Travel and Driving | Field Trips

Field trips are required and voluntary activities outside of regularly scheduled classroom time arranged by University faculty and/or staff. Field trip activities may include single or multiple day events within an academic course or participation in a program. Enrolled students, faculty, staff, and University volunteers are authorized to University field trip participants.

Participants to University sponsored activities and trips are required to sign a University Liability Release form. Sponsoring departments are required to keep copies of signed liability release forms for 3 years as per CSU audit requirements.

Select one of the topics below to obtain specific guidelines and University practices as they relate to University field trips:

• Academic Field Trip Guidelines for Faculty
• Authorized Participants
• Authorized Vehicle Drivers for Field Trips
• CSU Employee Vehicle Driver Requirements
• What to Do in Case of a Vehicle Accident
• Medical Coverage for Accident Injury

Academic Field Trip Guidelines

These best practices guidelines are offered to supplement any existing College or Department procedures related to field trips:

• All field trips should begin and end on campus.
• All field trips should be designated as a mandatory course requirement. (Exceptions to and/or make-up participation are decided by the college or department.)
• Field trip participants should be advised of any hazardous, extraordinary, or strenuous activity anticipated during the field trip.
• All field trip participants must complete and submit a University Liability Release form. Risk Management recommends the liability release form be kept by the sponsoring campus department for 3 years.
• A participant list naming all persons attending the field trip should be retained in the academic department which should also designate a faculty/staff contact person with contact phone number in the event of an emergency.
• Designated vehicle drivers must obtain University approval to drive and meet all the requirements of the University's Driver Safety Program (DSP) prior to field trip departure.
• No alcoholic beverages or controlled substances shall be transported in a State or private vehicle at ANY TIME.
• Guests are not allowed on academic field trips to minimize the risk exposure and liability to the University. Field trips should be limited to faculty, staff, enrolled students, and/or approved volunteers of the University.
• Student field trip participants are encouraged to organize and/or arrange their own transportation to and from the field trip site(s) whenever possible.
• CSU Executive Order 1062 - Field Trip Policies and Procedures (2011)

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Authorized Participants

Authorized Participants of a SFSU field trip are SFSU:

• Faculty
• Staff (academic)
• Approved Volunteer employees*
• Enrolled students
• Enrolled College of Extended Learning students

*Volunteers must submit a Volunteer Acknowledgement Form #156E-1 with Human Resources.

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Authorized Vehicle Drivers for Field Trips

The following S.F. State employees are allowed to drive on University sponsored trips and activities:

• Faculty
• Staff (academic)
• Employed student, graduate, or teaching assistants (whose duties are directly related to the class and/or field trip)
• Students and volunteers are not allowed to drive on any University sponsored trips and activities at any time.

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CSU Employee Vehicle Driver Requirements

**Note: Students who make their own transportation arrangements to a field trip meeting site are not subject to the University vehicle driver requirements listed below.

• All authorized University vehicle drivers driving on a field trip or carrying out any State business must possess:
• A valid California drivers license
• An current Defensive Driver Training certificate
• A good driving record (DMV pull notice)
• When driving a private vehicle**, authorized University drivers must complete and submit the STD 261 form (Authorization to Use Privately Owned Vehicles on State Business) to their employing department.

**Please note that personal liability insurance is primary coverage when driving a privately owned vehicle. For further information on State vehicle use, authorized drivers, and related information, please refer to the Safety and Risk Management web pages on Travel and Driving.

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What to Do in Case of a Vehicle Accident

Please refer to the Safety and Risk Management web pages on Travel and Driving.

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Medical Coverage for Accident Injury

Student Participants - In the event of an accident injury during a field trip, the student’s personal health care plan provides for primary medical coverage payment. If the student’s health care benefits are exhausted, the CSU Student Travel Accident Insurance helps pay for additional related injury expenses. Enrolled students without a private health plan may seek medical attention from the campus Student Health Services (SHS) at (415) 338-1251 during normal business hours.

Please note that the CSU Student Travel Insurance policy covers accident injury only. The policy DOES NOT provide coverage for any illness or disease unless an accident is the direct cause of the illness.

Workers’ Compensation Benefits - If you are an employee with San Francisco State University participating in a field trip (i.e. staff, faculty, student working on a field trip as an student assistant, college work study student, or approved student volunteer*, etc.) you may be eligible for Workers’ Compensation benefits to help pay for medical expenses related to your field trip accident. Contact Risk Management to obtain a claim form or to obtain further information at (415) 338-2565.

FAQs - Frequently Asked Questions - Field Trips

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