INDUSTRIAL VISIT/CULTURAL VISIT/ FIELD TRIP/STUDY TOUR/OUT BOUND TRAINING

APPROVAL FORM
School/Dept/Centre Name of the Applicant(Faculty) Emp. ID Date

Kindly read the Guidelines for Industrial/Cultural Visit Approval before fill the form

1 Type of Visit/Tour : ….…………………………………………………………………

2 Date & Time of Departure : ….…………………………………………………………………

3 Date & Time of Arrival : ….…………………………………………………………………

4 Address & Phone Nos. :

…………………….…………………………………………………………………………………………………
…………………………………………………..………………………..……………………………
5 Mode of Travel : Train/Bus/Car/Van/Other Mode -Specify (Enclose details
in Annexure 1)

6 Copy of Approval letter from Industry : Yes/No (Enclose details in Annexure 2)

7 Accompanying Faculty Details and : Yes/No (Enclose details in Annexure 3)

Undertaking Letter

8 List of Students Male/Female : Yes/No (Enclose details in Annexure 4)

9 Accommodation Details with : Yes/No (Enclose details in Annexure 5)

Confirmation letter

10 Faculty/Students Trained in First Aid/ : Yes/No (Enclose details in Annexure 6)

Handling Fire Extinguishers

11 Undertaking Letter From Students : Yes/No (Enclose details in Annexure 7)

12 Approval from Programmer :

Chair/Division Leader
(Sign with Seal)

13 Approval from Dean/Director :

(Sign with Seal)

Note: The Form should be submitted two weeks prior to the departure

Approval from University Student Safety Committee (Check List)

Mode of Approval Faculty Students Undertaking Undertaking Accommodation Safety

Travel - Details Details Students Faculty Training
Industry

(Faculty Coordinator) (MH Chief Warden) (LH Chief Warden) ([Link] - SW)

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 Annexure 1

Mode of Travel

[Link] Details Mode of Travel Travel Details * Responsible

with Person
Phone number Handling
of
Agent and
Driver
Phone Number
1. From VIT-AP University to VIT-AP
Bus Stop/Railway Bus/Other Mode
Station/Airport Specify
2. From Railways Station to Train (Attach
Travel Destination copy of Train
Ticket etc)
3. Destination place to
Industry Area and Back
4. Return Journey Details
* If Travel by other than VIT-AP bus, FC copy of the outside bus should be attached

Annexure 2

Copy of the Approval Letter from Industry

- Should contain clear date, time and number of days of Visit

- Letter should be by the authenticated person from the Industry minimum at Manager Level
with seal on the Company Letter Head.

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 Annexure 3
Accompanying Faculty

[Link] Name of the Faculty/[Link] Male/Female Contact Mobile Alternate

Designation/School/Dept/Centre Number and Contact In case
Email of Emergency
1.

2.

3.

UNDERTAKING LETTER - FACULTY

We here-by undertake that the Industrial Visit/Cultural Visit/ Field Trip/Study Tour/Out bound Training

is purely academic related and at any case.

We shall undertake full responsibility of the student’s actions and behaviour at all times during the

course of Industrial Visit/Cultural Visit/ Field Trip/Study Tour/Out bound Training. We further

undertake not to breach the safety guidelines of the VIT-AP University at any cost.

[Link] [Link] Name Signature

1.

2.

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 Annexure 4
List of Students Details

[Link] [Link] Name Mobile Male/Female Blood Group Special

Number Problem if any
1.
2.
3.
4.
5.
6.

Annexure 5
Accommodation
[Link] Name of Hotel/Guest House Address and Responsible Remarks
Phone Numbers Person Handling
1.

2.

3.

* Attach the accommodation booking copy

Annexure 6

Faculty/Students Trained in First Aid/ Handling Fire Extinguishers

[Link] [Link] / [Link] Name Mobile Number Faculty/Student Remarks

1.

2.

3.

4
 Annexure 7

UNDERTAKING LETTER - STUDENTS

We the students of ----------------------------------------------------------------------------------------------------------

---------------Programme at VIT-AP University, Amaravati -522 237 do here-by undertake that we are

going on Industrial Visit/Cultural

Visit/ Field Trip/Study Tour/Out Bound Training to -------------------------------------------------organized

on date -------------------

-----------------------departure date ---------------------------------------------- time -------------------from VIT-AP

University ------------------------------------and arrival on date --------------------------------------- time ----------

--------------at VIT-AP University. Faculty and staff of VIT-AP University will not be held responsible

for any mishap/eventualities during the trip.

[Link] [Link] Name Hostel Block and Signature

Room No.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

* The Undertaking should repeat in all pages

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GUIDELINES TO GET FINAL APPROVAL FOR INDUSTRIAL
VISIT/CULTURAL VISIT/ SPORTS MEETS/ FIELD TRIP/ STUDY TOUR/OUT
BOUND TRAINING/

▪ The Programme Chairs may plan only academic related tours as and when required with
small groups attaching adequate or proportionate male and female faculty members
(Students’ tours of entertainment/fun to be discouraged)

▪ The Division Chair/Programme Chair approving the Industrial Visit/Field Trip/Outbound

Training etc., shall ensure and endorse that the faculty members attached to the tour submit
an undertaking stating that the tour is arranged only for Industrial Visit/ Study Tour/ Field
Trip/ Outbound Training connected to academics, and students will not be taken or allowed
to mountain areas, rivers, canals, beaches, water parks, reservoirs, forest areas etc.,;
and, they are personally liable and answerable for any such untoward incident taking place
during the tour.

