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Definitions

A. “Field Trip” means an educational off-campus excursion that is part of a credit-bearing or noncredit course and is indicated in the course notes and/or on the course syllabus. Field trips may be organized (i.e., specific time, place, and travel) or informal (i.e., specific place but flexible time or travel). Field trips do not include, for instance, internships, study abroad, and service learning assignments for individual students, on- campus activities, or trips organized by co-curricular groups.

B. “Field Trip Participants” means �鶹��Ƶ faculty, staff, and students enrolled in the course. Other �鶹��Ƶ faculty, staff, and students may participate with the permission of the trip director, but the do so at their own risk and also subject to the procedures below.

C. “Students” means part-time or full-time students enrolled at �鶹��Ƶ.

D. “Trip Director” means the College employee designated to be in charge of a field trip.

Field Trip General Responsibilities

1. The trip director must take reasonable steps to ensure compliance with this and other College policy and procedures, including the submission of any necessary forms, will planning, preparing for, and conducting a field trip.
2. All participants are responsible for their conduct while on the field trip.
3. No alcoholic beverages shall be transported or consumed in any vehicle (private, rented, or leased) at any time or consumed during the course of the field trip.
4. No narcotics, illegal drugs, or other controlled substances may be in the possession of, or used by, any person engaged in the field trip absent a valid medical prescription.
5. Under extenuating circumstances, the College may decide that it is not in the student’s or the College’s best interest for the student to participate in a field trip. Under those circumstances, the student will be given an opportunity to complete an alternative activity.

Instructor Responsibilities

Instructors wishing to conduct a field trip must follow these steps:

1. Obtain Approval from the Appropriate Dean or Vice President

Typically, all field trips that are a course requirement and/or will require the use of departmental funds must be approved by the appropriate instructional dean or vice president prior to the start of the term in which the field trip is scheduled. Field trips that are not part of a course requirement must be approved by the appropriate instructional dean or vice president at least five (5) working days prior to the field trip. Exceptions will be granted in rare and unusual circumstances.

For overnight travel, out-of-state travel, or other special action, a Travel Authorization Form must be submitted along with the Request for Field Trip Form.

1. Provide Notice to Students

All field trips must be clearly identified as such:

a) in the course notes b) on the course syllabus with general information about date, time, locations, means of transportation, and any fees for which the student is responsible.

If an unforeseen field trip opportunity arises later in the term, as soon as possible the faculty member should discuss it with the class. In that case, such a trip is voluntary and cannot be a course requirement.

1. Provide Accommodations

a) Field trips must reasonably accommodate students with disabilities. Faculty members are encouraged to consult with students requiring accommodations. In the event that Accessibility Support Services determines that a reasonable accommodation is not feasible, students must be given the opportunity to complete an alternative activity. b) Students who cannot participate in field trips due to financial hardship, work, family, or religious obligations should be given an opportunity to complete and alternative activity.

1. Submit Trip Details

The trip director must submit trip details to the appropriate instructional dean or vice president at least ten (10) working days before the trip. Trip details include, but may not be limited to:

a) The course name b) The names of the trip director and any other College employees on the trip c) The day and time of the trip d) The cost and method of funding the trip, if applicable e) The method of transportation f) A roster of the names of all participating students

1. Provide Notice of Absence

Upon request, the instructor will provide students with a notice of absence. This notification implies excused absence from other classes granting the student the privilege of making up missed work.

1. Obtain Liability Waivers

The trip director must: a) provide all participants with a general liability waiver that must be completed prior to the trip b) collect and submit all liability waivers to the appropriate instructional dean or vice president prior to the trip

Student Responsibilities

1. Notify Trip Director of Accommodation Needs

a) Student must notify the instructor in advance of the field trip of any documented disability on file with Accessibility Support Services. In the event that Accessibility Support Services determines that a reasonable accommodation is not feasible, the student will be given an opportunity to complete an alternative activity. b) Students who cannot participate in field trips due to financial hardship, work, family, or religious obligations should discuss the matter with the instructor. Students may be given the opportunity to complete an alternative activity.

