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Field Trips

If you are planning a field trip for your students, it cannot be considered mandatory unless transportation is provided or readily accessible and it is built into the class meeting pattern, prior to students enrolling. If the field trip is not built into the meeting pattern, you can still have one, but cannot require or penalize a student for not attending. If the trip is a class requirement, it is recommended that an alternate assignment be offered for any student who wishes to opt out. It is the instructor’s description to determine an equivalent assignment.

If you have questions about what field trips, please email .

Funding Options

Funding through a course fee – (if the field trip is going to be part of the course each time it is offered) A course fee is charged to the student’s account upon registering for the course and is included in their semester tuition charges.

A course fee for the purpose of travel expenses may be used for the following:

  • Group travel costs such as gas and mileage reimbursements not including food.
  • Admission and rental fees to off-campus educational facilities.
  • Rental or use fees for specialized equipment used exclusively for instruction.
  • Rental or use fees for on campus facilities where a usage fee is normally charged.
  • Off-campus field trips or specialized equipment and facilities use.
  • Private instruction such as one-on-one study with an instructor for music performance.

Requests for a course fee must be made and approved in advance (at least one year) and noted in the course syllabus. Please contact Caroline Harrison () for further details.

Funding through SOS – A budget proposal should be submitted to the Dean’s Office via email. Please email with the request and after all relevant information is collected, it will be shared with Dean Boone for consideration. The proposal should include an outline of expected costs and any explanation necessary. As with the course fee, this request must be made and approved before the start of the class.

Paperwork and Documentation Required

Details of the trip must be submitted to no less than 30 days prior to the trip. Please include the following items in your email:

  • Short description of the trip purpose and intended learning goals.
  • Itinerary including the date and time of the field trip, location, and responsible university authority.
  • Please indicate whether the trip will be required or optional and whether an alternate assignment will be provided.
  • Description of how transportation will be handled. The following information should be included when applicable:
    • Rental company used and type of vehicle(s) rented.
    • If personal transportation is to be used and a list of drives.
  • List of students attending (full name and student ID numbers).
  • Release, Indemnity, and Assumption of Risk Form (see PDF attached below)* for each student attending to be submitted no less than 10 days prior to the trip.
  • Model Release Form* for each student if you are planning to publish any photos from the trip.

*Please note that if any student participating is under the age of 18, their parent or legal guardian must sign the above forms.

This information is stored in a central, secure, electronic file by the School of Sustainability. Additionally, the School of Sustainability submits this information to Kathy Bossert (), Insurance Program Coordinator, Sr., at least 10 days prior to the field trip.

The item listed above must be on file with the School of Sustainability advising office before the date of the trip

The travel requirements will be available soon at

A photo release form found here: Spanish version of a photo form to modify:

All information and forms should be emailed to Beth Volker

Travel Guidance

Chartering a Bus – Whenever possible, a chartered bus/van service should be used for transportation. ASU has contracts for group transportation with . If you would like assistance reserving a bus or van service, please contact Kelly Crow ().

Renting a Vehicle – When renting a vehicle, all drivers must follow guidelines and requirements outlined in the university policy . When a personal vehicle is used, the drive assumes all liability associated with the trip. Drivers and all passengers should follow these guidelines when using a personal vehicle:

  • Drivers and all passengers are expected to follow University policy and all federal, state, and local laws and posted signs.
  • Drivers must have a valid operator’s license and be trained as required by law.
  • Drivers must possess adequate auto insurance as required by law.
  • Drivers must possess current vehicle registration.
  • Drivers and all passengers shall have access to and use seatbelts and/or other approved safety restraint devices.
  • Drivers and all passengers shall not possess, consume or transport alcohol and/or illegal substances.
  • Drivers should take considerable care to allow for adequate rest periods and drive times.
  • Drivers should take care to assess the safety of the vehicle they are driving.
  • Drivers and passengers should have proper communication and emergency plans in place.

Due to safety concerns, faculty should note the use of large passenger vans defined as 12 and 15 passenger vans is prohibited at Arizona State University. No university affiliated person is permitted to purchase, lease, rent or transport passengers in 12 and 15 passenger vans.