Logistics Checklist for Field School
Instructors
1. Paperwork
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All field-school instructors must submit an
absence from campus form to Faye
Nicholson, at least 2 weeks before
departure. The form can be found here.
Look under Pensions and Benefits
All field school instructors must submit a
Hazard Assessment and ERP to Brenda
Mottle at least 2 weeks before departure.
Forms can be found here.
2. Driver’s Authorization
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All drivers must be authorized to drive by
the University.
Those who have driven previously should
check with Brenda to make sure their
authorization is current.
New drivers sign up here. Look under
FORMS.
Use Brenda Mottle as the
department authorizer.
At least two students must be asked to act
as back-up drivers in case of emergencies.
Moisik.
6. Vehicles
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7. TA’s
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3. Safety Briefing
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The safety briefing for all spring field
schools will be given on the following days:
Wednesday, April 29, 2009 form 5-6 pm in
ES 162 OR Thursday, April 30, 2009 from
5-6 pm in ES 162.
Briefing is MANDATORY for all participants.
Drivers are required to attend a Driver’s
safety briefing given at the same time.
4. Cash Advances
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Cash advances are done through the
Expense Claim form. Instructions are here.
You will need enough money for your meals
and accommodations.
You may require money for gas for your
vehicle as gas credit cards are limited.
5. Accommodations and Meals
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Generally, students are responsible for
paying for their own meals and
accommodations
Each instructor is responsible for booking
the accommodation for their own section. If
motels/camps require deposits, see Susan
The department will be responsible for
booking rental vans. This will be coordinated by Brenda Mottle.
Gas cards (Shell and Petro-Canada) are on
a first come first serve from Tracy. You
must keep a copy of your receipts and
return to Tracy with the cards immediately
after you return from field school.
Vehicles are dropped off in Lot 21.
BC travel requires you to complete "driver
logs" - Kate will have those with your field
school equipment. This is a legal
requirement in B.C.
Back seats removed from vans should be
stored in either ES107, 115, 147 or 149.
Returning vehicles must be filled with gas
prior to drop off in Lot 55.
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Each instructor is responsible for identifying
a TA for her/his section. Please notify Cathy
Hubbell of your selection; she will take care
of setting up a contract.
TA’s must be over 21, hold a current
Canadian Class 5 license and have current
First Aid certification.
TA’s with International Driver’s licenses or
non-Canadian licenses must check with
Brenda.
8. First-aid Training
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The required level of certification for field
school is "Standard First Aid with Level C
CPR". This is requirement for all instructors
and TA’s
Free courses for faculty, staff and grad
students are offered all year round by
EH&S. Register here.
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9. Fire Bans
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Please check the following sites for more
info to make sure your areas are not
affected.
http://albertafirebans.ca/
http://bcwildfire.ca/hprScripts/WildfireNews/
Bans.asp
http://www.visitmt.com/fire/conditions.htm
special instructions) at least four months
prior to the start of your field school.
10. Equipment
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See Lynne Maillet (maps and permits) and
Kate Bentley (field equipment) for geology
field schools. Malcolm Bertram and John
Juigalli will do the same for geophysics.
Geology equipment (and maps) will be
organized on tables in ES107. Each
instructor will be assigned a table, so
please look for your name/field school
section as everything should be organized
for you separately.
15. Blackboard Website Access
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11. Maps and Permits
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Please contact Lynne Maillet at least 1
month in advance of your field school if you
require copies of maps for your students.
They will be placed with your equipment in
ES107.
Some areas require permits for access.
Contact Lynne with your field locations as
soon as possible as the time to acquire
permits can be lengthy.
16. International Travel
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12. Highway 1A site in Exshaw
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You must call the quarry manager’s
assistant early morning the day you will be
on site.
Luc Turgeon (quarry manager) 1-403-6735178 or his assistant Alex at 1-403-6799550. Luc Turgeon’s cell for emergencies
only: 1-403-679-8501.
You are not allowed at the site 45 minutes
before or after the predicted blasting (their
blasting window).
13. Upon Return
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Rental vehicles must be filled up with gas
prior to drop off.
Remove all items and garbage from
vehicles.
Shake out floor mats and/or
sweep out the dirt.
Replace back seat.
Return vehicles to Lot 55 and drop the keys
in the key box. Phone Budget to tell them
the vehicle is back (226-1550)
14. Basic Information for Website
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You must supply Lynne Maillet with basic
information to post on the Department
Website (instructor contact info, dates or
tentative itinerary, location, expected cost to
student of accommodation and food, and
If you are teaching a Fall field school, you
must request early access to your
Blackboard website (Phone 403–220–5555,
or Email bbhelp@ucalgary.ca).
If you are teaching a Winter field school, the
Blackboard site will be automatically set up
for you at the start of the Winter term.
Ensure that your Blackboard website is up
and running (with detailed course outline
and field school information, etc.) at least 1
month prior to the start of your field school.
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If traveling internationally, instructors, TAs
and students must have a valid passport
and additional health insurance. Ensure that
your students are notified at least three
months in advance of this requirement. If
any student cannot obtain a passport or
additional health insurance, they must sign
up for a different field school section.
Each instructor/TA/student must complete a
border crossing advanced check-in form
(includes the following: full name including
middle initial, date of birth, gender,
citizenship and passport number).
Once all forms are completed, Brenda
Mottle will compile and submit.
17. Grades
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Field schools grades may be inputted into
Peoplesoft following the procedures outline
for regular term courses. For Winter field
schools, if returning after the last day to
submit grades, change of grade forms must
be filled out for each student.