A field trip is an off-campus educational/instructional experience provided by BGSU faculty/staff to their students that normally involves travel for the group. A trip to an art museum for art students could be considered a BGSU field trip, but a social gathering or trip without educational purpose would not normally be considered a field trip.

• Identify any special requirements for participation on the trip -- special skills, fitness certification, as well as any hazards or dangers on the trip or at the site that might affect the health and safety of the participants.
• Obtain departmental approval where appropriate.
• Ask students to advise you of any special disabilities, problems or needs that may need to be accommodated.
• Ask students to have their health care insurance card or information with them.
• Obtain signed parental permission forms for any minor students (under 18 years of age) participating.
• Consider any special clothing or equipment that may be needed because of weather or other conditions.
• Determine transportation needs -- reservation of vehicles, drivers, need for site supervision. Transportation needs are to be arranged by the faculty/staff member and not by the students.
• Plan for emergencies -- theft, illness, vehicle emergency, weather delays, student misconduct or threats to the safety of others, telephone numbers of supervisors.
• Bring along a cell phone and first aid kit if available. It's a good idea to have someone in the group familiar with first aid and/or CPR.
• If the trip is outside the continental U.S., consult Education Abroad for travel warnings, liability waiver forms and supplemental insurance protection.
• Contact the Office of Human Resources regarding Student Travel Risk Insurance Coverage.

• For field trips, University owned or rented vehicles are recommended.
• Rentals are to be coordinated using one of the three local vendors approved by the Purchasing Department. A complete copy of the rental guidelines and forms is found on the Purchasing department website.
• Do not purchase the insurance offered by the rental car company. This coverage is usually duplicative with insurance already carried by the university and the business office does not reimburse for this expense.
• In the event of loss or damage to a rental vehicle a $250 deductible is charged to the department area/org.
• The renting of vehicles is to be arranged by the faculty/staff person in charge of the field trip, and not by the participating students.
• The use of personal vehicles is strongly discouraged since the university is unable to reimburse for any accident related repairs. If personal vehicles are used, owners of the vehicles must have automobile liability insurance in an amount sufficient to cover any property damage or liability loss and be responsible for their own personal deductible. Proof of insurance in the form of an Insurance Identification Card should be submitted to the faculty/staff person in charge of the field trip.
• Use of personal staff or faculty vehicles will make those employees primarily responsible if any accident should occur.
• For insurance purposes, drivers of university owned or rented vehicles are required to complete a Motor Vehicle Record Statement to verify the driver meets the accepted criteria in order to drive. This form is to be completed 3 days in advance of the trip and sent to the Risk Management Department. Approvals once granted are valid for a one-year period.
• If operating a 15-passenger van, all requirements of the Van Driver Safety Procedure must be followed. Fifteen passenger vans are restricted to a maximum of ten people due to an increased propensity for rollover when fully loaded.
• The university endorses all applicable motor vehicle regulations related to driver responsibility including seat belt use.
• Determine the route, stops, timetables, and assign drivers. You will need a system for communicating and performing student counts. Make sure you have an adequate number of approved drivers for longer trips to allow sufficient rest for drivers. At least 2-4 people should be designated as drivers per vehicle, especially if the trip is of considerable distance and if using 15-passenger vans. This provides adequate drivers should a driver become ill, injured or tired.
• A Board resolution is in place which prohibits smoking inside vehicles owned or leased by Bowling Green State University.

• When a vehicle has a seating capacity of more than 15 passengers including the driver, passenger carriers are required to have a minimum of $5 million public liability insurance. Ask for proof of financial responsibility at the time of initial contact. The University requires a Certificate of Insurance indicating the limits of liability available. The certificate holder is to be Bowling Green State University, Department of Risk Management, 909A Administration Building, Bowling Green, OH 43403. If limits are unsatisfactory, another chartering company will need to be used. Contact the Risk Management Department if you encounter difficulties in meeting this requirement.
• If chartering a plane it is necessary to consult with risk management to ensure that appropriate limits are available from the charter company to protect the university as well as those on board.

