Policies & Procedures

AA4011.3 Faculty-Led Student Excursions (Day & Short-Duration Travel)

Procedure:	Faculty-Led Student Excursions (Day & Short-Duration Travel)	Procedure No.:	AA4011.3
Authority:	College President	Associated Policy Reference No.:	AA4011
Procedure Owner:	VP Academic Affairs	Responsible Party:	Department Deans
Approved:	05/16/2023	Revised:	5/25/2026

Purpose

The purpose of this procedure is to outline the approval process, faculty responsibilities, and student participation requirements for faculty-led student travel that does not constitute a Travel Course, in compliance with the Faculty-Led Travel Policy (AA4011).

This procedure applies to faculty-led student excursions, defined as short-duration off-campus travel experiences, including day trips and limited overnight travel, that are organized, sponsored, or overseen by the College for academic, experiential, or co-curricular purposes. These excursions are intended to enhance learning and student engagement while prioritizing health, safety, risk management, and institutional oversight.

Statement of the Procedure

This procedure governs faculty-led student travel that is not a credit-bearing Travel Course and does not involve extended or significant travel components.

Covered travel under this procedure includes faculty-led student excursions that may involve:

• Off-campus class field trips or required course-related activities
• Academic or experiential site visits
• Competitions, conferences, or other academic experiences
• Co-curricular or student engagement activities sponsored or overseen by the College

Such excursions:

• May occur during or outside regular class hours
• May include brief overnight stays when necessary to support the activity

This procedure does not apply to:

• Clinicals, internships, or practicums
• Individual student placements or assignments, including but not limited to observations, volunteer work, or independently conducted service learning

Approvals:

The Department Chairperson or Director must obtain approval from the appropriate Dean before any travel commitments are made. Faculty are responsible for ensuring all required documentation is completed and approved in advance of travel.

Trip Leadership:

For travel governed by this procedure, the faculty member serving as the primary trip leader is responsible for overall coordination, student supervision, and compliance with all College policies and procedures. A co-leader may be required based on the nature, duration, or risk level of the travel, as determined during the approval process.

Related Policies

AA4011 Travel Policy

To Whom It Applies

This procedure applies to all faculty, staff, and students participating in faculty-led student travel that is officially organized, sponsored, or overseen by a College office, department, or division and that does not meet the definition of a Travel Course.

General Guidelines

Approval Process

• The Chairperson or Director must notify and obtain approval from the Dean for planned travel before the semester begins or as soon as travel is identified.
• If travel is associated with a credit-bearing course:
  Travel expectations must be disclosed in the course syllabus, including anticipated dates, locations, and known costs. If details are not finalized, the syllabus must clearly state that off-campus travel is required or expected and describe how final details will be communicated.
• If travel is not associated with a credit-bearing course:
  Faculty-led student travel for academic, experiential, or co-curricular purposes must be submitted for approval using the Faculty-Led Student Experience Travel Form.
• All required travel documentation must be submitted no later than two (2) weeks prior to travel, including:

• • Cost Estimation Worksheet
  • Faculty Co-Leader Responsibilities Form (if applicable)
  • Travel Emergency Preparedness Plan

• Once travel is approved, all travelers must complete the Travel Course Participation & Eligibility Form/Agreement prior to departure.
• Recurring or Multiple Occurrence Travel:

For courses or programs that include multiple occurrences of similar travel (e.g., recurring lab sessions, site visits, or field-based instruction), faculty may submit a single request covering a series of planned travel dates within a defined academic term.

This request must be reviewed and approved by the appropriate Dean in the same manner as individual travel requests. Approval applies only to the dates, locations, and conditions outlined in the submission.

In such cases, students are required to complete the Travel Participation & Eligibility Form once per term, unless there are material changes to travel conditions or participant information. Faculty must maintain an accurate roster and schedule of travel dates and communicate any changes to the Dean and the Travel Office. Any material changes to the approved travel plan must be resubmitted for review and approval.

• Approval Documentation:

Approval must be granted by the appropriate Dean and documented and retained by the academic unit. While email approval may be used for expediency, it must clearly confirm review of the required travel information and serve as the official record of approval unless otherwise directed by the College.

