Field Trip and Off-Campus Sponsored Activity
National Louis University encourages its students to participate in off-campus programs that provide valuable learning opportunities. Off-campus programs and activities may include student life events, field trips, or academic-related activities. Field trips and off-campus sponsored activities are any events that take place off- campus with the purpose of extending and supplementing learning opportunities in a way not possible on campus that is organized, supported, or financed by an office, department, division, or a student organization of the University.
All field trips or off-campus activities must be sanctioned by the University and held under the direction of an authorized University employee. Students participating on a field trip that involves an overnight stay or inherent danger in any activities involved in the trip must complete a release waiver provided by the University. If a release waiver is required, it must be completed prior to the trip or activity.
Examples of activities and events that fall within this policy include University sponsored field trips, playing club sports at off-site facilities, activities of recognized student organizations, academic association funded travel, course-related field trips, and situations in which a student or recognized student organization officially represents the University (e.g., conferences).
University sponsored field-trips and off-campus sponsored activities must meet the following requirements:
- The purpose of the travel must be consistent with the University’s mission, academic learning objectives, and/or student organization’s mission statement and constitution
- Travel must be planned so as not to create an undue interference with academic responsibilities. Should travel or off-campus activity conflict with a student’s academic responsibility, it is the student’s responsibility to make arrangements with their faculty and ensure they still meet academic requirements and deadlines.
- Prior approval is required for all field trips and off-campus programs from the University Dean, Program Chair, or Office of Student Engagement.
- All field trips must have a sponsor who has overall accountability for development and implementation of the event or activity. The sponsor is the faculty or staff member responsible for handling the logistics of the trip, collecting the required information and waivers from the participants, pre-departure orientation delivery, overseeing the health and safety of students, designating a trip chaperone, and conducting follow-up activities.
- No Friends or Family. Except with the explicit prior written permission of the Chief Academic Officer or Chief Student Affairs Officer, friends and family of faculty, staff, and students are not eligible to participate in sponsored trips.
Insurance
National Louis University does not provide travel insurance. Each individual student is responsible for securing travel insurance for any overnight trip at their own expense. The University does not currently mandate health insurance for all students. All trip participants shall be responsible for any medical costs they incur during and/or as a result of the trip.
Sponsor’s Role
The role of the field trip and off-campus activity sponsor is to execute proper planning and preparation to achieve a successful experience for all participants. Sponsors shall conduct thorough research about the destination to be visited, local transportation, overnight accommodations (if applicable), and dining options; creation of a detailed itinerary; and clear communication of plans and expectations with student participants. Of paramount importance in all aspects of the planning must be the health and safety of all participants. Sponsors must follow field trip and off-campus activity emergency procedures and safety planning as outlined in the Sponsor Procedure Manual.
Transportation
Whenever possible, private third party-provided transportation or University-owned vehicles should be used for transportation to any field trip or off-campus activity. Public transportation (e.g., regularly scheduled trains or buses) is also an appropriate means of transportation to any field trip or off-campus activity. Anyone who chooses to take alternative transportation does so at their own risk. See also Student Transportation Policy.