Step One: Complete a Field Trip Request Form and submit to the Administrative Assistant in the Dean’s Office for approval. The form will be reviewed and sent back to you once approved. ***Your field trip is not approved until you receive confirmation; please keep a copy for your records.
Step Two: Each student must sign the Travel Release Form and all forms should be held by the department Administrative Assistant. Faculty must also provide their AA with a general itinerary including destination information, approximate departure and return times, and a cell phone or contact number for the faculty member sponsoring the trip.
Step Three: Fill out an expense reimbursement and return to the Dean’s Office for payment. Please indicate that it was for an approved fieldtrip but we do not need a copy of your request form.
All drivers must receive approval from the University of Redlands before they can drive on a field trip (regardless of distance and mode of transportation). Potential drivers must submit a DMV print out to Public Safety. Approval can take 7-10 business days.
University Vans: University vans can be reserved well in advance using the R25 system in MyRedlands. All van reservations are handled through Public Safety, Public Safety will bill the department based on mileage.
Rental Vans: The University has corporate contracts with a number of national car rental chains. One of the more frequently used companies is Xpress Rent-A-Car in San Bernardino. They will bring the vans to campus and pick them up when the contract ends. For more information please contact Rod Canada at Xpress Rent-A-Car (909)885-4433.
Private Cars: Private cars should only be used in rare cases when University vans are not available or rental cars are not an option. All drivers and passengers must complete the Private Transportation Liability Waiver.
*All forms available on MyRedlands. Please consult the Electronic Forms Spreadsheet for location.
Role of the Faculty Leader
The leader on a field trip or travel course will be different from standard on-campus courses. Responsibilities will vary by location and activity however basic responsibilities may include but are not limited to:
- Completion of the Field Trip Request Form
- Completion of all Travel Release Forms
- Thoughtfully and thoroughly preparing students before departure.
- Monitor travel conditions.
- Ensure that students know when and where they are to meet upon arrival and throughout the trip.
- Keep the Public Safety number with you at all times.
- Be the contact person for students, UofR staff and parents.
- Carry a charged cell phone for the duration of the trip or provide a detailed list of how and when you can be reached to the department administrative assistant.
- Manage student behavior issues
- Keep original receipts and complete expense reimbursements in a timely manner.