Off Campus Travel

Field Trips are defined as any off campus travel with students. Field trips are separated into two categories: Day Trip and Overnight. Field trips are further defined as travel that is an optional component of a class or department. If credits are earned through participation then this would be considered a Study Abroad. For forms related to Study Abroad please click on the Resources drop down menu and select "Short Term Study Abroad Faculty Resources".

These forms should be completed by a faculty or staff member and should be emailed to grouptravel@weber.edu once they are completed.

Field Trip Day Trip Form: Fill this out if your travel is to be completed within a day and contains no overnight component.  

Field Trip Overnight Form: Fill this out if your travel includes an overnight component.

Conflict of Interest Form: Any faculty or staff that are participating in the program must fill this out.

Student Liability Statement of Understanding/Release Form: To be filled out by all students traveling under field trip or club travel.

Clery Form: To be filled out for each overnight location (address or GPS coordinates required).

SARA: This is found in your eweber portal under "Off Campus Activities Preauth" This will need to be submitted if you are traveling outside the state of Utah. Ideally, this will be filled out 6 weeks prior to travel. Fill this out as soon as you know you are traveling. 

Field Trip and Club Travel Checklist: Use this checklist to confirm all necessary documents and steps have been filled out/taken.

If your club is participating in off campus travel and is utilizing any resources including reservation assistance or club funding, this form is required.  This form should only be completed by the Club Advisor. 

Please select which form is right for you whether it is standard club travel (includes an overnight component) or the day trip club travel form.  Email all completed documents to grouptravel@weber.edu.

Club Travel Day Trip Form: Fill this out if your travel is to be completed within a day and contains no overnight component.  

Club Travel Overnight Form: Fill this out if your travel includes an overnight component.

Conflict of Interest Form: Any faculty or staff that are participating in the program must fill this out.

Student Liability Statement of Understanding/Release Form: To be filled out by all students traveling under field trip or club travel.

Clery Form: To be filled out for each overnight location (address or GPS coordinates required) .

SARA: This is found in your eweber portal under "Off Campus Activities Preauth" This will need to be submitted if you are traveling outside the state of Utah. Ideally, this will be filled out 6 weeks prior to travel. Fill this out as soon as you know you are traveling. 

Field Trip and Club Travel Checklist: Use this checklist to confirm all necessary documents and steps have been filled out/taken.

Traveling off campus is a great experience that may come with some risk. Please consider the following while planning and leading a Study Abroad Program:

• Consider purchasing travel insurance for yourself and encourage your students to do the same. 
• Always travel with a cell phone that works in the destination country or countries, and please give the number to Study Abroad.
• Seriously consider booking your air travel as a group through Study Abroad. Traveling as a group is always a good idea – remember that some students may not have traveled before, especially internationally. If you decide to book airfare individually, please have all participants’ itinerary in case of an emergency. To book group airfare travel information including name, birthdate, and gender as listed on the ID/passport will be needed. 
• Provide students with emergency contact information.

2026 program proposal: Used for Short-Term Study Abroad Programs

2026 budget sheet: Used for Short- Term Study Abroad Programs

Club Travel Day Trip Form: Fill this out if your travel is to be completed within a day and contains no overnight component.  

Club Travel Overnight Form: Fill this out if your travel includes an overnight component.

Field Trip Day Trip Form : Fill this out if your travel is to be completed within a day and contains no overnight component.  

Field Trip Overnight Form: Fill this out if your travel includes an overnight component.

Field Trip and Club Travel Checklist: Use this checklist to confirm all necessary documents and steps have been taken

Student Liability Statement of Understanding/Release Form: To be filled out by all students traveling under field trip or club travel.

Conflict of Interest Form: All Faculty/Staff program leaders, field trip leaders, and Club advisors 

Dismissal Procedure: Used in case of participant dismissal while traveling 

Faculty Handbook: Handbook with traveling information