BIOLOGY DEPT FIELD TRIP GUIDELINES FOR FACULTY

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Updated: 6/2006 1 BIOLOGY DEPT FIELD TRIP GUIDELINES FOR FACULTY 1. Field Trip Gear:
A variety of field trip gear is stored in KIN 3, just off the loading dock. You can get a key to this
room for the quarter from Brianna in 106 KIN, or temporarily borrow the key from 318 HCK (but
dont keep this for more than 1 hour). Please sign out items you take and return them when youre
done. If you have problems with any item, please label the item to identify the problem and date and
bring the item to 318 HCK so it can be repaired. Anything you leave in this room should be clearly
labeled with your name and office number or email and course number (and a hands-off note if you
dont want others to use it).
2. Recycling:
All courses are strongly encouraged to recycle waste whenever possible. There are several large
plastic bins in KIN 3 that you can use to collect cans, bottles, glass, plastics (#1 or 2), and paper.
These should be emptied into collection bins on the KIN loading dock upon your return and the
collection bins returned to KIN 3. There are also several special vented containers for food waste of
all kinds. Please empty these onto the compost heap behind the picnic table behind the greenhouse.
Lets get students into the habit of recycling!
3. Vehicle Reservations:
Kay Suiter (mksuiter@u) will reserve vehicles needed for your class. Note that 15-passenger vans
are no longer available, for safety reasons. Canceling or changing reservations must be done at least
72 hours in advance or we will be charged the full daily rate of the initial reservation.
4. UW Vehicle Regulations:
a. Only registered UW students and faculty can travel in or drive UW vehicles. Drivers must have a valid drivers license and UW id card with them at all times and must be familiar with, and
follow, traffic laws. Temporary employees who dont have an id card must obtain an authorization
letter from the Undergraduate Office, 318 HCK. No smoking in vehicles is allowed.
b. Regular motor pool vehicles cannot be driven off-road. Only Suburbans or Jeeps can be used for off-road activity; please request in advance. University vehicles may not be used for
transportation to or from personal on- or off-campus residences or for transportation to purely
recreational activities in the field.
c. Before leaving check to make sure that the vehicle has a spare tire, jack, and lug wrench-- these have been known to be missing.
d. Drivers must be courteous to other drivers and pedestrians. If you have even a minor accident, you must immediately pull over, open the glove compartment and follow the accident
instructions inside. The driver is personally liable for any traffic or parking tickets incurred. Minor
damage/repair to the UW vehicle is covered by the rental rate, but the department will be charged
for extraordinary items. Contact Motor Pool if repair is necessary during the trip. The University
does not carry comprehensive insurance nor is equipment or personal property insured.
e. Vehicles must be cleaned out before being returned to Motor Pool or a cleaning fee of $25/hour is incurred. We have been charged over $100 per vehicle for ones returned with dirt, sand,
leaves or debris in them--this has a huge impact on course budgets so please make sure you clean
vehicles as much as possible!
f. All motor pool paperwork must be turned in to Sue Bartroff, in 106 Kincaid, when the trip is completed (or given to Kay Suiter in 318 HCK, to send to Sue). Updated: 6/2006 2 5. Ferry Fares:
UW field trips are official state-supported educational functions and are thus eligible for special
ferry fares. The flat fee for all walk-ons, regardless of number, is $2; vehicles and drivers pay the
regular fare. In order to get the flat fee, the instructor must have an official letter, on letterhead,
specifying the date of the trip, the name of the driver (if a van is involved), the destination (ferry to
be taken), and a statement to the effect that this is an official educational activity. If no vehicle is
taken on the ferry, specify the total number of walk-ons. A sample letter is available at: http://depts.washington.edu/biology/bioInternal/fieldtrips/fieldtrips.html Because of possible substantial savings, instructors are encouraged to use the flat fee whenever
possible. For trips to Friday Harbor--FHL has a van they will loan out for class use. If its
feasible for you to arrange to use that and not take vehicles on the ferry (or even 1 less vehicle!),
that will save significantly.
6. Liability:
a. NO STUDENTS automatically have accident insurance coverage for injuries or illnesses that occur during field trips and must be informed of any potential risks.
b. Each student must sign the Acknowledgement of Risk form (see below). Special provisions may need to be taken for minors (under the age of 18). If desired, individual students can
purchase optional field trip insurance by calling 206-543-3419. UW employees are automatically
covered for work-related injuries by Workers Compensation.
