Faculty Field Research Trip Procedures:
When faculty take graduate students, undergraduate students
or volunteers on Field Research Trips (US or foreign), certain documents should
be prepared by the Group Leader prior to travel. The purpose of these documents is
to help faculty and staff better plan their field trips, encourage people to
think about the potential risks of field trips prior to beginning them, and
reduce the University’s exposure to costly claims and lawsuits. Note that you are the Group Leader.
Additional information is available at http://www.busserv.ucsb.edu/riskmanagement/rmi.htm
1. WAIVER OF LIABILITY: UC Waiver of Liability, Assumption of Risk & Indemnity
Agreement –Elective/Voluntary Activities form must be
signed by everyone participating in the field research trip. This includes students not registered
for course credit, students registered for course credit, non-students,
volunteers, and employees not in the course and scope of their job duties. The waiver can be found at
http://www.busserv.ucsb.edu/Forms/rm/WaiverElecActivities.pdf
Every field research trip
participant must sign the waiver form prior to the trip. The signed waiver
forms are kept on file in the Department of Anthropology (give to undergrad
assistant or MSO).
2. STUDENT AGREEMENT:
It is highly recommended that a Student Agreement be
developed that spells out the responsibilities and obligations of both the
University and the participant, and all associated terms and conditions. The
Student Agreement should be signed by the student/volunteer prior to the trip
and be kept on file in the Anthropology Dept (give to undergrad assistant or
MSO). This Agreement provides
participant information to the individual. The department has a
few samples on file and we are working to develop a generic Agreement format
that can be easily adapted to field research trips.
3. STUDENT GUIDE:
It is highly
recommended that a Student Guide be developed that contains information about
the specific program and course of study as well as issues of general concern – travel arrangements, insurance, duties, customs, and cultural issues. This kind of information allows the
participant to maximize their learning experience and minimize unanticipated
surprises. The department has a
few samples on file and we are working to develop a generic Guide format that
can be easily adapted to field research trips.
4. INSURANCE:
If the Group Leader is not going to purchase
medical/accident insurance and medical evacuation & repatriation insurance
for participants, it is important that participants be advised of this. Participants should be advised of
what kinds of insurance they should carry, and that their participation is
contingent upon their providing proof that they carry the minimum recommended
levels. Students receiving course
credit may have some minimal medical/accident coverage under the University’s
Student Off-Campus Insurance Program, (please see Quick Tips: Student
Off-Campus Insurance at the above website).
5. VOLUNTEER REGISTRATION
FORM:
At UCSB, volunteers may be eligible
for coverage under the University’s Workers’ Compensation. Registered
volunteers at UCSB are eligible to file a claim if they become injured or ill
in the course and scope of their volunteer activity. To qualify for this
coverage, specifically notify the department of a volunteer participant. Forms must be submitted to UCSB’s
Workers’ Compensation Manager for approval PRIOR TO THE TRIP.
Definition of a Volunteer – A
volunteer is someone who:
- Is performing a service
and the sole function of which is to benefit the university
- Is not receiving
compensation for that service
- Is NOT a student receiving
course credit
You, as Group Leader, are also
covered by Worker’s Compensation and should take Employee’s Claim for Workers’ Compensation Benefits forms on the trip for your own use if the need occurs or
for an approved volunteer.
Note: Worker’s Compensation
claims are administered by 3rd party administrators for determining
the outcome of a claim. Worker’s Compensation coverage is not in lieu of
personal medical coverage.
GENERAL NOTES ABOUT FIELD TRIPS
1. The faculty or staff member in charge of a research field
trip is the Group Leader. It is
the responsibility of the Group Leader to provide the required documentation
and information as described above to all research field trip participants.
2. Minors should not be taken on Field Trips that exceed
one day. It is the law that adults in the custody of minors who are not their
children be fingerprinted and have background checks. If there is some
compelling reason that a minor should participate in a research field trip,
consult with Human Resources for information about fingerprinting and
background check requirements. Consult with Risk Management as to the
appropriate use of the UC Waiver.
3. Transporting people
creates risks. Since the principal goal of a research field trip is the work or
instruction that occurs at the field trip destination, it is highly recommended
that, whenever possible, University employees minimize their involvement in
transportation arrangements. If it creates no hardship or inconvenience, there
are fewer complications and risks, if the role of the University begins and
ends at the field trip destination. It is therefore preferable that field trip
participants make their own transportation arrangements to get to the field
trip location.
Additional information on field trips is available http://www.busserv.ucsb.edu/riskmanagement/rmi.htm
