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Field Trip Policy

Approved by: Academic Advisory Council – May 7, 2010

Approved by: Senior Executive Committee

Effective Date – September, 2010

Replaces – December 7, 2005

Position Statement

Field trips are an important component of the educational process and are supported and encouraged by the College. And while field trips can provide real life contact with instructional subjects, increasing the value of the learning experience overall, these activities may also present unique risks and hazards to participants. Field trip leaders should conduct appropriate risk management assessments and put in place measures to ensure the safety and accessibility for all field trip participants. Pre-trip briefing sessions are important so that everyone is aware of what is being planned and what the objectives and expected outcomes are for the participants. These sessions also give students a chance to share their thoughts and ideas about the field trip, to make suggestions or request specific activities, and to identify any concerns they may have. It will also allow students to identify any special needs they may have so appropriate measures can be taken to address these needs.

If a course involves College sanctioned field trips the following information, if available, should be clearly stated in the course outline: location(s), timing, duration, and cost (if any). The appropriate Dean/Director must approve plans

Cambrian College insurance is only available to participants if the College sanctions the field trip. The Dean/Director’s signature on the field trip plan is evidence of College sanction for the field trip. Students participating in voluntary or non-sanctioned activities/field trips are not covered by College insurance and must sign the appropriate liability waiver. (See below.)

The college learning environment, including mandatory field trips, will be made fully accessible for students with disabilities on a case-by-case basis. The Disability Advisor at The Glenn Crombie Centre will work with the program staff and the student to ensure the venue is accessible specific to the student needs. When a particular venue cannot be made accessible for an individual student for reasons allowed under the Ontario Human Rights Code, specifically undue hardship or health and safety, an alternate field trip will be arranged to meet the requirements of a student with a disability while meeting the objectives of the field trip experience. Where voluntary experiences are suggested, program staff should ensure that there are accessible venues suggested for these field trips in writing.

Definition of Field Trips

Field trips are defined as any work/research/study/activity approved by the College as a sanctioned component of a program and undertaken by staff and students at an off campus location. A field trip does not include meetings off campus, attendance at workshops or conferences, or trips to supervise students on work placements as part of their formal program of study. Clinical, co-op, or other types of placement that are an integral part of the course curriculum, and identified as such in the course outline, are not considered field trips.

Classes that are held off-campus as a regularly occurring, integral, formal, and scheduled components of a field-based course (i.e. some mining and geology courses), and identified as such in the course outline, are not considered to be field trips.

Pre-trip Preparation

  1. Briefing sessions should be held well in advance of the field trip. This will allow for the distribution of information that should include objectives of the trip, special clothing or equipment needs, proposed working groups if appropriate, and any other organizational matters. Information about legal situations (i.e. trespassing), safety concerns and potentially hazardous situations can also be shared. If the nature of the field trip requires such things as child abuse clearance, criminal history requirements, verification of valid immunization, visa requirements, etc. these should be discussed and clarified in the briefing session. This will also allow participants the opportunity to provide suggestions that can be considered and, if appropriate, acted upon before the trip. When possible, descriptions of the field trip should be discussed with students prior to registration to ensure disability related accommodations are considered in a timely manner.
  2. The instructor or field trip leader will generally plan field trips of one-day duration or less if they are routine components of the course. On over night or longer field trips students should be given an opportunity to provide input particularly in reference to the logistics of the trip rather than the content.
  3. On an overnight or longer field trip, provisions must be made to accommodate individuals in case of an emergency. A list of field trip destinations and, if appropriate, addresses and phone numbers of any hotels or accommodation being used should be provided to the department office and to all participants.
  4. Participants should also provide the name, address, and phone number(s) of a person to be contacted in case of an emergency. These names and addresses should be kept by the field trip leader and by the department office. For emergency purposes a cell phone, or in remote locations, a satellite phone, is essential.
  5. On a field trip students are expected to conduct themselves in a responsible manner and in accordance with both the Cambrian College “Code of Conduct” and the “Students Rights and Responsibilities” document. All participants must also be made aware that Cambrian College will not tolerate harassment or any form of discrimination covered under the Ontario Human Rights Code. Disciplinary action will be taken and/or charges laid against individuals found guilty of an offence. It is important to remember that all participants, by their participation in the field trip, are representing Cambrian College.
  6. If travel arrangements are rented/provided by or on behalf of the College all participants must utilize them. Participants not willing to use College arranged or provided transportation must sign an “Alternative Transportation Waiver”. (See below.) Field trips should begin and end on campus. There may be instances where transportation is not provided by the college. In these instances students are responsible for their own transportation to and from the field trip site as well as ensuring that they have adequate insurance coverage in the event of accident or mishap on route to and from the field trip site.
  7. Field trip participants must inform the leader in advance of any physical, psychological, medical, or dietary considerations that could affect their ability to participate in the field trip activities and/or their ability to endure the potential physical demands of the field trip. The field trip leader should make reasonable accommodation efforts or provide alternative opportunities.
  8. All participants are expected to be appropriately dressed for the field trip in question. A participant who is not appropriately attired, or does not have the necessary supplies or equipment, as identified at the pre-trip briefing session, will not be allowed to participate in the field trip.

Conduct in the Field

  1. Whenever possible field trip participants should not work alone, but with another group member or members, for safety reasons.
  2. All participants are normally expected to take part in all planned curricular activities of a field trip. An exception will be made where an individual believes the activity to be unsafe under the circumstances. Other exceptions will be considered, and accommodated according to the Ontario Human Rights Code.

If a field trip participant negatively impacts on the participation of others (i.e. harassment, threatening, etc.) the field trip leader has the right to have the participant cease all field trip activity and if feasible, to send the individual home or back to the College at the student’s own expense. The student’s emergency contact person should also be notified.


Cambrian College of Applied Arts and Technology

Voluntary Field Trip Liability Waiver

Download and fill out Voluntary Field Trip Liability Waiver

Submit below.


  • Max. file size: 60 MB.


Cambrian College of Applied Arts and Technology

Alternative Transportation Waiver

Download and fill out Alternative Transportation Waiver

Submit below.


  • Max. file size: 60 MB.


Cambrian College of Applied Arts and Technology

Out-of-Country Field Trip Liability Waiver

Download and fill out Out-of-Country Field Trip Liability Waiver

Submit below.

  • Max. file size: 60 MB.