An academic field trip is as a course-related activity that serves educational purposes and occurs at a location other than the classroom or campus. These trips function as a complement to classroom learning as they contextualize or enhance historical or scientific data; offer interviews with participants, or observation of species, phenomena, and events that may function as a illumination of course content and the study of a discipline’s methodology.
Academic field trips are university-sponsored events and must conform to the following guidelines. Note: these guidelines also apply to field trips for courses that are regularly taught outside of a classroom or at locations away from campus (e.g., field research):
Guidelines for Instructors
- All required academic field trips must be clearly identified as such in the course syllabus at the beginning of the term, with detailed information about date, time, locations, means of transportation, and any fees for which the student is responsible. If an unforeseen educational opportunity arises later in the term, as soon as possible the faculty member should discuss it with the class. In that case, such a trip may not be required of all students.
- In the first class of the term, the faculty member must discuss with students in appropriate detail any risks associated with the activity of the field trip, expectations for behavior during the trip and, relevant emergency preparedness information. Such a discussion must be repeated no less than a week in advance of the trip.
- For international travel, the faculty member must review the information included on the International Toolkit website and ensure they follow the steps required of group leaders.
- The faculty member must announce that if any student who is enrolled in the course may potentially need special accommodations, such a student should speak as soon as possible with the Office of Student Accessibility Services (432-2324) for information and assistance. The Office of Student Accessibility Servives is located at 35 Broadway, room 222.
- Either the faculty member or some other responsible University official designated by the faculty member must accompany all academic field trips. While teaching fellows may participate in academic field trips, a teaching fellow is not an appropriate leader for such a trip.
- Whenever practical, the site of the academic field trip should be visited in advance by the instructor, or an appropriate University official, to evaluate potential risks and to minimize, through effective planning, any risks associated with the location.
- No later than three business days before the event, the faculty member must furnish both the relevant DUS office and Joel Silverman of the Yale College Dean’s office (firstname.lastname@example.org) with complete information about the date, duration, location, and transportation plan for each academic field trip. The faculty member must also provide these same offices a roster of the names of all participating students, along with the names and cell phone numbers of all faculty or other University affiliates who are accompanying the students. All groups must also be registered on the Office of the Secretary’s travel registration page. Individual travelers do not need to register separately unless they are going ahead of time, or staying after the field trip ends. This registration should be done even if the travel is domestic, to aid in the event of an emergency in a particular city. In addition, the faculty member must identify to Joel Silverman the name, title, and cell phone number of a responsible person on campus (e.g., DUS, Asst or Assoc DUS, Dept Registrar) who has received complete information about the trip and can serve as a local contact in the event of an emergency.
- If a field trip is optional each student must complete a waiver form. If a field trip is a course requirement as explained in number 1 above, it is not necessary for students to complete waiver forms.
- A contract may be required for the use of of facilities or the procurement of other goods or services. If a faculty member is asked to sign a contract, the contract needs to be reviewed by the Office of Procurement.