Field work and field trip guidelines

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Course field trips are educational endeavours and it is important that there is openness, fairness and consultation. A field trip is an organized educational activity that occurs outside of regular University of Waterloo classrooms. In addition, unsupervised field work may be carried out by students as part of a course requirement.

Field trips within the department of Civil and Environmental Engineering (CEE) are approved by the Administrative Officer or Technical Resources Manager. 

Instructors should prepare themselves to be able to make appropriate decisions when there is risk and uncertainty, particularly in remote situations. Students should be given appropriate advice and should also be given reasons why certain rules are to be followed. Instructors and students should also be made aware of the fee guidelines related to planning and taking a field trip. 

Important: The University of Waterloo will not tolerate sexual harassment or any form of discrimination covered under the Ontario Human Rights Code. Participants should be aware that disciplinary action may be taken within the University and/or charges laid under the Human Rights Code against individuals who are found guilty of such offences. Full details of University policy are available under Policy 33 Ethical Behaviour and Policy 42 Prevention and Response to Sexual Violence. In addition, any participant who infringes on the work of others (e.g., harassment, intimidation, threats), may be sent home at the individual's expense and may forfeit credit for the course, as such infringements are included as academic offences (UW Policy 71).

Field trip/work defined

According to the UW Safety Office, field work “Refers to any activity undertaken by members of the University in any location external to University of Waterloo campuses for the purpose of research, study, training or learning.”

Courses with Field Trips/Work

Maximum of 1-day field trip with no overnight component. Course generally consists of lectures held within UW classrooms and trips or work carried on outside of the classroom. Although field trips or field work generally applies to locations external to the UW campuses, safety concerns of class related work held in outdoor on-campus locations are also addressed in this document.

Guidelines for Courses with Field trips/work

Courses with field trips (maximum of 1 day) or field work

Courses with field trips/field work: Guidelines for instructors

  1. All instructors are required by the University of Waterloo Safety Office to complete the Field Work Risk Management Program Training.
  2. Instructors of courses with field trips/work should at all times demonstrate responsible leadership. They should inform students about any legal situations (e.g., trespass regulations), hazards or cultural restrictions that may be encountered during the field trip/work. They should limit any activity that may injure or endanger field trip participants and correct any unsafe situations or practices that may affect participants. Requests from participants to opt out of an activity which causes anxiety, or that is contrary to their better judgment or cultural norms should be accommodated, if appropriate.
  3. The locations, timing, duration and fees associated with the field trip/work component of the course should be explicitly stated in the course outline. Course instructors will distribute additional information such as special clothing or equipment needs, proposed working groups, and any other organizational matters to participants well in advance of the field trip.
  4. Field trips and course related field work must be assessed for their level of risk. Level of risk generally depends on the type of activity, and may be affected by location and weather conditions. Whenever possible participants should not work alone, but with other group members. Where participants are working alone, the UW Work Alone Guidelines should be followed. Level of risk can also be used to determine if a supervisor is needed for students carrying out required field work which is normally unsupervised. Participants must wear appropriate safety gear and follow safety protocol according to the type of field work. A safety orientation should be given to the class explaining safety protocol and highlighting potential hazards associated with the field trip/work. Contact the Technical Resources Manager for help determining level of risk, to arrange for a safety orientation and for a list of safety equipment that can be signed out for field trips.
  5. Any on-campus field trip/work with high risk (e.g. working in water) and medium to high-risk off-campus field trips should have two people in leadership roles with at least one being a faculty or staff member. For off-campus field trips, one of the leaders would have the role of field safety coordinator. The safety coordinator will have first aid training (first aid training can be arranged through the Safety Office), carry a first aid kit and a copy of the Emergency Information form for each student. She/he will ensure that activities are carried out in a safe manner and that proper safety equipment is worn
  6. Based on the level of risk, instructors will provide students with the forms that they need to fill out, collect the forms and ensure that a copy of the form is filed in the department office.
  7. A UW Injury/incident Report must be completed for all accidents or injuries occurring during field trips. This report must be sent to the safety office within 24 hours. Incidents requiring medical attention or that have a high potential for recurrence must be followed by an Incident Investigation with an Incident Investigation Report sent within 4 days. In the case of a critical injury, a field trip instructor will immediately call 911 and contact the safety office. The Technical Resources Manager of CEE must also be informed of any incidents or injuries
  8. The University of Waterloo will not tolerate sexual harassment or any form of discrimination covered under the Ontario Human Rights Code. Persons (whether faculty, staff or students) against whom there have been substantiated complaints of sexual harassment or inappropriate or dangerous behaviour, may be excluded from participation in field trips. The head of the unit will decide on the suitability of field trip instructors. Instructors can exclude or limit the activities of participants, after consulting with appropriate University officials, but should provide explanations to the participants.
  9. If a field trip participant infringes on the work of others (e.g., harassment, intimidation, threats), the instructor retains the right to send the participant home at the individual's expense, as such infringements are included as academic offences (UW Policy 71). It is the responsibility of the trip instructor to notify the student's contact person and the unit head, so that suitable arrangements can be made for returning the student to the University of Waterloo. The participant who is required to withdraw may forfeit credit for the course.
  10. UW faculty and staff field trip instructors will be eligible for recompense according to UW Policy 31. Instructors' normal travel expenses may be covered, but there will be no other compensation.

