What is a Carleton University Field Trip?
A field trip is an off-campus educational/instructional experience provided by Carleton University faculty/staff to their students which normally involves travel for the group. A trip to an art museum for art students could be considered a Carleton University field trip, but a social gathering or trip without educational purpose would not normally be considered a field trip ( For social events the Manager, Risk and Insurance should be contacted to review risk management techniques for these events).
Planning the Trip
There are a number of steps you may need to consider in planning your field trip:
- Identify any special requirements for participation on the trip — special skills, fitness, certification — as well as any hazards or dangers on the trip or at the site that might affect the health and safety of the participants.
- Obtain departmental approval from Chair or Department Head (The ‘Field Trip Planning and Approval Form’ can be found on the Forms page under ‘Risk and Insurance Forms’). Records should be kept in the Department with signed Waivers or Informed Consents for three years.
- Ask students to advise you of any special disabilities, problems or needs that may need to be accommodated.
- Obtain signed Informed Consent forms if the field trip is a compulsory part of the course or a Waiver and Informed Consent if the field trip is optional to the student (See section 8 Waivers and Informed Consents). These forms should be retained in the department files for a period of 3 years.
- List of Participants should be submitted along with the Waivers and/or Informed Consents to the Departmental Administrator. A copy of the List of Participants and the Field Trip Planning and Approval Record should be kept by the trip leader for reference during the trip.
- Consider special clothing or equipment that may be needed because of weather or other conditions.
- Determine transportation needs – reservation of vehicles, drivers, need for site supervision (review section on University Transportation).
- Plan for emergencies – theft, illness, vehicle emergency, weather delays, student misconduct or threats to the safety of others.
For more information, please refer to the Risk Management Manual.