University Sponsored Trip Policy
Trips for educational purposes (“field trips”), sport competitions, and other student activities are an important component of the experiential learning that is advocated at the University of Saint Francis.
In order to promote the success and safety of all personnel involved in domestic or international University Sponsored Trips, the University of Saint Francis has established this policy for University Sponsored Trips.
“University Sponsored Trips” is a broad term used to define any trip that is sponsored by the University of Saint Francis for the purpose of education, whether it be part of a credit bearing academic course, (Academic Field Trip), or not. University Sponsored Trips also means any trip that is taken for the purpose of intercollegiate athletic competition, (Athletic Trip), or any trip that is taken for any other student activity that may or may not be taken in conjunction with a credit bearing course of study, (Non-Academic Trip).
“Academic Field Trip” is an educational off campus trip that is part of a credit-bearing academic course and is indicated on the course syllabus. Academic field trips do not include internships, study abroad, service learning assignments for individual students, on-campus excursions or trips by co-curricular groups.
“Non-Academic Field Trip” is an off campus trip that is not part of a credit-bearing academic course. Non-academic field trips may include trips that are coordinated by the Student Activities Office, administrative groups, student groups or other co-curricular groups on campus.
“Athletic Trip” is a trip that is taken for the purpose of intercollegiate athletic competition or trips that are coordinated by the University of Saint Francis Athletic Office. Athletic trips include all NAIA, (National Association of Intercollegiate Athletics), sanctioned sports, cheerleading, and intermural sports.
“Field Trip Participants” refer to University of Saint Francis faculty, staff, and students connected with the course. Other University of Saint Francis faculty, staff, students, alumni, and family members may participate in the “Field Trip” for purposes other than those connected with the course of study but they may only do so with the permission of the Trip Director and with the understanding that they do so at their own risk and that they must follow the designated guidelines.
“Students” refer to part-time or full-time students enrolled at the University of Saint Francis.
“Trip Director” is the faculty or other university employee or official representative designated to be in charge of the University Sponsored Trip.
“Domestic Travel” means travel within the contiguous United States of America. (Domestic travel does not include Alaska, Hawaii or any other unincorporated territory of the United States.)
“International Travel” means travel outside of the contiguous United States of America.
III. Guidelines For All University Sponsored Travel
The following guidelines apply to all University Sponsored Trips whether it is domestic or international, with the exception of staff or faculty traveling without students in order to attend professional conferences, meetings and/or professional training.
1. During University Sponsored Trips and, as such, all relevant University of Saint Francis policies and state and federal laws apply to Field Trip Participants.
2. All University Sponsored Trips will begin and end on the University of Saint Francis campus unless otherwise indicated on the field trip agenda and approved by the Trip Director. Field Trip Participants who join or leave the University Sponsored Trip at any other location do so with advance notice to the Trip Director and at their own risk which is further indicated in the Release and Waiver Liability Form.
3. All University Sponsored Trips follow the same guidelines regardless of whether they are voluntary, mandatory or for course credit.
4. In instances where a University Sponsored Trip will exceed a period of 48 hours the Trip Director must check out a SPOT Satellite GPS Messenger device from the Security Office. The Trip Director will be trained on the use of the device and will be required to use the device to check in at least once every 24 hours while on the trip. The device is used for daily check-ins and can be used to notify the University as well as emergency services in the event of an emergency in order to have emergency aid sent to their location. The device can also be configured to send pre-programmed messages to social media sites so that the parents and/or family of those on the trip can receive messages that all is well and what the groups GPS location is at the time of check in.
5. The Trip Director has the responsibility to enforce compliance with all university policies including, but not limited to, the policies contained in the Student Standard of Conduct (found in Student Handbook) by all Field Trip Participants as would be expected in the traditional classroom setting.
6. Field Trip Participants with disabilities maybe entitled to a reasonable accommodation in order to participate in University Sponsored Trips, and therefore University Sponsored Trips may be arranged in ways that reasonably accommodate them. Full consideration should be given by the Trip Director by investigating the accessibility of the destination as well as transportation resources. Physical requirements should clearly be delineated and participants should be afforded the opportunity to complete an alternate activity in the event that participation is not feasible.
7. All Field Trip Participants are individually responsible for their personal conduct while on a University Sponsored Trip. The University of Saint Francis is not obligated to protect them from the legal consequences of violations of law for which they may be responsible.
8. No narcotics, illegal drugs, alcoholic beverages or controlled substances, (other than those prescribed to an individual by a licensed physician), shall be transported or consumed in any vehicle, (private, rented, or leased), at any time or used or consumed during the course of the University Sponsored Trip. Persons with a valid prescription must keep any medicines in a container provided by the physician and/or pharmacist that lists who the medicine is prescribed to and the type and amount of medicine contained.
9. All Field Trip Participants who will be participating in the University Sponsored Trip must sign a Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement Form to be kept on file in the office of the responsible department head or director before the trip commences. Field Trip Participants who have not reached the age of consent must have their parent/custodial parent or legal guardian sign the Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement form.
