A field trip is an activity sanctioned by the University and held under the direction of an authorized University employee. Off-campus trips are authorized by the University, but may not be held under the direction of an authorized University employee.
When the university has any degree of control of a Field Trip or other Off-Campus Trip, a "duty of care" exists. Duty of care requires the faculty or administrative sponsor of a field trip or off-campus trip to complete the Field Trip and Off-Campus Trip Notification Form with the names of all participants, method of travel, destination and dates of travel. Other helpful information includes contact information for the facility that participants will be staying if overnight accommodations are required. This form must be provided to Risk Management five (5) days prior to the trip. Part of the university's duty of care obligations include being able to quickly locate individuals in the event of an emergency, natural disaster, evacuation, etc., and the Field Trip/Off-Campus Trip Notification form provides this information. Accordingly, when it is determined that there is no duty of care then the Field Trip/Notification form is not necessary.
Please ensure that all faculty, staff or students that drive others in a university vehicle, rental vehicle or their personal vehicle for a trip for which the university has a duty of care are Authorized Drivers.
Not sure if you're Authorized to drive? Click here for a list of approved Authorized Drivers.
IF A RELEASE FORM IS REQUIRED, IT MUST BE COMPLETED PRIOR TO THE TRIP
Students participating on a field trip for course credit that involves an overnight stay, inherent danger in any activities involved in the trip and/or there is a contractual obligation, must complete an Informed Consent and Assumption of Risk Form.
Use this version if you agree to electronic consent: Informed Consent and Assumption of Risk Electronic Form.
For a hard copy version please use Informed Consent and Assumption of Risk
Please note **If you are under 18 years of age you must complete the hard copy version.**
In the event of an accident or injury, please report and instruct students to report all accidents and injuries to the sponsoring faculty member or supervisor, Trinity University Police at (210) 999-7000 and Risk Management at (210) 999-7815 as soon as possible following the accident or injury.
Students and participants voluntarily participating on a field trip or off-campus trip that involves an overnight stay, inherent danger in any activities associated with the trip and/or there is a contractual obligation, must complete a Student/Participant Release and Indemnity Agreement.
Use this version if you agree to electronic consent: Student/Participant Release and Indemnity Agreement Electronic Form.
For a hard copy version please use Student/Participant Release and Indemnity Agreement
Not sure what is needed prior to your trip? Click here for Trinity University's Risk Matrix for Field Trips.
1. Fill out the Field Trips and Off-Campus Trips Notification Form.
2. Ask attendees to complete the Emergency Medical Form to identify any medical issues or allergies and emergency contact information prior to the trip. Take copies of these forms with you on the trip.
3. Provide TUPD with a list of attendees and emergency contact information for everyone going on the trip. Include contact information for you and all other chaperones as well.
4. Ensure that you have cell service in the area that you will be traveling. If not, make other arrangements for communication in an emergency.
5. If driving a university vehicle or rental vehicle, ensure that you have the university’s Auto Liability Insurance card with you.
6. Advise students to have their health insurance information handy in the event of an emergency.
7. Have a back-up plan/leader in the event one leader needs to leave with an injured party.
8. Familiarize yourself and the students with locations of lodging emergency exits.
9. Identify the location of the nearest hospital.
1. Gather any items that may have contributed to the emergency, if applicable (i.e. prescription medications, foods that may have caused allergic reaction, etc.)
2. Call 911 or seek medical care immediately. Provide a clear description of your location for EMS.
3. Provide hospital with student’s health insurance information, items that may have contributed to the emergency, information on any medical issues or allergy information, etc.
4. Contact TUPD at x7070 to alert to situation.
5. Contact Emergency Contact.
6. If there is a potential for university liability contact Risk Management at x8919 or riskmanagement [at] trinity.edu.
Trinity University maintains Auto Liability insurance coverage on its fleet and for all vehicles rented for University-sponsored and scheduled trips. If personal vehicles are used for this purpose, the individual's personal auto insurance policy will apply. Anyone driving on behalf of the University (whether University or personal vehicle) must be an Authorized Driver. Please keep in mind that the University insurance coverage may be jeopardized if there is a violation of University policy or procedures and an individual may subject themselves to personal responsibility for those violations. The following circumstances or events are excluded from the University's insurance policy:
If at all possible, you should use University-owned or rented vehicles. When renting a vehicle, do so under the names of Trinity University and the individual drivers. For U.S. rental vehicles, you should not purchase insurance offered by the rental agency. The University carries physical damage (comprehensive and collision) insurance coverage. There is a $300 deductible for a physical damage claim. Use of University vehicles can be arranged through Facilities Services. Rented vehicles must be arranged by the faculty or staff person in charge of the field trip, and not by the participating students.