Field Trip Policy

Introduction

Off-campus field trips provide valuable experiences and are an integral part of the University’s educational activities. The University encourages such experiences when appropriate. On all field trips, the safety and well-being of participants must be a primary concern.

Definitions

The term field trip refers to a journey away from The University of West Alabama campus that involves more than one person and is organized and/or sponsored by a University unit, faculty member, or other authorized personnel. The purposes of the journey must be related to the objectives of an approved activity or program of the University. "Field trip" specifically excludes all sports-related travel by athletic teams and University personnel. Also, occasions when a class convenes at an alternative location, such as is the case with clinicals, internships, and student teaching, are not considered as field trips. The University assumes no liability for travel related to such occasions. The term trip director refers to the faculty member or the University employee who is in charge of the field trip. 

Policies

1. University Responsibility
   The University acknowledges its obligation to ensure compliance with all applicable federal and state statues and all applicable University regulations including, but not limited to, the Handbook for Faculty and Professional Staff and The University of West Alabama student handbook, Tiger Paw. The trip director is responsible for enforcing compliance with University policies by those participating in any field trip. A signed release form is required of all field trip participants (See "B" below). Only a duly licensed University employee of majority age who has been recommended by the trip director and approved by the Director of the Physical Plant may operate any State-owned vehicle for the purpose of transporting field trip participants. Drivers must operate vehicles in accordance with all policies as stated on the Request and Authorization for Use of State Motor Pool Vehicle form. Furthermore, drivers of State-owned vehicles should be informed that they should carry a supplementary liability insurance policy since the State of Alabama assumes no liability for injuries to persons or property.

2. Release Form
   Prior to the field trip, each participant of majority age must sign a release form. Minors must obtain the signature of a parent or guardian. Prior to departure, the form must be filed in the office of the department sponsoring the trip. Separate release forms are not required for each trip that an individual takes if an accurately completed form is on file. The head of each department or operating unit that sponsors field trips is responsible for maintaining files of completed forms. The filing of such forms may be a stipulated condition of registration for courses in which field trips are frequently taken.

3. Medical Insurance Information
   The field trip director may elect to gather information on medical insurance coverage and a contact person in case of an emergency for each participant prior to the field trip. This information can be provided along with the release form.

4. Departmental Responsibility
   The field trip director is responsible for securing approval of both the department chair and the dean and for notifying the dean of the field trip.  The director of the field trip is also responsible for making transportation arrangements and securing release forms from all participants. If State vehicles are used and if special permission for drivers is required, arrangements must be approved by the department chair and dean and confirmed well ahead of time by the Motor Pool Clerk in the Physical Plant.