Revised: March 17, 2008; October 1, 2022

Authorization for Field Trips and Extended Travel
Faculty and Staff from both the curriculum and the workforce continuing education divisions who plan to take a group of students on a field trip or on extended travel in the United States or abroad must, for insurance reasons, carefully observe the following guidelines:

Authorization forms for both field trips and extended travel are located on the For Faculty and Staff webpage under the “Policies and procedures Manual & Forms link” (College Information Section). For field trips within the United States, the employee should complete the “Field Trip Transportation Authorization” form. For field trips outside of the United States, the employee must complete the “Authorization for College-Sanctioned Extended Travel” form. The appropriate form requesting approval for the trip and indicating the purpose of the trip, the mode of travel, and the number of students included in the trip must be approved by the faculty member’s Vice President or the staff member’s Vice President and the Chief Operating Officer. 

A copy of the approved “Authorization for College-Sanctioned Extended Travel” or the “Field Trip Transportation Authorization” request along with a list of the students/community members participating in the trip will be sent to the instructor or staff member initiating the trip, the department chair, and/or the Physical Plant. Paperwork will be kept on file for one year in the Office of the Administrative Assistant to the Chief Operating Officer. 

It is not the responsibility of the Physical Plant to provide drivers for transportation. In addition, college employees leading trips which are not authorized by the College must inform all participants that the activity is not College-sponsored and that the College bears no liability for any member of the group participating in the trip.

Study Abroad Insurance
For any employee, employee’s family member(s), or student(s) traveling outside of the United States for field trips, instructor exchange programs, etc., Study Abroad Insurance is available and is recommended. After approval of the “Authorization for College-Sanctioned Extended Travel” request form, the traveler should contact the Administrative Assistant to the Chief Operating Officer for further information on obtaining this insurance. The purchase of Study Abroad Insurance is highly recommended prior to traveling outside of the United States and should be completed at least one month prior to travel.

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