Every responsible party overseeing a field trip and / or day trip must complete a Trip and Participants’ Information Form for each trip. The responsible party must keep a copy of each Trip and Participants’ Information Form in their possession throughout the duration of each trip. A copy of each Trip and Participants’ Information Form must be on file with the appropriate custodian of records prior to departure.
The Trip and Participants’ Information Form is available on the Student Travel Training webpage located at www. collin. edu / studentresources / deanofstudents / studenttraveltraining. html.
Field Trip Approval For field trip approval by the appropriate program director and / or associate academic / workforce dean and academic / workforce dean, the responsible party must follow these steps:
1. Review the Mandatory Student Travel Training and complete the appropriate Student Travel Training Liability Waiver and Acknowledgement Form.
2. Ensure all participants complete Mandatory Student Travel Training and the appropriate Student Travel Training Liability Waiver and Acknowledgement Form. Note: All participants must complete the appropriate Student Travel Training Liability Waiver and Acknowledgment Form only one( 1) time during the current academic calendar year( i. e., beginning of the Fall semester through the end of the Summer III term).
3. Complete the appropriate Student Field Trip Spend Authorization in Workday for all off-campus trips no later than 30 days before the field trip and include the following: a. Description: Name of Field Trip b. Business Purpose: Student Field Trip( No Cost) or Student Field Trip Travel c. Expense Item: i. Student Field Trip( No Cost) 1. Per Unit Amount: $ 1.00( Note: This amount will not come from anyone’ s budget as it is just required for Workday.) ii. Student Field Trip Travel( Note: This will only be used if funds will be disbursed.)
1. Fill in info here d. Upload the completed Trip and Participants’ Information Form under Attachments.
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