Field Trip and Excursion Form

Faculty interested in sponsoring off-campus trips with students must receive approval from the DOF Office. Budgetary support from the DOF may be available, but only for trips that are tied to a credit-bearing course. If financial support is needed, faculty should contact the DOF Office with this form before integrating the trip into a course. The approval process ensures that faculty are fully informed on policies around issues such as transportation and risk management. Submission of this form initiates the approval process. The form should be completed in full. A copy of the form will be automatically forwarded to you and the Associate Dean of Faculty.

Approval must be sought whether or not
- You are requesting funds from the DOF Office
- You have funding from another office on campus
- You don't need funding
Because coordinating details for field trips takes time to arrange, approval should be sought at least 3 weeks prior to the targeted trip date.
Faculty and students traveling off campus must be familiar with Hamilton's Title IX protocols.

Informing students: If a faculty member plans to incorporate a field trip, community engagement, or experiential learning component into a course that requires travel off campus, students must be informed ahead of time of any personal or financial responsibilities they will have for participating in those components. Students will be expected to share some portion of the expense for optional activities. They must also understand that they are expected to adhere to the College's standard Code of Conduct as outlined in the Student Handbook

To compile waiver and emergency information, Janelle will share a Google form link for you to share with your students. The responses to the form will be shared with you on a google sheet filed with the Office of Experiential Learning and Campus Safety.

The following information needs to be documented with the Dean of Faculty office prior to departure:

Emergency contact information for students, faculty, and other employees on the field trip
Transportation arrangements
List of student and employee attendees
Waiver information

If you plan to use College-owned vans for transportation, expenses are based on mileage only. There is no separate van rental fee. Transportation expenses should follow Business Office policy on Mileage Allowance. Cost can be estimated by multiplying the number of roundtrip miles expected to be traveled by the current allowance per mile. College-owned vans can be reserved through 25 Live.

First name*

Last Name*

Email*

Your full Hamilton College email address

Trip Start Date* (*Please be aware that two weeks' notice is required for Parkhurst dining and student transportation to support your trip)

Trip End Date*

Department and Course Number*

Course Title

Trip Description *

Trip Destination (Provide address if available)

Trip Destination Type in New York State Outside New York State Outside US

Accompanying Faculty Members *

Faculty Director Emergency Phone Number *

Anticipated Number of Students *

Mode of Transportation - More Info

You will need to make your own transportation arrangements for your proposed trip. There are several including a College van, personal vehicle, or Birnie Bus. The bus option is the most costly. An approved budget number is needed to reserve a van. Van use for academic purposes has priority, however, there is high demand for them so it is best to make reservations as soon as possible. Please review the policies around College van use in the following link: https://www.hamilton.edu/news/calendar/van-reservation-information

Use of private vehicles is permissible with the usual mileage reimbursement. Please note that one's personal insurance applies in the case of any mishap. Policies on the use of personal vehicles can be found in the following link: https://www.hamilton.edu/offices/auxiliaryservices/travel/personal-vehicles

Lodging Specifics

Potential Risks

My department chair/Program director has approved this trip.* Yes No

The course associated with the field trip is required for the concentration.* Yes No

This field trip will NOT require students to miss scheduled class(es).* Yes No

Ham/Van request - do you have a driver arranged? Name(s) of approved driver(s).

Curricular Justification, explain how this activity supports Hamilton's educational goals and the curricular goals for the course. Also, describe alternate options for students who cannot participate in the proposed trip for legitimate reasons. *

Budget Estimate

Please only use numbers in the amount column, not dollar signs or equations.

Item	Amount	Explanation
Transportation
Lodging
Meals / Snacks
Admission / Registration fees
Other

Funding from other sources

Please only use numbers in the amount column, not dollar signs or equations.

Source	Amount	Account Number

I will gather emergency contact information, medical info for risk management.*

I understand that I must communicate to students that they are expected to abide by the College's standard Code of Conduct as outlined in the Student Handbook while participating in the off-campus event. *

ADOF to approve: *

Contact

Office of the Dean of Faculty

Office Location

Buttrick Hall

Phone

315-859-4607

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Field Trip and Excursion Form

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