure so Risk Management can forward insurance cards and Crisis 24 app information to travelers before departure.
Orientation
Program sponsors are required to conduct orientation with travelers before departure. Each traveler must receive destination-specific risk information that is kept on file according to University retention policies. CEGE has developed a Canvas Education Abroad Pre-Departure Orientation course that can be assigned. It includes specific information for several countries.
Waiver Release of Liability
Obtain a signed Waiver Release of Liability Promise Not to Sue form every traveler and retain all trip-related forms in accordance with the University’s records-retention requirements.
Orientation Tips for Trip Leaders
- Arrangements for any out-of-country visas, immunizations, etc.
- Discuss travel and packing tips, medical and health concerns, modes of transportation, hours of departure and return.
- Review background information pertaining to upcoming cultural differences that a student may experience while visiting foreign countries.
- Obtain waivers and health forms. Participants should file a waiver for medical treatment and a health questionnaire explaining any special medical problems or needs to the trip leader. All forms that are required for students to sign must be completed and collected at that time.
- 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.
Review the travel emergency plan submitted to the FTAIR. CEGE has an Emergency Procedure guide that contains applicable information for trip leaders and post-trip forms that must be submitted. A printed version of FTAIR and other relevant forms should accompany trip leaders traveling with the group.
- Conduct orientation briefings once the destination is reached which include information on health and safety, legal, environmental, political, cultural and religious conditions in the host country.
- 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.
- Review International Programs Policies and Procedures.
Preparing for Trip Risks
If traveling as part of the University’s Education Abroad program, please contact the Education Abroad office to learn more.
