Trip Leader Guidelines and Safety Best Practices

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Planning for off-campus trips involving students should be done well in advance and often needs close collaboration with several offices across campus. Trip leaders (faculty, staff and students) should consult with the appropriate offices on campus weeks if not months in advance of planning a trip. . Trip leaders should review the following guidelines and reach out to the appropriate offices and on-campus experts with additional questions or concerns in the early planning phase of any University-sponsored trip.  

No financial commitments should be made without approval of your department chair/supervisor and consultation with the relevant offices below to ensure student safety measures are in place. 

  • To ensure proper review and consultation, all SLU sponsored trips with students are encouraged to use the  SLU Travel Registry System.
  • Trips which are planned without following proper safety and security protocols can be cancelled if they do not meet University guidelines. 

Guidelines/Best Practices

  • All international trips must meet with a CIIS staff member a minimum of two months in advance to discuss specific challenges of international travel (Visas, Immunizations, Safety/Security, etc.). All international trips with students fall under the supervision of the Student Safe Travel Committee (SSTC) and no financial commitments should be made without CIIS consultation and approval of the SSTC first.
  • All student clubs should seek prior approval from Student Life before planning a trip or seeking financial support from Thelmo or other offices.
  • Outdoor/skills- Any trip involving hiking, watersports, climbing or other outdoor activities must meet with staff in the Outdoor Program to ensure trip participants have the proper skills, training and safety equipment.

  • Anyone planning on a student field trip or research project involving hazardous materials must consult Suna Stone to ensure the proper safety regulations are followed.  

  • All trip leaders must provide a comprehensive orientation to all participants with clear guidelines, and a detailed itinerary which outlines the physical requirements and skills needed to participate in the field trip. Don’t assume all participants have the physical abilities or technical skills needed.
  • Trip leaders must provide all trip participants with the proper personal protective equipment and develop an effective safety and communication plan in the event of an emergency. Emergency contacts and response plans should be shared with multiple offices and individuals on campus.
  • All group leaders must have a functioning cell phone number where they can make and receive calls during their travel. For travel in remote areas that are unlikely to have cell service, leaders should contact the Outdoor Program for guidance.