Field Trip & Research Travel Risk Management

Field trips and research-related travel offer transformative learning and discovery opportunities, but they also introduce risks that must be managed to protect students, staff, faculty, and the institution itself.  These risks may include environmental hazards, reputational exposure, travel incidents, or health and safety concerns. Without proper mitigation, such activities can result in injury, liability claims, reputational harm, or potential interruption to research outcomes.

Proactive risk management in this space is a shared responsibility. It ensures academic excellence is supported by safety planning, aligns with university policy, and upholds our duty of care to all trip participants.

The following steps outline the process for obtaining risk management recommendations & support for field trips and academic research-related travel.

Begin your planning well in advance. Define the purpose of the trip, the participants involved, the destination, and the activities planned. Consider potential hazards (e.g., terrain, climate, remote travel, wildlife, or high-risk activities like diving or climbing) and begin documenting them.

Recommended Start Time: 4–6 weeks before departure

Faculty or staff trip leaders are required to complete the following forms prior to departure:

• Field Trip Risk Planning Form
   
• Risk Mitigation Plan & Checklist
   
• Participant List with Emergency Contacts
   
• Waivers or Informed Consent Forms (if applicable)
   
• Detailed Itinerary, Travel & Accommodation Plans

Submit completed documentation to your Department Chair or Faculty Supervisor for academic alignment and initial sign-off. The Dean confirms the trip is academically supported and resourced appropriately.

Once your department has reviewed the plan, contact the Enterprise Risk Management Office to:

• Review and assess the risk exposure
   
• Confirm required safety measures and certifications (e.g. First Aid, Emergency Planning)
   
• Discuss insurance needs, emergency response, and institutional protocols
   
• Receive additional guidance for trips involving international, high-risk, or remote travel
   

Note: Risk Management may request revisions, additional information, or direct involvement from Health & Safety, Procurement or Legal.

Once reviewed, Risk Management will:

• Document Risk Management Recommendations and Risk Review for Institutional Tracking
   
• Provide a formal Trip Risk Clearance if required
   

Trips with elevated risks may require further escalation to a Dean, Vice-Provost, or Legal Office for sign-off.

Prior to departure:

• Conduct a safety briefing for all participants
   
• Ensure first aid kits and emergency supplies are in place
   
• Distribute contact numbers, emergency protocols, and codes of conduct
   
• Confirm all documentation has been submitted and reviewed

Follow the planned itinerary and safety protocols. In case of incident or emergency, contact:

• Campus Security
   
• Risk Management Office
   
• Emergency Services (if urgent and off-site)

If an incident occurs or the trip encounters challenges, the trip leader should report back to Risk Management for:

• Incident reporting
   
• Lessons learned
   
• Risk updates for future planning