Field Trip Policy and Forms

MSU adopted a new student travel policy effective January 8, 2020.  The main purpose of this policy is to know when our students are on a trip so that we know where they are if there is an emergency. This policy covers field trip experiences and local trips. 

• View the official MSU policy and forms. 
• The Field Trip Summary Document includes forms with LRES-specific information pre-filled, as well as relevant information regarding state vehicle use. 

Summary of Forms for Off-Campus Field Trips

Academic field trips can enhance the content of a course by providing visual and hands on information that cannot be conveyed in the classroom setting. The Sponsoring Unit is required to comply with the following:

1. Required field trips offered in connection with a university course will be listed in the syllabus.
2. Any charge related to the field trip or academic travel for a university course is a student fee that must be approved in advance by the Board of Regents.
3. For a field trip of one day or less, the instructor must provide the Participation List and transportation forms (if applicable).

• Participation list/Emergency Contact List (policy s. 300.00) - fill in participants for each off-campus field trip and email (or submit a hard copy) to lresfrontdesk@montana.edu before the trip. 
  • This form provides us with emergency contacts for participants.
  • This form may be used as an attendance form.
  • Participation List 
• Transportation (policy s. 500.00) - For required field trips related to classes, transportation should be made available. Students may take their own transportation, but faculty may require that students use provided transportation.
  • These must be turned in before the trip; the original will be kept on file and is valid for a driver's entire career as a student and/or employee
  • If communicated to drivers, this form can cover all field trips for a class
    • Complete Driver's Agreement if any student transports 1 or more other students in their personal vehicles or are driving state vehicles.
    • If students are using State vehicles, they must sign the Vehicle Use Form.
  • Driver's Agreement (for personal vehicles)
  • Vehicle Use Form (for state vehicles)

Field trips or academically related travel that involve an overnight stay require the following:  

• Appointment of a Sponsoring Unit Contact Person
• Trip Orientation and Expectations: The instructor or appointed Trip Coordinator will provide participants with orientation prior to departure. Orientation should provide the following as applicable: destination, itinerary, route, rest and meal stops, lodging and air transportation information, appropriate clothing or gear, discussion of risks associated with the trip and established rules and protocols. See sample Participant Agreement.
• Completion of a Clery Act Travel Form and filing the form with the Office of Clery Compliance if the travel meets the criteria as outlined in the Clery Act Student Travel Guidelines.
• Medical Consent Form (policy s. 1200.00) - If students are going on an extended trip, the Sponsoring Unit may request students sign medical consent forms authorizing them to give consent in cases of emergency.This information is confidential and should be secured by the Sponsoring Unit and not disclosed to third parties unless necessary.
  • Sample medical consent form

Summary of Recommended Procedures and Tips

Before the Trip

Drivers

• Have all drivers sign the MSU-Bozeman Vehicle Use Form if they are driving a State vehicle.  This form MUST be turned in; front desk will keep a copy and forward the original to HR. Pages 10-12 of the Field Trip Summary Document include relevant portions of the state's vehicle use policy and MSU student travel policy.
• If drivers are using personal vehicles to transport fellow participants, have them sign the Driver Agreement Form (Form 4, see page 9 of the Field Trip Summary Document), which makes them aware of liability.

Students

• Have all students complete Form 1 (emergency contact) and the participation agreement (if there will be overnight travel) before departing. The trip coordinator may use discretion on how to gather emergency contact information so long as the information is compiled into a completed Form1, which is then provided to the front desk.  
• If applicable, also have students sign the Driver's Agreement or Vehicle Use Form.

Faculty/GTA (aka Trip Coordinator)

• Provide a copy of the participation list to the front desk.
• Orient students. Encourage (or require) a "buddy system".
• Orient trip coordinators.  Do they have First Aid training?  Are they familiar with emergency protocols?

On the Trip

• Take attendance and email a photo of the attendance sheet it lresfrontdesk@montana.eduright away. 
• Account for all students on a daily basis.
• Be alert. Be prepared.
• Be sure you have cell service or some way of alerting the Sponsoring Unit Contact (Bob Peterson - 406-994-7060) or campus dispatch (406-994-2121).
• In case of any incident resulting in injury, any criminal activity involving travelers as victim or perpetrators, property loss, potential dismissal of a disruptive participant, violation of rules or other unusual activity, the Instructor will contact the Sponsoring Unit Contact and report as soon as practicable. The Sponsoring Unit Contact Person shall report any criminal activity or property loss to the Office of Clery Compliance to meet the university’s reporting requirements under https://www.montana.edu/clery/.

In case of an emergency or car accident:

1. If there are injuries, call an ambulance. Most communities have a "911" system that would allow you to call a single number to dispatch all necessary emergency services.
2. Call local police or highway patrol and report the accident.
3. Call the Sponsoring Unit Contact Person. This contact is responsible for contacting campus officials. If the contact is not available, call University Police dispatch (406) 994-2121.
4. Make or assist students in making arrangements for alternative travel and/or lodging. The students may wait for repairs or may make alternative travel plans.
5. Advise the Sponsoring Unit Contact Person of plans for each student.
6. Complete Report of Incident. The person most knowledgeable about the incident should complete the report. If there are questions about filling out the report, contact Risk Management.

Taken from Section 700.00 of the travel policy.

Important Phone Numbers