Academic Field Trip Guidelines by maclaren1


									                                                  Office of Insurance and Risk Management

                                                   Academic Field Trip Guidelines

These guidelines are offered to supplement any existing College or Department procedures. To ensure the safety and
well being of all participants, the following guidelines are recommended.

    •   Create a complete itinerary, identifying such items as educational objectives, assignments, activities, dates,
        times, locations, transportation, etc.
    •   All field trips should begin and end on campus. This gives the field trip supervisor a much better chance to
        demonstrate that he/she has exercised reasonable precautions to protect the safety and well being of the field
        trip participants.
    •   All field trips should be designated as a mandatory course requirement. Student Travel Accident Insurance
        (under CSURMA), which can provide medical expense benefits to an injured student, is only in effect if the field
        trip is a mandatory course requirement.
    •   Consider providing adequate supervision for the number of students.
    •   Consider possible ADA issues and reasonable accommodations including alternate assignments for those
        students who are unable to participate.
    •   Advise students to bring sufficient personal prescription medications for the trip.
    •   Review environmental conditions such as weather at the time of the trip, special clothing and equipment, cell
        phones, first aid supplies, personal protective equipment, such as sun screen, rain gear, etc.
    •   Review and document any unusual risks or dangers that might be expected on the trip such as anticipated
        strenuous activities, dangerous animals, poisonous plants, local area crime potential, etc.
    •   Develop protocols and contacts for emergency situations.
    •   Review control measures, CSUN’s “no drug and alcohol” rules, after-hours activities and overnight sleeping
        arrangements at the site.
    •   Provide necessary training if safety equipment will be used.
    •   All field trip participants must complete and submit the Academic Field Trip Waiver of Liability prior to
        participation and it should be retained in the academic department office for at least two years.
    •   An Academic Field Trip Participants List of all persons participating in the field trip including emergency contact
        information must be retained in the academic department office in the event of an accident or emergency and a
        copy taken along on the trip.
    •   Assure that students understand the transportation arrangements and that all designated vehicle drivers must
        be authorized by the University utilizing the appropriate form. These forms are submitted to the Department
        Chair for approval prior to driving.

Once authorized, staff or faculty driving on a field trip or carrying out any State business must possess:

    •   A valid California drivers license
    •   A current Defensive Driver Training certificate
    •   A good driving record (DMV pull notice)
    •   If driving a private vehicle, a completed Authorization to Use Privately Owned Vehicles on State Business form
        STD 261 is to be submitted.

Please note that personal liability insurance is primary coverage when driving a privately owned vehicle. No alcoholic
beverages or controlled substances shall be transported in a State or private vehicle (on State business) at ANY TIME.
Guests are not allowed on academic field trips without the expressed consent of the Department Chair.

For further information regarding State or private vehicle use, authorized drivers, and related information, please refer
to the Office of Insurance and Risk Management (ORIM) web pages or The CSU website on the “Use of University and
Private Vehicles Policy Guidelines”.
                                     Medical Coverage for Accident/Injury

   Student Participant’s: In the event of an accident injury during a field trip, the student’s personal health care plan
       provides for primary medical coverage payment. If the student’s health care benefits become exhausted, the
       CSU Student Travel Accident Insurance helps pay for additional related injury expenses up to the maximum
       benefit. Enrolled students without a private health plan may seek basic medical attention from the campus
       Student Health Center.

       Please note that the CSU Student Travel Insurance policy covers accident injury only. The policy DOES NOT provide coverage for
       any illness or disease unless an accident is the direct cause of the illness. All students are encouraged to purchase personal Accident and
       Health Insurance from the California State University, Student Health Insurance Program (CSUSHI), available on line at

   Employee Participant’s: If you are an employee with California State University, Northridge participating in a field
      trip (i.e. staff, faculty, student working on a field trip as an student assistant, college work study student, or
      approved student volunteer*, etc.) you may be eligible for Workers’ Compensation benefits that may assist to
      pay for medical expenses related to your injury accident. Contact the Human Resource Representative at
      California State University, Northridge for further information.

   Non-Employee and Non-Student Participants: The participation of non-employee or non-student individuals on an
      academic field trip is strongly discouraged because of increased liability.

   *Non-academic staff and student volunteers are appointed by the use of the CSUN Volunteer identification Form (OHRS20-64) that
   is completed and returned to the Human Resources Department, University Hall, Room 165.

The Risk Management information and forms in the Risk Management website dealing with Academic Field Trips can be
accessed from the following outline:

   Forms for Planning the Academic Field Trip:

   Academic Field Trip Guidelines (current document)
   Academic Field Trip Leader’s Pre and Post Checklist
   Academic Field Trip Transportation Checklist
   International Academic Field Trip Travel

   Required Participant Forms:

   Academic Field Trip Waiver (Informed Consent)
   Academic Field Trip Participant’s List

   Academic Field Trip Transportation Forms:

   Academic Field Trip Transportation Checklist
   Field Trip Driving Requirements
   Student Authorization to Operate Privately Owned Vehicle
   Student Air Travel Voluntary Participation Notice
   Student Air Travel Informed Consent Statement
   Student Travel Accident Insurance Policy

The following is an abbreviated checklist for Faculty preparing for a University approved field trip. It is intended to
assure the minimum necessary requirements are addressed.

Initial Steps:

    •   Review Field Trip Guidelines
    •   Collect signed Academic Field Trip Waiver of Liability forms from each student who plans to participate
    •   Fill out the Academic Field Trip Participant List. Each student is to list her/his emergency contact person’s name
        and phone number. Take a copy on the trip in case of an emergency. The original should be left with the
        department secretary.
    •   Collect Authorization to Use Privately Owned Vehicles on State Business (STD 261) documents for all drivers of
        personal cars (if applicable).

The Day of the Trip:

    •   Review Accident Reporting Procedures with the group.
    •   Review dangers that may be encountered during the field trip.
    •   Assure all documentation is complete.

Documents to Take:

    •   Copy of Academic Field Trip Participant List.
    •   Copy of Student Authorization to Operate Privately Owned Vehicle forms
    •   Copy of bus charter contract, if applicable.
    •   Auto accident reporting procedures “What to do in case of an Accident”.
    •   Vehicle Accident Reporting Packet (in State vehicle’s glove box)


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