Pre-Travel Requirements

• Faculty must clearly communicate travel expectations to students, including:
  • Itinerary and schedule
  • Transportation and lodging arrangements (if applicable)
  • Safety expectations and behavioral standards
  • Any additional costs and required documentation
• Faculty must confirm transportation plans, cost estimates, and emergency preparedness details with their Dean and/or the Vice President for Academic Affairs. Transportation arrangements must comply with the transportation priorities and requirements outlined in the Faculty-Led Travel Policy (AA4011).
  • Transportation arrangements must be coordinated in accordance with the College’s Transportation Priority Order (see definition below), including the use of contracted transportation providers arranged through the Purchasing Office when required. Faculty may not independently secure or commit to transportation services outside of approved Purchasing and contracting processes unless an exception is formally approved.
  • If students choose to travel using personal vehicles to meet at the destination, such arrangements must follow the guidelines outlined in the Faculty-Led Travel Policy (AA4011), including that participation must be voluntary and faculty may not organize carpools or assign drivers.
• Students may be required to submit waivers, medical information, or other documentation prior to participation (see the Health Information Form).
• Faculty leaders must ensure that students participate in the required pre-departure safety orientation coordinated by the Travel Office and Campus Safety when applicable. (See the AA4011.5 Travel Emergency Procedure for details)
• Emergency contact procedures must be established and align with College travel and emergency response protocols.

Instructor Responsibilities

Faculty serving as trip leaders are responsible for the following:

• Submitting a Faculty-Led Student Experience Travel Form for approval
• Complying with AA4011 and all related College travel, safety, and risk-management requirements
• Completing and submitting all required pre-travel documentation, including cost estimates and emergency preparedness plans
• Ensuring participating students meet eligibility requirements appropriate to the nature of the travel experience. – For faculty-led student excursions, eligibility requirements are defined at the course, program, or activity level and may include considerations such as course enrollment, participation expectations, and student readiness for the activity. These requirements are not intended to restrict participation based solely on academic standing (e.g., probation) or first-semester enrollment unless specifically required by the nature of the activity. Faculty should consult with their Dean when eligibility questions arise.
• Ensuring participating students complete required participation forms and documentation prior to travel
• Maintaining appropriate supervision of students throughout the travel experience – Appropriate supervision refers to the faculty member’s responsibility to provide reasonable oversight of students based on the nature, duration, location, and risk level of the activity. This includes:
  • Maintaining awareness of student participation and group status
  • Ensuring students understand expectations for conduct and safety
  • Being accessible to students during the activity
  • Responding appropriately to issues or emergencies in accordance with College procedures
    Supervision expectations should be consistent with professional responsibilities for managing off-campus academic activities and may vary depending on the structure of the experience.
  • Submitting required participation and registry documentation to the appropriate Dean or Director
  • Following the College Travel Emergency Procedure (AA4011.5) and emergency response protocols in the event of an incident during travel

Definitions

• Excursion (Faculty-Led Student Excursion) – A short-duration, faculty-led student travel experience organized, sponsored, or overseen by the College that does not constitute a Travel Course. An excursion may be credit-bearing or non-credit; may occur during or outside regular class hours; and may include brief overnight stays when necessary to support the academic, experiential, or co-curricular activity. Transportation for excursions must follow the transportation standards outlined in the Faculty-Led Travel Policy (AA4011).
• Faculty-Led Student Experience Travel Form – The official College form used to request approval for Faculty-Led Student Excursions governed by this procedure. The form captures travel details, leadership information, cost estimates, and emergency preparedness documentation.
• Travel Emergency Preparedness Plan – A required planning document outlining emergency protocols, communication strategies, and response procedures for faculty-led student excursions, consistent with College travel safety and risk-management standards.
• Cost Estimation Worksheet – A required document used to identify anticipated costs associated with a Faculty-Led Student Excursion, including transportation, lodging (if applicable), meals, fees, and other student-related expenses.
• Transportation Priority Order: The required sequence of transportation options that must be followed when arranging College-sponsored travel, as defined in the Faculty-Led Travel Policy (AA4011), including the use of contracted transportation providers and approved College transportation methods.
• Travel Experience Forms & Process Overview: A companion resource document that outlines the required forms, steps, and workflow associated with each type of College-sponsored travel, including non-course related travel, pre-approved travel courses, new travel course proposals, and faculty-led student excursions (day and short-duration travel). This resource is maintained by the Travel Office and is intended to support consistent implementation of this policy by providing operational guidance, required documentation, and process sequencing. While it does not replace formal policy or procedure requirements, it serves as the primary reference for faculty and staff when planning and executing approved travel experiences.