October 31, 2024
University Policy FN20 states: "Each college and/or campus location should have a procedure for faculty to notify their respective department or campus of field trips in advance." The College of Agricultural Sciences delegates this responsibility to the units that are administering programs that may involve student field trips.
College employees who are leading/supervising academic field trips associated with a credit-bearing course are expected to follow FN20 guidelines. Each trip must be approved at the appropriate level, a university employee must be "in charge" of the activity and must be acting within the scope of their employment.
It is recommended that for field trips that extend multiple days another adult/individual "employed or enrolled" in the unit accompany the class, in case of emergency. Graduate students are not considered university employees, thus they cannot be the primary individuals in charge of the trip, however, if appropriate, they can act as additional chaperones. Undergraduate students cannot be in this position.
It is recommended that the unit collects and maintains the following information for each trip:
- The name of the event
- Dates and itinerary (including lodging and flight information) of the trip
- Full contact information for all CoAS personnel in chaperoning the event
- Full contact information (including emergency communication) for all participating students
- A designation of a contact person who remains on campus and has access to all trip information