▪ Places with potential hazards, such as political unrest, negligent security, disease outbreaks,
threats of earthquake or frequent occurrence of Cyclone and flood, should be avoided.

▪ If the mode of transport is by bus, overnight travel is strictly not permitted. Any travel requiring
more than 24 hours should not be by road (Preferable mode of Transport is Train).

▪ Faculty/staff arranged students’ un-official tours shall be treated as violation of University

Rules and the individuals organizing or arranging to organize such tours shall be subjected
to appropriate disciplinary action.

▪ The capability of the participants to take part meaningfully in the activity must be taken into
consideration when deciding the destination, itinerary and duration of the tour.

▪ The detailed tour schedule shall be submitted well in advance mentioning the date, time and
place of departure and arrival, mode of travel (Bus/Train/Air/Ship/Other Modes), outstation
accommodation arrangement details, list of important telephone numbers and addresses of
the locations where the team is visiting including the phone-fax numbers of the hotel and local
transport details.

▪ If Travel by outside bus, FC copy of the bus should be produced with request form.

▪ Each Industrial Visit or Study Tour or Sports and Cultural visit should maintain student
faculty ratio of 20 : 1.

▪ Lady faculty member should accompany girl students (It is applicable even if only one
girl student is going for a trip)

▪ The Accompanying faculties should submit the undertaking letter for the overall discipline of
the students during the tour.

▪ All students should get approval from their Mentors and Parents.

▪ The faculty members accompanying the group may be mix of multiple languages talented in
order to manage tour affairs confidently and successfully.

▪ Faculty should authorize the complete schedule

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▪ Club Coordinator should accompany the team in case of representing any club

▪ List of students – with details (Male / female) to be submitted.

▪ At least one faculty member (either male or female) of the group needs to be fully acquainted
with the touring stations so that they can guide and instruct students in an appropriate way
accordingly to see that the students are not getting into any unforeseen incident or accident.
Information relevant to the itinerary, such as the addresses and telephone numbers of the
lodging places, location of the local police stations, hospitals, clinics or first-aid units as well
as the emergency call numbers en route, should be collected. Such information should be
given to the parents and the responsible person in the school before the trip for emergency
needs.

▪ It is preferable to arrange two students (of same gender) or more to live in a room when
allocating accommodation. This will facilitate provision of support to fellow members. Once
the arrangement for accommodation is finalized, no student should be allowed to make any
change without a proper reason so as to avoid causing confusion.

▪ No student shall be compelled to participate or to contribute money for any kind of tour just
for the sake of fund management during the tour. In case of any such compulsion, the
student(s) can report to the Safety Committee.

▪ The parents/guardians of the students (those who are participate in the tour) may be asked
to submit an undertaking (by mail or fax or SMS) stating that the parent is permitting their
ward to participate in the tour with their knowledge and at their own risk. Students if they are
hostellers, they should get special leave approval from their respective Hostel authorities.

▪ Exit and Entry should be at VIT-AP (Faculty and Students joining the group from their
hometowns and leaving to their hometowns after the tour is not permitted under any
circumstances).

▪ Before leaving for Industrial Visit/ Sports Meet/ Study Tour / Field Trip / Outbound Training
etc., concerned faculty organizer shall arrange to procure adequate and proper FIRST AID
KIT in consultation with our University Health Centre if necessary. The faculty members shall
accompany the students throughout the tour/trip and shall stay along with the students.

▪ No faculty member attached to the tour shall alternate or replace other faculty/staff member
on his/her behalf without prior proper approval of the HoD/Dean/Director.

▪ It is advisable that at least one of the faculty or participants should know first aid and
carry small Fire extinguishers.
▪ Students should be reminded of the need to follow the Faculty instructions and observe all
the safety regulations throughout the trip.

▪ After checking in a local hotel, the students should first find out where the “fire escape” is.
They should also acquaint themselves with the exit direction, the escape route and the place
of assembly in case of emergency.

▪ Faculty accompanying should pay attention to the weather forecasts and news broadcasts of
the place of visit. If there is any change in weather or other conditions a contingency plan
should be worked out as soon as possible.
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▪ The faculty should have full knowledge of the health condition of each participant in order to
determine whether specific participant(s) should not be allowed to take part in the activities
of the day. He/she should take timely and appropriate action having regard to the
circumstances of individual cases.

▪ The faculty should also arrange for any sick member to see the doctor immediately and to
take effective preventive measures according to the doctor’s advice. If necessary, the faculty
should inform the parents

and the school regarding the students’ health conditions as soon as possible.

▪ The faculty should bring along with him/her the necessary safety equipment for the tour, for
example, a first aid box, communications equipment (mobile phones), torches, etc.

▪ The faculty should monitor the speed of the vehicle (bus) in which they are traveling to ensure
it is within safety limits. He/she should remind the driver or the reception personnel of the
importance of road safety when necessary.

▪ After returning from the tour, the concerned faculty team shall submit a BRIEF ARRIVAL
REPORT to the Students’ Safety Committee.

▪ Students attending the Industrial Visit should submit an observation report for which internal
marks may be awarded.
_________________