c. It is the instructors responsibility to insure that all students fill out and return a signed Acknowledgement of Risk and Consent for Treatment form This form is available on-line at: http://depts.washington.edu/biology/bioInternal/fieldtrips/fieldtrips.html The instructor fills out the top part before giving it to the student to sign.One form is adequate for
multiple field trips within a course. Signed forms should be with the instructor on the trip and at the
end of the quarter should be sent to the Undergraduate Office (318 HCK) for filing (to be kept for 3
years). On the form, risks that students should acknowledge accepting include the following: Work with, or exposure to, bats and other wild animals increases the risk of contracting rabies. Camping in areas inhabited by rodents increases the risk of contracting hantavirus. Trips in tick infested areas increase the risk of Lyme disease. Challenging terrain or field conditions or demanding physical activity required. For more information on prevention and detection of these diseases, and for a more complete list of
risks involving animals and insects in the field, contact the Occupational Health Nurse at
Environmental Health and Safety, 206-543-7388. The Centers for Disease Control (CDC) website
( www.cdc.gov ) is also a good resource for general information. d. If you or your TAs need first aid training, contact Environmental Health and Safety at 206- 543-7262 or visit their website at: http://www.ehs.washington.edu/psotrain/corsdesc.shtm Updated: 6/2006 3 Before leaving, you should think about potential emergency procedures and how to obtain medical
help, should it be needed. Each course must have along a well-stocked first aid kit --none are
automatically supplied in vehicles.
e. Worst case scenario: Someone is seriously injured or killed during a field trip--it is imperative that UW Environmental Health and Safety, 206-543-7388, be notified as soon as
possible. It is also advisable to notify the Office of Risk Management at 206-543-2033. The
University Police 206-543-9331 can help notify the next of kin, if needed. If UW actions (e.g., a
motor vehicle accident) cause or may have caused death to a third party, then also notify the Office
of Risk Management Liability Claims Program at 206-543-3657 as soon as possible after the
incident. Remember not to admit liability, regardless of the circumstances, as this may impair the
UWs ability to effectively defend you and the University against a claim or legal action brought by
the injured party.
7. Faculty, Student, and Staff Conduct on Field Trips:
a. All faculty, staff and students on official departmental field trips represent the University of Washington and must comport themselves accordingly. In all cases, but especially when on field
trips in another state or a foreign country, students should be aware of local laws and customs and
act in accordance with these laws and customs.
b. Regarding the use of alcohol and other intoxicating substances during department- sponsored field trips: Never drink and drive, or allow anyone under the influence to drive. No open containers of alcohol in university vehicles at any time. Absolutely no alcohol in the field, during instructional time, or consumption by minors. Any off-hour consumption of beer or wine must be strictly limited and well controlled. University vehicles may not be used for trips to pubs, bars, or to purchase alcohol. No illegal substances at any time. At all times, avoid behavior that negatively affects the comfort, well-being or learning environment of fellow field trip participants and/or members of the general public. Even when participants are not engaged in educational activities, it is expected that all University
employees and students will conduct themselves in a manner consistent with University policies and
the Student Conduct Code throughout the course of the field trip. Faculty have the obligation to
provide supervision and the authority to enforce this policy and take corrective action if necessary.
A more complete discussion of student conduct guidelines and sanctions is provided on the WEB
site: http://www.washington.edu/students/handbook/conduct.html In the event that a student is deemed to have violated any of the recommended behavioral
guidelines, the faculty member in charge of the class will issue a warning. If the offense is
sufficiently egregious and is deemed to be a violation of the Student Conduct Code of UW, the
faculty member in charge has the authority to report the incident to the office of Vice-President of
Student Affairs. This office will proceed as stipulated in the Student Conduct Code.
c. For trips to Friday Harbor Labs: Students may not row the labs rowboats to town. With instructors permission, rowboat use is limited to daylight hours and rowboats must be signed out,
life vests worn, and rowers must stay near shore, well out of ferry lanes. (This is meant to apply to
short-term visits only.)
Updated: 6/2006 4 QUICK REFERENCE GUIDE AND USEFUL NUMBERS OFFICE PHONE # E-MAIL AND/OR WEB PAGE ADDRESS Office of Risk Management Assistant Director, Office of Risk
Management 206-543-2033 Field Trip Insurance-Foreign and Domestic 206-543-3419 rmequip@u.washington.edu Workers Compensation 206-543-0183 workcomp@u.washington.edu Equipment Insurance 206-543-3659 www.washington.edu/admin/rmequip Claims 206-543-3659 claims@u.washington.edu Association for Safe International Road Travel
(ASIRT) www.asirt.org Car Insurance Coverage Table www.washington.edu/admi/travel/carinsurance.html Centers for Disease Control www.cdc.gov Criminal Background Checks
(Recruitment and Employment Services) 206-685-2728 www.washington.edu/admin/employment Disability accommodation for faculty and staff
(Disability Services Office) 206-543-8924 dso@u.washington.edu
www.washington.edu/admin/eoo/dso/ Disability Accommodation for students
(Disabled Student Services) 206-543-8924 uwdss@u.washington.edu.
www.washington.edu/students/gencat/front/DisabledStudent.html First Aid/CPR classes, Incident/Accident
Reports (Environmental Health & Safety) 206-543-7262 www.ehs.washington.edu Occupational Health Nurse & Travel Clinic
(Hall Health Primary Care Center) 206-543-7388 www.depts.washington.edu/hhtravel/ Passports travel.state.gov/passport_services.html University Police 206-543-9331 uwpolice@u.washington.edu US State Department travel.state.gov/travel_warnings.html Vendor Selection (Purchasing Office) 206-543-5810 www.washington.edu/admin/purchasing

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