Academic Field Trips And Driver Guidelines

Field Trip Guidelines for Authorized Participants and Drivers

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, or service-learning placements, all of which are governed under separate policy. 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 ADA issues and reasonable accommodations.
  • All field trips shall be listed in the course syllabi. Field trips planned after syllabi publication require notification and Department Chair approval. In addition the department chair should be notified of trip details at least 48 hours in advance. 
  • Exceptions to and/or make-up participation will be decided by Academic Department.  
  • Students must be provided with an instructional agenda, health and safety information, emergency procedures, and the student code of conduct, prior to the field trip.

 Pre-Field trip Requirements

  • Site visit with written evaluations
  • Site visit may be waived only if campus is able to document sufficient knowledge of site. This can be accomplished by online review, published materials or personal contact
  • Evaluations retained by department and available for review.
  1. The only authorized participants in a CSUEB field trip are
    • Faculty
    • Staff
    • Approved Volunteer Employees*
    • Enrolled Students
    • Enrolled Extension Students
    *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. In no case should spouses, relatives, friends, or any non-CSUEB students be permitted on any CSUEB activity.
  3. Participants must complete and sign the Student Travel Informed Consent Form (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.
  4. Faculty need to identify any risks or dangers that might be involved in the field trip, such as any strenuous physical activities, physical hazards, dangerous animals, poisonous plants, local area crime, etc., and notify participants in advance.
  5. Faculty should provide information on expected environmental conditions, such as weather, any special clothing required whether to bring sunscreen or rain gear.
  6. 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.
  7. Training in the use of necessary safety equipment must be provided to participants prior to departure.
  8. Possession and use of drugs or alcohol are prohibited.
  9. Faculty should take roll at the start of the field trip and at various times during the field trip.

Getting to and from the field trip destination needs to be carefully considered and monitored by the faculty member planning the field trip. Participants in transit are not automatically covered by University insurance.

  • The field trip should begin and end at the destination, 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.

 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:

  • Internal Auditor 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 Executive Order 1031  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) 885-3833
  • 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)