1. Field Trip and Bus Reservation Workshop
Presenters:
Mike Thorpe
Risk Manager
Heather Long
Manager, Bus Reservations

3.
Pre Trip Evaluation Waiver of Liability Form Emergency Contact Information Trip Roster, Itinerary & Emergency Contact Info to Risk Management and Dept. Orientation – Instructional Agenda, Educational Objectives, Health & Safety, Risks, Expected Conduct… Include a plan to accommodate students w/ special needs Provide training for any equipment students may utilize Provide alternate assignment for students unwilling to accept risk of participation

4.
Students Driving to/from trip do need to take DDT or be made a VE unless: The student has been designated to drive on behalf of University The student will drive a state vehicle (University owned or leased) Faculty and staff should play no role in arranging transpiration unless University will provide Only CSU, Chico students, faculty, staff and volunteer employees should participate Students in need of medical care can receive treatment at any CSU Student Health Center

7. Faculty sign in via this link
For class related field trips only – Students must be 18 years or older to utilize this program – Waivers for students under the age of 18 need to be prepared by the office of Risk Management
Faculty sign into the program via the above link on the Risk Management Website

14. Your request for the following field trip has been approved by your Department Head and Risk Management. Students enrolled in this course will receive an in their CSU Chico Wildcat account advising them of this trip. The will include instructions for the student to review and electronically agree to the terms of the waiver created for this trip. You can log into your account at any time at to review the status of the student's responses. You can also print a field trip roster and a hard copy of the waiver for students who are unable to complete the electronic process to sign. For hard copy signatures, make sure that the proper individual has signed the waiver and retain the original signed waiver in your department for three (3) years after the end of the current academic year.
When students are driving private vehicles to off-campus activities, the University should take no part in making transportation arrangements. Inform the students that their transportation is done at their own risk. Make sure everyone knows the destination to avoid caravanning.
Prior to departure ensure that a field trip roster has been provided to the University Police Department. The roster should include the faculty member or trip leader’s contact number and a list of the individuals going on the trip. If you are unable to determine your participant roster until you reach your destination, leave a copy of the roster in one of the vehicles (preferably the faculty member’s vehicle).
University employees participating in the trip should complete all necessary travel documents. Information can be found at or call Travel Finance at x5766.
Please call Risk Management at if you have any questions
Field Trip Name:
Field Trip Location:
Field Trip Dates: XX/XX/XXXX to XX/XX/XXXX
Risk Management has included the following note about this trip:
The above is an example of the the faculty will receive once the request has been approved by the department head and by Risk Management.
The above is an example of the the faculty will receive once the request has been approved by the department head and by Risk Management.

20. Once a trip request has been entered, the Faculty member or designee can sign back into the program at anytime to:
Review the status of their request.
Review the status of the student responses.
Send an reminder to those students who have not responded to the initial request or to students who may have added the class after the trip was created.
Print a class roster.
View or Print a copy of the waiver for students not able to access the electronic program.
Review past trips.
Duplicate a previous request from a past trip.
**The electronic process stores the approved waivers, but paper waivers with a “wet” signature are required to be retained by the department for at least three (3) years after the trip.

21. Frequently Asked Questions
Q: When do I need to request a wavier?
A: Anytime you take students out-of-town, or in town and providing transportation, or the risk is greater than the classroom environment.
Q: For the electronic waiver, how long can students access to accept the outing?
A: Students have until midnight the start date of the field trip.
Q: If I have several field trips during the semester, do I submit a separate request for each outing?
A: If the activities associated with each trip are similar in nature, you can submit one request to cover the entire semester (Term Waiver). Please call call Risk Management to discuss before requesting a Term Waiver.
Q: When I submit a bus reservation request, does it automatically submit a field trip waiver request?
A: No. The process for securing a Bus Reservation is separate from the electronic Field Trip Waiver process.

22. Bus Reservations department overview
The department of bus reservations is here to assist you
With ground travel arrangements for large groups.
California State University, Chico
Vehicle Reservations Office

23. Our SERVICES Easy Online Bus Trip Request System (Bus Hive).
An automated billing system that eliminates the need for CAF’s.
3 University Buses
Charter Reservations Services

24. Our buses 1 Eldorado Bus with seating for 29 passengers.
For local travel (trips within a 50 mile radius).
Wheel chair accessible.
No luggage space.

25. Buses 2 & 3 2 Champion Buses each with seating for 29 passengers.
These buses are for both local and long distance travel.
They offer a moderate amount of luggage space.

26. Charter Services
If campus buses are unavailable, or do not fit your travel needs, we are happy to assist you with Charter reservations.
We will obtain the quote.
Upon your approval we will process the purchase requisition.
Billing will still occur through the automated trip request system.

27. Where to Start – Step 1 LIVE DEMONSTRATION To begin you need to:
Setup an account with the online reservation system “Bus Hive.”
Navigate to the VRES homepage at:
Click the Bus Hive request icon.
LIVE DEMONSTRATION

28. Trip Request- APPROVED!
An will be sent once your trip is approved by Transportation (Bus Reservations). This serves as your confirmation that a bus has been reserved for you.

29. Trip Request- Not approved!
An will be sent if trip was not approved.

30. Trip Confirmation emails are sent out the last week of the month prior to your trips departure
You will receive a formal confirmation from the department of Bus Reservations the last week of the month prior to your trip(s) departure(s).

31. If you have any questions please contact the VRES Office at:
Thank You
If you have any questions please contact the VRES Office at:
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