10. All Travel Checklists and attached documents are required to be retained for a minimum of two years after the completion of the university sponsored trip. All Travel Checklists and attached documents are to be treated as confidential data and handled in accordance with the University Data Classification Policy.
IV. Domestic Travel
The Trip Director will complete the Domestic Travel Checklist located in the Addendum Section of this policy. The completed checklist (with any other required documents), release and waiver of liability forms, medical information/release forms and a copy of the trip coordination document will be kept on file in the office of the responsible department head or director prior to the commencement of the trip. A copy of the coordination document will also be given to the university security office prior to the commencement of the trip.
Participants in athletic sports on behalf of University of Saint Francis will only be required to sign one Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement Form for all University Sponsored Athletic Trips. This form will remain in effect for the entire academic year that they participate in any athletic sport at the University of Saint Francis and will be maintained by the University Athletic Department. Student athletes who take part in any other type of university sponsored travel, (academic or non-academic field trip), must sign a new form for each trip that they participate in.
V. International Travel
The Trip Director will complete the International Travel Checklist located in the Addendum Section of this policy. The completed checklist (with any other required documents), release and waiver of liability forms, copies of medical information/release forms and a copy of the trip coordination document will be kept on file in the office of the responsible department head or director prior to the commencement of the trip. A copy of the coordination document will also be given to the university security office prior to the commencement of the trip.
Field Trip Participants participating in the international University Sponsored Trips are advised to purchase travel accident insurance prior to commencing said travel and to provide the Trip Director all pertinent information regarding said insurance.
Medical Information Forms are required of all students traveling on international University Sponsored Trips. Medical Information Forms will be treated as confidential and a copy of the forms will be maintained by the Trip Director while on said trip.
VI. Incident Reporting and Check Ins
For trips exceeding 48 hours in length the Trip Director will use the SPOT Satellite GPS Messenger to check in every 24 hours with the University.
An incident can be a motor vehicle accident or any other type of accident that a member of the trip is involved in, an injury or sickness to any member of the trip, or any other situation that occurs that is outside of the normal scope of the University Sponsored Trip.
In the event that an incident occurs while on a University Sponsored Trip the Trip Director is responsible for contacting the USF Security Office (260-399-7888) as soon as the situation permits. The Trip Director will provide all pertinent information to the USF Security Office. This is information will include but is not limited to: a personal account as to what has occurred, any police report numbers, names of USF personnel involved, contact information for any outside parties involved in the incident, extent of injuries (if known), and any assistance that the University staff on campus can provide, contact information for the Trip Director so that they may rapidly contacted in order to obtain follow up information. When in a remote location or when the group is under duress the SPOT Satellite GPS Messenger can be used to report emergency situations to the University and Emergency Services.
The University Security Office will then, according to the severity of the incident, follow the guidelines set forth within the University Emergency Management Plan to notify all pertinent personnel within the University.
Violations of the University Trip Policy may be the basis of appropriate sanctions, including that of formal charges under applicable provisions of the Student Standard of Conduct (found in Student Handbook), Employee Conduct (found in the Employee Handbook) or Faculty Duties, Responsibilities and Privileges (found in the Faculty Handbook).
While actually engaged in a University Sponsored Trip the Trip Director may enforce the provisions of this University Trip Policy by withdrawal or limitation of privileges, or, in the event of repeated violations, by excluding the offending person(s) from further participation and arranging to return the offender(s) to the campus or to convey him/her to the nearest point of public transportation for return to the campus. The cost of such return transportation is a proper charge against university funds, but the University of Saint Francis reserves the right to obtain reimbursement from the offender(s).
VIII. Vehicle Use
Due to insurance and liability concerns, university employees are prohibited from using their personally owned vehicles to transport students to and from any university sponsored event.
For all other vehicle use concerns please refer to the Vehicle Use Policy in the University of Saint Francis Staff Handbook.
The following forms are attached as an addendum to this policy.
1. University of Saint Francis Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement
2. University of Saint Francis Medical Information and Release Form
3. University of Saint Francis Trip Coordination Document
4. University of Saint Francis Domestic Trip Checklist
5. University of Saint Francis International Trip Checklist
X. Oversight of Third Party Service Providers
The Trip Director will be responsible for informing the third party trip service provider (such as International Field Studies, Education First College Study Tours, or other travel organizations, places of lodging, etc.), agent, administrator, employee or volunteer of pertinent university policies (i.e. alcoholic beverages).
The service provider may have additional forms, documentation requirements or additional standards of conduct beyond the university policies. It is the responsibility of the Trip Director to provide such information to students and ensure forms are completed as required.
Randy Troy, Director of Environmental Health, Science and Risk Management
260-399-7700 x 6019
Richard Robbins, Safety and Security Supervisor
260-399-7700 x 7888
Teresa Sordelet, Associate Vice President
260-399-7700 x 6020