• All participants are required to have health insurance and carry appropriate verification with them. If a student does not have health insurance, then the Student Travel Risk Insurance should be purchased. This insurance provides 24-hour coverage against accidental hazards that may occur while traveling to and from and while participating in scheduled activities.
• The Student Travel Risk Insurance covers the cost of medical services and a death benefit up to a stated maximum. The cost for Student Travel Risk Insurance is $.50 per day/per student and can be arranged through Human Resources.

The Liability Release, Waiver, Discharge and Agreement Not to Sue form must be completed by every participant prior to leaving on the trip. This form is to be maintained by the department of the faculty/staff employee for a period of four years. Alternatively, these forms can be maintained by risk management if you prefer.

• Communicate information to students in advance about schedules, departure locations, route, rest and meal stops, lodging, emergency procedures, protocol for problems, and rules of conduct.
• Familiarize students with the site and their surroundings. BGSU faculty/staff should warn their students of any known hazards at the field trip site.
• A list of all persons participating in the field trip including emergency contact information must be retained in the academic department office in the event of an accident or emergency.
• University employees must exercise ordinary care to supervise students while they are participating in a field trip conducted by the University.
• Faculty, staff and students must comply with University policies while on field trips, just as they would on campus.
• The instructional activities and setting during class time shall conform with institutional policies of the university including those which pertain to alcohol and drug use, vehicle use, student misconduct, smoking, principles of academic freedom, policy on sexual harassment and discrimination.
• It is recommended that the students be accompanied to the site by the faculty or staff employee conducting the field trip.

• Faculty and staff have no special duty to protect adult students from their own voluntary actions.
• University policies, including the Student Code of Conduct are to be enforced during the trip.
• It is recommended that all field trips begin and end on campus.
• Faculty and staff can be held personally liable for their actions especially when acting outside the scope of employment or when such actions are conducted with malicious purpose, in bad faith or in a wanton or reckless manner.
• University faculty and staff should consider the proximity of personal, social and instructional activities in a field trip situation. Be aware of how the situation, setting, and your personal conduct may be perceived by your students, and act accordingly.

• Actions of a faculty or staff member associated with conducting a University-sponsored field trip, or acts that fall within that individual's normal job responsibility, are protected by the Ohio Court of Claims provision (ORC Sections 9.86, 9.87 and 109.361).
• Under the provisions of the Ohio Court of Claims Act, the State will defend and indemnify a University faculty or staff member for claims arising from his/her negligent act or omission while acting within the scope of employment. Intentionally harmful acts are not within the scope of employment and are not covered.
• The University carries liability insurance policy which protects the University and the faculty or staff member conducting the field trip. Certain activities may be excluded which are considered to be extreme. These include: White water rafting; Mountain climbing; Rock climbing; Trampoline activities; Sky diving; Hang gliding; Scuba diving; Deep sea diving; Rodeos; Survival camps; Horseback riding; Sports or athletic contest or exhibition etc.
• As a general guide, above ground, water and animal activities are considered extreme categories and are generally excluded from the University's liability insurance policy. For these and other similar activities, you must contact the Risk Management Department a minimum of 3 weeks in advance.
• It will be necessary for the companies that you are making arrangements with to provide the University with a Certificate of Insurance which names the University as an additional insured with general liability minimum limits of $1,000,000. This insurance requirement should be addressed with the company at the time of initial contact.

In the event it is necessary to sign a contract, it is important to remember that Ohio Revised Code prohibits the University from indemnifying or holding harmless a third party. Before executing any contract, please contact the Office of General Counsel or Risk Management to ensure that the contract would not impose intolerable restrictions or undue hardship upon the University. The highest ranking person in the department should be the one to execute the contract.

• Incidents involving bodily injury or property damage (regardless of severity) require immediate notification to the Risk Management department. Also report incidents to your department head or Dean.
• Completion of the University's Injury and Illness Report Form is required.
• Faculty or staff employees who are injured in the course of their employment may be covered under workers' compensation. Contact Human Resources - Workers' Compensation for information.
• Thefts or criminal activity should be reported to the local police authority.