Instructional Administrative Procedures
Procedure: Student Field Trips
Effective Date: July 1, 1995, 8/98, 6/04, 9/06, 3/08, 4/10, 8/11, 5/13, 5/14
Procedure Number: I-2
A. Scope
To establish the procedure for setting up a field trip, including requesting permission for and receiving approval to take a field trip.
B. Institutional Regulation
All field trips related to instructional activities shall be approved in advance by the Vice President of Instruction or his/her designee.
C. Procedure
1. Instructional Function
Field trips should contribute to the educational experience of the student. Students need to know what to expect and how they will benefit. The individual or representative of the organization with whom the field trip is scheduled should be informed about the expectations of the group, as well.
2. Organizing
The instructor will make all necessary arrangements for the field trip, sufficiently in advance, so that adequate preparations can be made with students, the site to be visited, and the College.
3. Approval Process
a. The instructor must complete and submit an Extramural Leave and Travel Form to the Vice President of Instruction or his/her designee at least one week prior to the event. The properly approved form must be returned to the instructor before leaving on any trip.
b. A list of students who will be on the trip must be attached to the Extramural Leave and Travel Form.
c. The sponsor shall ensure that all students participating in college-sponsored trips are made aware of the rules and expectations prior to the trip and that the “Code of Conduct Contract for College Sponsored Activity” and the “Release and Waiver of Liability, Assumption of Risk and Indemnity Agreement” have been completed and signed by each participating student and submitted to the Dean of Student Services. The Code of Conduct Contract should be attached to the Extramural Leave form. The instructor/sponsor should attach a copy of the Release and Waiver of Liability form to the Extramural Leave form and also take a copy with them on the trip.
4. Transportation
a. A form for the use of a college vehicle must be completed in order to reserve a college vehicle. All drivers of college vehicles must have a currently valid driver's and/or chauffeur's license (Class D, Endorsement 3 for the state of Iowa).
b. Personal automobiles should be used only when a college-owned vehicle is not available.
c. SWCC insures all of the college owned vehicles and provides liability coverage for all authorized drivers and passengers.
d. Students will not be allowed to drive college vehicles on a field trip, except in an emergency.
e. All traffic laws must be obeyed.
f. All requirements and procedures related to use of college vehicles must be adhered to.
g. In addition to the requirements of item "f" above, no sponsor shall consume any alcoholic beverage for a period of 8 hours prior to operating a college vehicle or private vehicle being used to transport students, without regard to the question of whether such operation would violate any traffic laws.
h. If inclement weather causes a delay or cancelation of classes on the day a trip is scheduled to begin, NO college sponsored travel is allowed without permission of the Budget Authority.
5. Financing
The instructor must identify financial arrangements for the trip on the Extramural Leave and Travel form. The event may be financed by one or a combination of program budget lines, program club funds and/or contributions of participating students. Financial arrangements for the field trip must be made prior to the event.
6. Sponsors
There must be at least one College representative/staff/sponsor/instructor to accompany students on field trips. It is the responsibility of this individual to insure that all reasonable precaution is taken for the protection of students and staff. The use of alcohol by employees while conducting college business off campus or as any part of its activities is strictly prohibited.
7. Missed Classes
Students shall be permitted to make up work missed in the classes from which they are absent when participating in a college sponsored field trip. Please refer to Instructional Administrative Procedure I-29 which outlines the process for dealing with student absences related to school-sponsored activities.
Approved
Vice President of Instruction