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
  • To allow for time to coordinate and arrange field trips, please allow at least 3 weeks from the targeted trip date for domestic field trips and at least 9 months for international field trips.
  • Faculty and students traveling off campus must be familiar with Hamilton's Title IX protocols.
  • At the planning stage of your trip, prior to submitting this form, you are encouraged to meet with the Office of Experiential Learning (domestic trips) or the Office of Global Learning (international trips) to identify the risks, costs, and logistical support available

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.
Your full Hamilton College email address
Trip Destination Type

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:

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:

My department chair/Program director has approved this trip.*
The course associated with the field trip is required for the concentration.*
This field trip will NOT require students to miss scheduled class(es).*

Budget Estimate

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

Item Amount Explanation

Funding from other sources

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

Source Amount Account Number

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