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Field Trip Travel

Non-students may NOT participate in officially sponsored activities, (i.e., field trips, tours, classroom functions) unless that person is requested to be present by an official of the college.

Field Trip Travel at a Glance

If a field trip or any change from the regular class location meeting does not interfere with other classes for which students are enrolled, instructors may schedule off campus activities. Field trip activities must be approved by the Department Chairperson and a Dean of Instruction. Any time a class does not meet at the scheduled time, please refer to Change of Class Dates, Days, Time procedures. If there is a change of location, refer to the Course Modification procedures. Documentation of changes provides a tracking system in case the instructor or one of the students’ needs to be contacted. Students should be notified of changes as soon as possible.

Field Trips Within Maricopa County

Requests for field trips within Maricopa County must be submitted a minimum of two (2) weeks prior to the first day of your desired travel date. Students must be advised of changes as soon as possible.

Please note that a signed (Director, Student Life & Leadership) authorization form from within FMS must also be uploaded at the time that the online Travel Authorization is submitted. It, along with your Emergency Contact Roster/class roster serves as verification that your individual student forms are on file within the Student Leadership Center.

Students may be asked to furnish their own transportation, or the class may be taking a van. Your instructor will let you know what to do. Contact Disability Resources and Services (DRS) for clarity on field trip transportation for disabled students.

* Submitted to the Student Leadership Center prior to the desired travel date.

Field Trips Outside of Maricopa County

In addition to the forms listed above, field trips outside of Maricopa County and within the United States also require a completed Extended Field Trip Request Form, an itinerary, and details regarding travel arrangements, which are available in the Deans of Instruction Office. Requests for overnight field trips outside of Maricopa County must be submitted a minimum of one (1) full month prior to the first day of your desired travel date. Faculty requesting club related travel must make an appointment with the Student Leadership Center to review the forms and Field Trips Procedures well in advance of the trip.

College vehicle reservations are requested through the Facilities Management, A- 57, or by calling Catherine Crawford at 623.845.3522.

MCCCD employees who drive district-owned vehicles must complete two requirements, as per Administrative Regulation 4.14:

  1. Complete and pass (with a score of 80% or better) an online defensive-driving training course; and
  2. Submit to an inquiry by a certified Public Safety police officer into their Motor Vehicle Record (MVR) driving history that shows a satisfactory driving record, by completing the Motor Vehicle Record and Driving History Release Form.

Subsequent MVR reviews will be conducted annually by Public Safety to ensure a satisfactory driving record. Employees must successfully complete the online defensive-driving course every three years. For complete Motor Vehicle Usage requirements and regulations, visit the MCCCD Legal Services web site.

The instructor or coach must obtain an official absence verification card for students who must miss another class to from the Office of Student Life. Blank cards will not be distributed to students. The front side of the card must be completed and signed before distribution to the students. Complete official absence verification cards must be submitted to the Office of Student Life three (3) days BEFORE the official absence from class. No late submissions will be accepted.

Students may obtain an official absence verification card only for a personal issue, i.e., a death in the immediate family, jury duty, or religious holidays. Prior arrangements must be made by the student with each instructor for make-up work.

Field Trips Outside the United States

Trips outside the United States require the following forms, which are available at the Cashiers Office, the Deans of Instruction Office, and the Student Leadership Center:

These trips also require the approval of the Vice Chancellor for Academic Affairs. Faculty should work with the Department Chair and Vice President of Academic Affairs if such a trip is planned, and it is recommended you make an appointment with the Student Leadership Center to review the forms and Field Trips procedures. Forms must be submitted a minimum of two (2) full months prior to the trip. No late submissions will be accepted. Estimated expenses must be listed on the Travel Authorization Form prior to being routed. Actual reservations cannot be made nor prepaid until the travel has been approved.

* Submitted to the Student Leadership Center prior to the desired travel date.