Academic Field Trip Guidelines
Academic field trips refer to off-campus activities that are directly tied to a university course and are led by faculty or staff members. These trips are designed to support educational objectives and may include research activities, museum visits, academic conferences or competitions, or other relevant site visits.
Field trips can be as short as a single class session or span several days. This definition does not include experiences related to teacher preparation programs, intercollegiate athletics, or service-learning placements, as those are covered under separate institutional policies.
Guidance for Trip Leaders
The purpose of these Academic Field Trip Guidelines is to ensure that all course-related off-campus activities are properly reviewed and coordinated in advance.
These guidelines help support the safety and well-being of students, ensure appropriate risk assessments are conducted, and confirm compliance with institutional policies and federal requirements, including The Jeanne Clery Campus Safety Act (Clery Act).
By following these procedures, faculty and staff can help ensure that academic field trips are educationally meaningful, well-organized, and in alignment with safety and reporting expectations before students depart from campus.
Forms and Requirements
All students participating in off-campus academic field trips are required to complete a Field Trip General Release Form prior to departure.
In addition, it is strongly recommended that each student sign a Student Code of Conduct to ensure they understand the expectations for behavior while representing the institution off campus.
All completed forms must be retained by the appropriate department for a minimum of seven (7) years, in accordance with the institution’s records retention policy.
Risk Assessment
In order to conduct a risk assessment, carefully identify and document any potential risks or safety considerations associated with the planned academic trip. These may include, but are not limited to the following:
- Physically demanding activities
- Environmental hazards (e.g., wildlife, poisonous plants)
- Extreme weather conditions
- Safety concerns related to the geographic area or lodging arrangements
This risk information should be retained on file within your department.
Faculty and trip leaders are also expected to communicate these identified risks to participating students in advance of travel.
Along with the risk information, please share the corresponding mitigation strategies—such as guidance on how to respond to severe weather events, areas to avoid during overnight stays, or safety protocols for interacting with the natural environment.
For a general risk assessment template and additional resources on evaluating and mitigating trip-related risks, please visit the Office of General Counsel and Risk Management’s Training Tools.
Clery Act
The Jeanne Clery Campus Safety Act (Clery Act) is a federal law that requires colleges and universities in the United States to disclose information about crimes occurring on or near campus, with the goal of helping the public make informed decisions about their personal safety. To ensure compliance with this law, all domestic travel—including academic field trips—must be registered using the Clery Trip Form.
In addition to the main campus areas, the Clery Act defines Clery geography to include:
“Any building or property owned or controlled by the institution that is used in direct support of, or in relation to, the institution’s educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the institution.”
Find more information about travel compliance requirements at
Clery Compliance for College-Sponsored Student Travel, Study Abroad, and Field Study Programs.
Please Note: Some incidents may fall under Title IX requirements even if they do not meet Clery Act reporting thresholds. For more guidance, refer to the section on Title IX in Abroad and Field Study Programs.
Transportation
- Find information about rentals and related policies at Vehicle Rentals.
- Find information about our Driver’s License Program.
Insurance Coverage for Accident/Injury
Trip Leaders are responsible for communicating emergency situations to their sponsoring office ASAP.
- Find more information at Accidents and Emergencies.
- Find information about general liability issues at Insurance and Liability.
- In compliance with Vermont state law Middlebury provides a comprehensive workers’ compensation insurance program and Middlebury employees participating in academic travel may be eligible.