Organizing field schools

These resources help UVic faculty plan and lead field schools to domestic and international destinations.

Planning

Learn how to engage in the Field Safety Planning and Risk Assessment process and prepare for safe travel off-campus:

• Occupational Health, Safety and Environment (OHSE)
• Off-campus travel & safety

You can also self-enrol in Instruction Guide for Field-Based and Community-Engaged Learning in Brightspace. This course supports UVic instructors interested in starting or improving field-based and community-engaged learning as part of their course(s) and includes information about pedagogical design, logistics, administration and community relationships.

Other supports include the Experiential Learning Workshop Series, as well as the Experiential Learning Fund Grant.

Pre-departure

Arrange for your students to participate in the Global Experience Course, UVic's pre-departure course that covers health & safety considerations for students as well as intercultural competency training. To register students in the course, email the Community-Engaged Learning (CEL) office.

Field school directors are encouraged to attend a mental health literacy workshop to gain the skills to support themselves and students during the stresses of travel. You can find courses in the HR Learning Calendar or email the manager of Mental Health Outreach & Training.

Faculty can also arrange an in-person pre-departure session for students, which covers practical travel preparation, intercultural awareness and mental wellness training.

On-site support

• Incident report form
• Medical report form

Finances

Collecting fees from field school participants

1. Cash or cheque: remittance form
2. Payment cards:
   • In-person payment cards with a Payment Entry Device (PED)
   • Online payment cards with a department-specific UVic-built payment webpage

Notes:

• Credit card information must not be kept after the charge has been processed!
• Separate Moneris merchant numbers are required for online and in-person payments. 
• It is NOT possible to set up your own bank account in the name of the University of Victoria or to open other payment card processing accounts (such as Paypal or Square) other than Moneris.

Paying field school expenses

1. Invoices authorized in advance of field school dates are submitted to Accounts Payable and paid directly to the vendor.
   *Contact Purchasing Services for preferred suppliers and to outsource services.
2. On-site expenses:
   • request an advance (processing time 10 business days).
     • submit your payment request form with receipts to clear the advance
     • outstanding balances are repaid by cheque, made payable to the University of Victoria
   • Outlay expenses personally and submit Business Expense Reimbursement form with receipts to claim reimbursement.

Contact Financial Services with any questions.

International field schools

Domestic field schools

Field school mailing list

Subscribe to the field school mailing list maintained by the CEL office.