Student field trips can serve an important role in experiential learning and are a complement to on-campus academic experiences. In order to promote the success and safety of all individuals involved with field trips, Lane Community College has established this policy and related procedures. This policy applies to all individuals involved in college-sanctioned field trips; programs/departments that routinely offer sanctioned field trips should maintain a procedure that addresses the specific needs and concerns in their area.
If field trips take place outside of class time and are required for a given course, the dates and times of field trips must be provided to students as soon as possible (preferably before registration via the LCC Class Schedule) or an alternative assignment or assessment must be made available. All field trips should be included on the course syllabus. The following process must be followed for college field trips:
- The field trip sponsor must notify the appropriate dean/manager about the field trip in writing. For areas including Athletics where routine student travel is a part of an employee’s work requirements, written approval outside of the regular scheduling process is not required. For courses where field trips are required, including detailed information about the field trip(s) on the course syllabus can serve as notification.
- All participating students must sign Hold Harmless and Liability Waiver available on the LCC Website. Students under age 18 must also have a parent or guardian sign the form.
- All participating students must provide emergency contact information to the field trip sponsor in a format that can be accessed during the field trip. Emergency contact should not be attending the same field trip.
- If college vehicles are being driven, all drivers must follow the Vehicle Scheduling and Use procedure.
- To mitigate personal liability, LCC employees should not transport students in their personal vehicles.
- Field trip sponsors must ensure college-approved accommodations through the Center of Accessible Resources are provided.
- The Student Code of Conduct must be followed by students participating in field trips and other off campus activities.
Any LCC student who wishes to participate in a college-sponsored field trip may do so if they:
- Are registered in the class conducting the field trip; are a member of the campus sponsored club conducting the field trip; or have received approval from the field trip sponsor.
- Have completed the Hold Harmless and Liability Waiver and submitted the signed form to the field trip sponsor before the field trip commences.
The relevant division, department, or program must keep the Hold Harmless and Liability Waiver forms on file in accordance with records retention regulations and policies. If any problems or questions arise during the trip, the sponsor should contact the appropriate dean/manager for guidance. In the event of an emergency or significant risk to health and safety, the sponsor should contact the college Risk Manager1 as soon as possible for further instructions.
If college vehicles are used for transportation, drivers must complete the training and checkout process outlined on the Transportation Motor Pool Information webpage of the LCC website. Whenever possible, students should be transported to and from events using LCC Motor Pool vehicles. To mitigate personal liability, LCC employees should not transport students in their personal vehicles. Students who choose to drive their own vehicles or carpool with other students do so at their own risk.
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1 Risk Manager is listed under the Human Resources section of the linked Organization Chart.
Field Trip: for purposes of this policy this term means any excursion during which LCC students travel off the college campus, whether that travel is part of a course or sponsored by a club or other student group. Field trips do not include internships, education abroad, service learning assignments for individual students, or on-campus excursions. Classes that are scheduled to meet in an off campus location such as clinicals or cooperative education placements are not field trips for the purpose of this policy.
Sponsor: for purposes of this policy this term means the college employee with ultimate responsibility for field trip and participants. Field trip sponsors are responsible for ensuring all relevant college policies and procedures, including the Student Code of Conduct, are followed.
College sanctioned: For the purposes of this policy, a college sanctioned field trip requires:
- a college employee who will serve as the Field Trip Sponsor,
- the Sponsor to notify the appropriate administrator of the intention to take a field trip in writing;
- the Sponsor has received approval for the field trip through the appropriate dean or other representative of college administration in writing.