Proposing a Field Trip

What is a Field Trip?

Field Trips can either be credit-bearing (offered in conjunction with a Texas A&M course) or non-credit bearing, such as volunteer or service learning program. These opportunities can be under the direction of a Texas A&M faculty or staff member.  As the name suggests, these are short trips abroad that usually last one to two weeks. They can be academic or non-academic in nature, but they are typically designed for a group to travel together, complete a specific project or academic outcome, or pursue an activity related to the group's mission or purpose.

Faculty and staff leaders interested in coordinating a field trip should register the experience with Education Abroad in accordance with Standard Administrative Procedure 21.01.03.M0.02. Education Abroad primarily provides health and safety resources, risk management and emergency information and support for field trips. 

If you are registering a Non-academic Field Trip (programs conducted by a unit or organization on campus), please complete the General Group Registration in the Education Abroad Portal.


What is the difference between a faculty led and a field trip?

A field trip can be part of a credit-bearing course, or a non-credit bearing program of its own. If a field trip is a part of a credit-bearing course, more than half of the course (50%) must be taught on campus, unlike a faculty-led study abroad course that is mostly taught abroad.

Field Trip Proposal Process

The process to submit a field trip to the University has changed, and starts with Summer 2021 field trips.  Faculty or staff will need to submit a Field Trip Form to Education Abroad.  Once submitted, trips that need to charge a fee to students will be guided to submit financial information to the Provost Office Portal.
 

STEP 1: Department and College Support

Faculty wishing to create such a program should meet with the appropriate academic department head and their Education Abroad College Liaison. Colleges may have an internal deadline and additional documents required. 

 

STEP 2: Submitting a Field Trip: NEW form 

Your Education abroad college liaison and the Education Abroad staff can guide faculty in the submission process, such as selection of a program provider to deliver logistical support in the foreign location. EA staff to contact are:  Pascale Parker, Associate Director pparker@tamu.edu, and Corinne Beverly, Coordinator, cbeverly@tamu.edu
 
To initiate the proposal process, a trip leader or coordinator must start the group registration in the Education Abroad Portal. Within the portal registration, you can access the International Field Trip Registration Form.

Start your portal registration based on your college: ‚Äč 

STEP 3:  Provost portal for fee request:

Academic departments/Colleges that need to charge a fee to students (new fee, or decreased/increased fee) will need to submit financial information in the Provost Office Portal. The Field Trip Proposal form should be submitted to Education Abroad beforehand, otherwise the fee request will not be approved.
 

Proposal Submission and Provost Fee Request Deadlines

  • FEBRUARY 1 for Summer and Fall field trips
  • OCTOBER 1 for Spring and Winter

 

STEP 4:  Approval & Registration

Upon completion of the Field Trip form, an Education Abroad advisor will contact the faculty leader to start the registration process in the Education Abroad portal.  The EA advisor will work with the faculty leaders and students to complete training and preparation.  Leaders will also be invited to attend a Risk Management briefing.


Budgeting and Financial Considerations

As faculty work with their assigned business office to budget, make payments, and charge student fees (if applicable), please ensure that the following costs are included in the budget:
  • $200 (starting Fall 2021) Education Abroad service fee per student participant. This covers the costs of our services (administration, training/resources, technology, risk management, and emergency response).  
  • International Insurance:  $1.39 per person, per day. The cost of insurance for participants and leaders will be invoiced to the department separately from our service  fee. Note the new rate per day for 2021 programs.

Coordination Timeline

Field trips are managed by faculty and the department or college business office (depending on the college structure).  It is important to have as many details as possible in place well before submission of the field trip in order to ensure that all elements and requirements are met.  The field trip form and Provost fee submission (if applicable) should therefore be routing no later than one month prior to the deadlines mentioned above.

Resources & Documents


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