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.
International travel for employees must be submitted through the Concur process and approved by the President’s Office. If an employee is taking students on international travel, student information must be included in the Concur submission.
All CSU students, faculty, and staff traveling internationally on university business must obtain Foreign Travel Insurance through CSU’s recognized carrier. Insurance coverage for international field trips cannot exceed 364 days. Risk Management's signature at the end of the Concur process verifies insurance has been bound for the listed international travelors.
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:
- Initiate foreign travel approval process through FTAR registration portal.
- Review the completed example provided before filling out your template. Reach out to relevant campus partners for clarification.
- Complete the Emergency Plan pre-trip form, submissions without this information will not be processed.
- Submit the FTAR form to CEGE to initiate the Adobe Sign process.
5. Assign all trip members orientation. CEGE has developed a Canvas course where the following information is covered:
- 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 your international field trip
6. Provide trip-specific information that includes risks for the trip and introduce support for safe travel.
If traveling as part of the University’s Education Abroad program, please contact the Education Abroad office to learn more.
