Field Trip Review Request

A field trip is defined as an ASU sponsored, scheduled domestic trip/travel activity that is part of an academic program and where an ASU employee will be present to supervise student participants.



Please visit the ASU Field Trip Process and Procedures website for more information. https://universityevents.asu.edu/page/asu-field-trip-process-and-procedures



Note: It is strongly suggested that you gather all of the information needed prior to starting the form. There is no "save and complete later" option and your progress will not be saved if you close the browser window. If you need to gather information while you complete the form, please keep this window open.

This review form must be submitted 14 days prior to Field Trip.


Field Research trips and International trips with students are exempt from this process and should not be registered using this form.

The Submitter will automatically receive communication regarding this request. If there is anyone else who needs to be included, please enter their ASU email address.

Select or enter value
Caret IconCaret symbol

Destination Information

Is the field trip destination within the United States or International?*

STOP!

You indicated that the field trip destination is international. Student related trips to an International destination must be registered and reviewed by Student International Travel.


Please visit https://goglobal.asu.edu/content/register-travel to register your trip and contact goglobal@asu.edu with any questions.


YOU DO NOT NEED TO COMPLETE THIS FORM FOR RISK MANAGEMENT SERVICES.

What is the name of the destination (i.e. park name, museum name, facility name)

Include city, state, and zip code


If you do not have a formal address, please list location data :longitude/latitude, mile marker, etc. and attach a map of the location.

Department Information

You can search for your department in the drop down menu.


IF YOU DO NOT SEE YOUR DEPARTMENT IN THE DROP DOWN, TYPE IN YOUR DEPARTMENT'S FULL OFFICAL NAME AND PRESS "ENTER"

Select or enter value
Caret IconCaret symbol

Participant Information

Will there be volunteers attending this field trip?*
Please confirm all volunteers have completed the Volunteer registration process.*

https://cfo.asu.edu/volunteer-insurance-services

Will there be minors attending this field trip?*
Are the minors enrolled as ASU students or employed by ASU?*
Will the parents, guardian , or teachers of the minors be present during the field trip?*
Please confirm all ASU faculty, staff, and volunteers who will be interacting with the minors during this trip, are incompliance with the Minors on Campus policy.*

https://cfo.asu.edu/minors-campus

Minors on Campus Notice

Personnel or volunteers working in activities and programs with minors who are not ASU students or are an ASU employee, who have responsibility for the care, control or custody of a minor as part of that activity or program must comply with the policy.


Please visit the Minors on Campus website for more information: https://cfo.asu.edu/minors-campus

Will there be anyone other than ASU Personnel and ASU students attending this trip?*

i.e. Students, spouses, children, and friends not registered in the class.


To improve staff control and supervision and reduce risks and exposure to liability, ASU practice recommends participation in ASU sponsored field trips be limited to employees in the course and scope of their employment and students registered in the class in which the trip occurs. Students, spouses, children, and friends not registered in a class should not be allowed to participate.


If there is a reason that a person not registered with the University should attend this trip, please provide their name and the reasoning below.

Please list the name of the non-ASU personnel, describe their relationship to ASU and the purpose of them attending this trip.

Are there any students not attending this field trip?*

Transportation Information

Select or enter value
Caret IconCaret symbol
Select
Caret IconCaret symbol
ASU departments are responsible to ensure that all drivers are in compliance with the Authorized Driver Program prior to trip departure.*

https://cfo.asu.edu/defensive-driving-training

Will you be using an ASU or State rental contract?*

ASU has a negotiated contract with Enterprise Rental Car and the State of Arizona has negotiated contracts with Enterprise and National. These contracts include the required liability insurance and damage waiver. If you utilize one of these contracts you do not need to purchase additional insurance through the rental company.


https://cfo.asu.edu/vehicle-insurance

Rental Vehicle Note

If you do not use an ASU or State rental contract, it is recommended that you purchase Liability and Damage Waiver Insurance directly from the rental car company. In the event the rental vehicle is damaged and you have not purchased the additional coverage, the Rental Car company will be required to submit a Notice of Claim directly to the state of Arizona in order to recover damages. In most cases, rental car companies choose to charge the card used to rent the vehicle rather than submit a notice of claim.


In the event of damage to an rental vehicle, please submit a loss report to Risk Management Services. The loss report serves as notification to RMS of the damage, it does not serve a notice of claim or acceptance of liability by ASU. https://cfo.asu.edu/claims

Rental Vehicle Damage Confirmation (E)*


  • I understand that by not using an ASU or State contract, I may be required to purchase additional insurance through the rental car company at the time of rental.


  • If I do not purchase additional insurance, I understand that in the event of damage to the rental vehicle, the rental car company must submit a claim directly to the state of Arizona.


  • I understand that if the rental car company chooses not to submit a notice of claim that my personal credit card or ASU travel card may be charged for the full amount of damages by the rental car company.

Special Activites

Is this an overnight field trip?*

i.e. How many rooms, how many students per room, etc.

Reimbursement for Overnight Trips

If you are submitting for reimbursement of expenses for overnight trips, please follow ASU travel guidance. https://cfo.asu.edu/domestic-travel-guidance.

Will this trip involve interacting with or working with live animals?*
IACUC Review*

For all trips involving interaction with live animals please review the following link and complete any requirements listed on this website. https://researchintegrity.asu.edu/animals

File Upload Note

Please attach:


There is a file limitation and you will not be able to upload multiple individual files.


Please package all approvals, Itinerary, and students roster into ONE PDF document.

Drag and drop files here or

Department Confirmation

I have attached a copy of the itinerary for this field trip.*
I have attached a copy of the student roster for this field trip.*

The class roster should clearly indicate which students are attending this trip and which students are not attending.

I confirm that will collect COMPLETED waivers for all attendees prior to departure.*

Departments are responsible to keeping accurate and completed ASU Release, Indemnity & Assumption of Risk Form on file for each attendee listed on the field trip class roster. Waivers are imperative in the event of injury or a claim and departments should be able to produce a completed waiver to Risk Management, when requested.


Note: you DO NOT need to attach the waivers to this request, you only need to confirm you have the waivers on file.

Please select "Send me a copy of my response" below to receive email confirmation that your request has been submitted. You can use the email confirmation as a reference when sending any additional documentation or communication to Risk Management. 

Powered by Smartsheet Modern Logo On Light
Privacy Notice|Report Abuse