University Procedure
Title
University of North Carolina at Chapel Hill Procedure for Faculty-Led Off-Campus Domestic Academic Travel
Introduction
Purpose
Academic-related, off campus travel (“Academic Travel”) enhance the learning experiences of undergraduate students and are integral to many courses at the University of North Carolina at Chapel Hill (“UNC-Chapel Hill” or “University”). This Procedure outlines the steps needed to establish an Academic Travel and minimize the risk to the University when taking students off campus.
Scope
This Procedure applies to all University-affiliated off-campus domestic Academic Travel. Exceptions are outlined in the University’s Policy on Faculty-Led Off-Campus Domestic Academic Travel.
Procedure
Consistent with the Policy on Faculty-Led Off-Campus Domestic Academic Travel, faculty & staff leading domestic academic field trips off-campus with undergraduate students must register their travel with the Study Abroad Office (SAO). In addition, faculty traveling with students for research, conferences, academic exchange, or other activities considered exceptions to the policy are encouraged to register their travel with the SAO to ensure students complete University releases related to off-campus travel.
Permission to Go on Academic Travel
If a faculty member wants to take students on Academic Travel, the faculty member must:
- Request permission from the faculty member's Department or School Chair/Dean, and
- Receive written approval from the Department or School Chair/Dean.
Process
The process involves two steps:
- Faculty will complete a request in the SAO’s HeelsAbroad Portal and provide information about their travel activity and a roster of student participants.
- The SAO will contact the student participants with instructions for completing releases and other components as required by UNC-Chapel Hill through the HeelsAbroad Portal. Faculty and departments will not need to collect any waivers or releases from students.
If the intended travel requires collecting funds for participation from students, the SAO can bill students for this cost. Once students have paid their balance due for the travel, SAO will transfer collected funds to the Department. Faculty should not be collecting money from students.
Timeline
Faculty leaders must submit their request no later than the following:
- If travel occurs during Fall semester (including Fall Break) or Winter Break: submit by second week of classes of Fall semester.
- If travel occurs during Spring semester (including Spring Break): submit by second week of Spring semester
- If travel occurs during Maymester or Summer I: April 1
- If travel occurs during Summer II: May 1
SAO Fees for Services
There is no cost to students for registration for domestic field trips.
Faculty who need assistance with planning their travel and paying for services (such as housing, transportation, excursions, etc.) can contact the SAO to discuss services and fees for additional levels of support.
Emergency Contact
If an emergency or incident occurs during Academic Travel, please consult the SAO's website for management.
During business hours, contact the UNC-Chapel Hill SAO at 919-962-7002.
After hours, contact University Police at 919-962-8100.
Definitions
See the University's Policy on Faculty-Led Off-Campus Domestic Academic Travel
Related Requirements
External Regulations
University Policies, Standards, and Procedures
Contact Information
Primary Contact
Name: Jason Kinnear
Title: Associate Dean of Study Abroad & Exchanges
Unit: Study Abroad Office
Telephone: 919-962-7002
Email: jkinnear@email.unc.edu
Additional Contact
Name: Meredith Petschauer
Title: Associate Dean of Undergraduate Curricula
Email: mbusby@email.unc.edu