Field Trip & Research Travel Risk Management

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

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

The following steps outline the process for obtaining approval and managing risk for field trips and academic research-related travel.

Step 1: Early Trip Planning

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
 

Step 2: Complete Required Documentation

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
   

Step 3: Obtain Departmental Review

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

Step 4: Engage Risk Management

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, Legal, or Insurance Services.
 

Step 5: Final Approval

Once reviewed, Risk Management will:

• Approve or conditionally approve the trip
   
• Document the approval 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.
 

Step 6: Prepare Participants

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
   

Step 7: During the Trip

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)
   

Step 8: Post-Trip Review (If Needed)

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

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