What is a student trip?
A student trip is any activity that requires attended supervision to leave campus, whether that be by pedestrian access, or by transport, locally, within the UK or abroad.
For example, if a group of students and academics are travelling together to attend an organised event or staying overnight at a destination, then this is classed as a trip.
If a group of students simply make their own way individually and/or without the supervision of a member of staff, this is not usually classed as a trip. However, students may still be required to provide some important personal information for their safety.
What are students responsible for?
Signing up and confirming attendance
Students will normally be asked to confirm attendance at an upcoming trip anywhere between a few months to a few weeks prior to travel. This allows time for all necessary arrangements to be made.
Students:
- will usually be invited to complete a Microsoft Form or a University Online Store form to indicate this, and
- will be contacted by the Programme Administration and Support Service Team (PASS) to do this.
If a student does not complete this step by the necessary deadline, it may be assumed that they do not intend to join the trip.
It will usually not be possible to add a student after this deadline. However, the trip lead may be able to collect this information in-person, on the day.
Some programme teams may request this information at the start of the academic year. If this is the case, you must ensure you update the Programme Administration and Support Service team if any of your details or circumstances change.
Passports
Students may be required to provide their passport information by a specified deadline. If this is not done by the required deadline, the student will be unable to travel.
It is the responsibility of the student to ensure their passport is up to date with a minimum of 6 months remaining beyond their intended stay.
If a student has contributed payment towards a trip but is unable to travel due to an expired passport, we cannot guarantee that a refund will be possible.
Payment
Sometimes students may be expected to pay wholly or partially for a trip. This will be communicated to them in advance and usually applies to non-mandatory trips only. If a student is required to do this, there will usually be the option to pay during sign-up and there will be a set deadline to do this by. For large amounts, payment by instalments is often permitted. If payment is not made in time, the student will be unable to join the trip.
If a student chooses to withdraw from a trip they have contributed payment to without sufficient notice, we cannot guarantee a refund will be possible. However, this will be dependent on the circumstances.
Students should be advised to contact the trip lead to discuss any concerns they may have related to making payments for a trip.
In Case of Emergency Information
Students will be required to provide ‘in case of emergency’ information, though this is not mandatory. Whether the activity is local or not, these details may prove essential.
Students will usually be asked for this information a couple of weeks prior to travel by being invited to complete a Microsoft Form or Online store and will be contacted by the Programme Administration and Support Service team (PASS) to do this.
Some programme teams may request this information at the start of the academic year. If this is the case, you must ensure you update the Programme Administration and Support Service team, if any of your details or circumstances change.
Special Requirements and reasonable adjustments
It is the responsibility of the student to communicate any special requirements or the need for reasonable adjustments to the Programme Administration and Support Service team (PASS). There will usually be the option to do this when signing up, otherwise, please contact PASS or the trip lead as soon as you know you will be joining a trip.
Code of Conduct
Students are expected to conduct themselves in a manner expected by the University. They must follow the instructions of supervisors and bring to the attention of the trip leader any matter that may cause harm to people, or damage to equipment.