Courses with field trips/field work: Guidelines for participants

  1. Students participating must complete the appropriate forms which will depend on the location and risk of the field trip/work. Course instructors will let students know which forms need to be filled out. The forms must be given to the field trip instructor and a copy of these forms should be filed in the departmental office. It is recommended that all field trip participants inform the trip instructors in advance of any physical, psychological (e.g., extreme fears), medical, dietary or addiction-related problems and any cultural or religious restrictions that may affect their participation in field activities.
  2. All field-trip participants can exercise their right to "opt out" of an activity which causes anxiety, or that is contrary to their better judgment or cultural norms, but can at the same time participate in the field trip.
  3. Participants should be aware that they are responsible for their own actions at all times and have a responsibility to ensure their own safety as well as those around them. According to UW Policy 34, “Each faculty member, staff member, student, visitor and contractor has primary responsibility for their own safety and actions, and for others affected by their actions.” and “All members of the University community must report to their supervisor any hazardous conditions which are contrary to good health, safety or environmental practices or which contravene any legislative requirements.”
  4. If a field trip participant infringes on the work of others (e.g., harassment, intimidation, threats), the instructor retains the right to send the participant home at the individual's expense, as such infringements are included as academic offences (UW Policy 71). It is the responsibility of the trip instructor to notify the student's contact person and the unit head, so that suitable arrangements can be made for returning the student to the University of Waterloo. The participant who is required to withdraw may forfeit credit for the course.

Field trip forms

Faculty

Faculty are required to submit a completed Field trip booking form (webform) prior to the start of term.

Students

Students are required to submit the following forms prior to every field trip.

Forms will be retained by the department for 3 years.

Level of risk

Level of risk is a combination of the likelihood of the occurrence and the severity of the injury/harm caused. In addition, location and weather conditions can affect level of risk.

For help determining the risk of your field trip, contact the Technical Resources Manager.

Examples of field trips with low risk

  • bus trip to local heritage site
  • bus trip to urban area of waterloo, walking on sidewalks or paths.
  • trip to a museum
  • supervised collection of plants, soil

Examples of field trips with medium to high risk

  • field trips to industrial sites such as factories, mining operations, wastewater treatment plants and quarries
  • activities that require specialized safety training and/or certification in the use of personal protective or safety equipment
  • field work in or near water
  • field trips to  sites with hazardous substances (e.g., treatment facilities)
  • field work which by nature entails risk (e.g., travelling on water or ice, rock climbing, high altitude work, diving, working with dangerous flora or fauna or working in remote regions or habitats such as forests and lakes).

Factors increasing the level of risk

  • students working in groups in separate locations
  • working alone (See UW Work Alone Guidelines)
  • weather conditions such as cold, high winds, threat of thunderstorms
  • isolated location where first responders do not have easy access to location
  • near water
  • near a site with other hazards
  • sites with poisonous plants such as poison ivy, hogweed
  • possibility of disease-transmitting insects such as ticks or mosquitoes
  • possibility of encountering potentially dangerous wildlife such as bears or rattlesnakes