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:
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>