1. Complete and Submit Required Forms

Students are expected to complete and submit any required forms prior to participating in a field trip.

1. Request Notice of Absence

If a field trip will cause a student to miss a class, the student must request that the instructor provide the student with documentation that the student can show to other instructors. Students with proper documentation of an approved field trip have the opportunity to make up any missed work.

1. Comply with Field Trip Details

a) Field trips typically begin and end on campus. Some regional field trips may begin or end in designated commuter areas. Students are strongly discouraged from joining or leaving the field trip at any other time. b) Any fees associated with the field trip not covered by the College are the responsibility of the student.

1. Abide by the Code of Student Conduct

Students participating in a field trip are expected to conform to the Code of Student Conduct.

Transportation and Use of Vehicles

1. The College has a limited number of College-owned vehicles available for field trips.
2. Students may drive themselves to and from the designated field trip area when appropriate. Students using their own vehicles do so at their own risk and assume liability.
3. If none of the above transportation options are available, an employee may use their own personal vehicle under the following circumstances:

a) The field trip has been properly approved. b) The driver attests that their personal vehicle is safe and that they have automobile liability insurance coverage; and c) The employee submits an expense report.

In the case of an accident, the driver’s personal automobile liability insurance will respond first to any claim. The owner is responsible for any deductible amounts under their personal policy for damages to their vehicle.

1. Drivers of College owned, rented, or leased vehicles must comply with the College Vehicles policy.
2. Any traffic or parking violations are the sole responsibility of the operator of the vehicle.

Reporting Accidents

In the event of an accident, regardless of the means of transportation used on the field trip, the trip director will submit a detailed report within 24 hours of the accident with details of the circumstances, for insurance purposes, to the Vice President of Finance and Administration.

Sanctions

1. Violations of the Field Trips policy and procedures may be the basis for appropriate sanctions, including disciplinary action under applicable provision of the College’s policies and procedures, Code of Student Conduct or collective bargaining agreements.
2. While engaged in the field trip, the trip director may enforce the provisions of this policy and procedure by withdrawal or limitation of privileges, or by excluding the person(s) from further participation and arranging to return the offender to the campus or convey the offender to the nearest point of public transportation for return to campus. The cost of such return transportation is a proper charge against College funds, but the College reserves the right to obtain reimbursement from the offender.

FIELD TRIP REQUEST FORM

(Must be submitted in duplicate to the appropriate instructional dean at least TWO weeks prior to the proposed trip)

PLEASE PRINT ALL INFORMATION

Date Submitted:

Date/Time of Field Trip:

Instructor:

Course:

Type of Field Trip and Purpose

Place

Contact at Site: Phone:

Type of Transportation: Projected Cost:

A TRAVEL AUTHORIZATION MUST ACCOMPANY THIS REQUEST

Students Attending (Name or Course and Section #)

Student Release forms are on file with appropriate Department Head ____YES ___ NO

Faculty/Staff Members Attending:

Signature of Approval of Dean: Date: Signature of Approval of VP: Date:

Copy Distribution: 1 copy on file with Dean or VP of Academics

1 copy sent to the Registrar for Curriculum Reporting

On the day of field trip, please post this request form on door

�鶹��Ƶ Student Release Form

Field Trips and Activities

Important: Please Read

Your signature on this document releases �鶹��Ƶ from legal responsibilities should an accident or injury occur on, or during, school related for sponsored field trips or activities. The student assumes full responsibility for himself/herself and his/her actions.

Student under 18 years of age must have a parent’s signature.

Printed Name of Student Age

RELEASE

I, the undersigned student or parent (if student is under 18 years of age) hereby release and forever discharge �鶹��Ƶ and all of the members of said organization, and all agents, representatives and employees of said organization and their successors from all claims and demands whatsoever which I, my heirs, executors and administrators, have or may have against the said organization or it successors or against said members, agents, representatives or employees, by reason or any injuries arising out of my student activities, field trips, road trips, or any other activities directly or indirectly involving the said organization and my consequences resulting directly or indirectly therefrom.

This the __________ day of _______________________, 20_____.

Student’s Signature Parent’s Signature (if applicable)