Risk Management & Internal Control

Academic Field Trip Policy 

 

 

DEFINITION/PURPOSE

A field trip is 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 (such as at a geological or archaeological site), 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, independent study, internships, clinical placements (nursing, social work, CSD), or  service-learning/field work placements, all of which are governed by separate policies.

REQUIREMENTS

  • All field trips shall be listed in the course syllabi.
  • Field trips planned after syllabi publication require notification and discussion with Department Chair.
  • The Department chair should be given a site evaluation form at least 48 hours in advance. 
  • Exceptions to participation and/or make-up activities will be decided by Academic Department.  
  • Students must be provided with an instructional agenda, and the site evaluation form (which includes health and safety information, emergency procedures, and other relevant information pertaining to field trip destination) and the Student Code of Conduct,  prior to the field trip.
  • This information can be placed on BlackBoard

 Pre-Field trip Requirements

1.             Consider the following:

  • Adequate supervision for the number of students involved.
  • Any risks or dangers that might be involved in the field trip (strenuous physical activities, falling hazards, dangerous animals, poisonous plants, crime etc.) and what you will do about those risks.
  • Environmental conditions such as weather at the time of the trip.
  • Protocols and contacts for emergency situations.
  • Possible American with Disabilities Act (ADA) issues and reasonable accommodations.

2.             Site visit with completed site evaluation form

•               The site visit may be waived only if faculty member is able to document sufficient knowledge of site. This can be accomplished by online review, published materials or personal contact

  • Site evaluations must be retained by department and available for review

 PARTICIPANTS

1. Theonly authorized participants in a CSUEB field trip are

  • CSUEB Students enrolled in course
  • CSUEB Extension Students enrolled in course
  • Faculty
  • Staff
  • Approved Volunteer Employees*

  * Non-paid staff and student volunteers are appointed by the use of the CSU Volunteer Application Form which must be completed and processed in Human Resources, SA 2600

2. Participants must complete and sign the Student Travel Informed Consent Form (LINK RM 32) and provide the name and number of an emergency contact. This information should be kept on file in the Department office for one year, in addition to being carried by the faculty member in charge of the trip as well as the backup person.

3.  Any ADA issues must be considered, including reasonable accommodations or an alternative assignment or activity for those who cannot participate in the field trip, must be provided.

4. Training in the use of necessary safety equipment must be provided to participants prior to departure.

5. Possession and use of drugs or alcohol are prohibited.

6. Faculty should take roll at the start of the field trip and at various times during the field trip.

 TRANSPORTATION:   DRIVING & INSURANCE   

 

Participants in transit are not automatically covered by University insurance

  • The field trip should begin and end at the destination, (unless the faculty or staff member is renting a vehicle and providing transportation from the campus to the site) at set dates and times.
  • Faculty will not ask for volunteers to be carpool drivers.
  • Faculty or staff driving their own cars to the destination must have an Authorization to Use Privately Owned Vehicles on State Business (STD 261) on file with their manager/department.
  • Any faculty using his/her own vehicle should know that their own insurance is primary and that the University liability insurance is secondary.
  • Drivers must not have any DUI or reckless driving violations on their current MVR. If in doubt, regarding the acceptability of your MVR, consult Risk Management at least 90 days prior to trip.
  • Faculty or staff who drive must complete the mandatory defensive driving class at least once every four years. For more information on defensive driving,  at https://adhayweb13.csueastbay.edu/wsapps/masterynet

 In Case of a Vehicle Accident

  • Call 911 if immediate medical attention is needed for anyone involved in the accident.  
  • If any police authority or highway patrol is present, obtain a police report number if a report is completed. 
  • Report any accident immediately to Risk Management and field trip supervisor.  Complete and submit the Standard Form 270 (Vehicle Accident Report) to your supervisor and Risk Management.
  • Immediately report any bodily injury or significant property damage to the State Office of Risk and Insurance Management (ORIM) by telephone at (916) 322-0459 or by fax at (916) 322-6006.  Weekend voice mail messages can be left at (916) 322- 8967.

Additional Information:

  • Risk Management will administer regular reviews to monitor and document compliance with the field trip policy and update requirements as necessary at regular intervals.
  • Documents relating to the field trip must be retained in the sponsoring department. It is recommended that instructional agenda and completed liability waivers be retained together for one year after the conclusion of the quarter during which the field trip took place. For minors, the documents are to be retained for one year after the minor reaches the age of majority. Electronic copies of the documents are permissible. Refer to http://www.calstate.edu/eo/EO-1031.html  if necessary.

CAMPUS RESOURCES

Risk Management

Phone:     (510)885-3833

Fax:         (510) 885-4690

(Worker’s Compensation, Supervisor’s Injury Prevention Report)

Environmental Health & Safety

Phone:  (510) 885-4139

Fax:   (510) 885-4690

(Supervisor’s Injury Prevention Report, Accident Investigation, Safety Consultation)

University Police Department

Phone:     (510) 885-3791

Fax:         (510) 885-3594

(Emergencies, After Hours Assistance)

Human Resources

Phone:    (510) 885-3634

Fax:        (510) 885-2951

(Volunteer Registration) 

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