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Photo: M. Dorken

Photo: M. Dorken


Guide to field-course registration for Trent students

Two checklists outlining what you need to register for a course and what you need to do before the course starts can be found below. For additional details, please see the detailed information further down.

Registration check-list

Once you’ve registered and been placed in a course, there are still a few things you need to do.

How and when to submit your registration materials

Registration is done is person so that we can check your through your application. We do this to ensure that a guaranteed spot in one of the field courses is taken by a student with the necessary pre-requisites and complete application. The time and date of registration will be announced at the annual information session usually held in mid-January.

Pre-departure checklist:

Detailed information

  1. A $350 deposit is required for EACH course you want to take. These fees may be paid by loading the funds onto your student account.

  2. A complete OUPFB application form must be submitted to Susan Chow or Marcel Dorken on or after the registration date. The registrattion date will be announced at an information session usually held in mid-January. Application forms are available at this link. Indicate which alternate courses you would be willing to take if your first choice is full. Only indicate alternate courses if you are able/willing to take them. If you want to take more than one course you must complete an additional application form (one form per course).

  3. You must provide us with an unofficial transcript with your application. Normally only students who have completed two years of undergraduate courses in Biology and related disciplines will be considered eligible. Exceptions to this will be considered on a case-by-case basis.

  4. Make sure you have all the listed prerequisites for each course you have listed in your application (your first choice and all alternate choices). If you are missing a prerequisite we will not register you for the field course.

  5. At the time that you submit your application to us, you will be required to register for the course with Trent University. Note that this entails a separate fee. You pay tuition to Trent, just as for any other course and you pay the university that is hosting the course a separate fee that covers only the cost of running that course (e.g., accommodation, transportation, meals, etc.). We will provide you with a registration form that you return to us with together your application. Note that you will not receive a grade for the course unless you have paid both fees. If this is your first OUPFB field course, register for “BIOL 3850H”. If this is your second course, register for “BIOL 3851H” (third = BIOL 3852H, fourth = BIOL 3853H). If you are taking the course for an TSE/ERS credit and have questions about the process in TSE, please contact the TSE.

  6. There will be an announcement giving the time and location for submitting applications in January of each year. If you are keen to take a particular course (and especially one for which we have a reserved spot), show up early on the day of registration.

  7. Course applications will be processed on a first-come first-serve basis. If you submit your application before other students for courses with a guaranteed spot, you will be enrolled in that course. If you arrive without having loaded the deposit amount ($350) onto your student account we will not process your application. If you showed up early enough to get a guaranteed spot in your chosen course you will almost certainly lose that spot.

  8. The payment of registration fees is refundable in the way any other Trent course fee can be refunded. However, fees paid to the host university for the running of the course are usually non-refundable. Course-specific policies on payment will be communicated to you directly by the course instructors. If you have purchased your own plane tickets to attend the course, pay attention to whether you can refund or re-book your flights in case your plans change.

  9. You should hear within a few weeks whether their place has been confirmed. At any time before the course starts, a spot in the course may become available if another student drops the course. If you drop a course that you have been confirmed in then you will lose your deposit unless the place can be filled. The instructor will tell you when full payment is due.

  10. The host university will require you to sign an informed consent waiver. The host university is responsible for ensuring the safe operation of their field courses.

  11. We strongly recommend that you:

    • Fill in your Emergency Contact Information on MyTrent. This form can be found by searching "Emergency Contact Information".

    • Ensure that you have included all essential contacts AND granted permission for Trent to contact them in case of an emergency while abroad (if applicable).

  12. If you are taking a field course outside of Canada we strongly recommend that you do the following:

    • Sign up for Global Affairs Canada Travel Advisories at https://travel.gc.ca/stay-connected/subscribe.

    • Make copies of your travel documents (including passport and health insurance) as well as your itinerary and leave them with the emergency contact person listed on your MyTrent form.

    • Purchase Travel and Health Insurance that includes (a) cancellation insurance, and (b) emergency evacuation and repatriation coverage in case of death abroad*

      • Backpack VIP, a branch of Student VIP, which provides the TCSA Health benefits package, offers Travel and Health insurance, including the above benefits, at an additional cost to students.

      • Please review the explanation attached to this email detailing coverage differences between Student VIP and Backpack VIP.

      • The cost for Short-Term coverage with Backpack VIP is (1-5 Weeks up to 35 days): $185

      • The responsibility to enroll in this additional insurance coverage as well as the cost are borne by each participant.

      • Students participating in a Trent sanctioned Field Course can get more information here: https://studentvip.ca/login.aspx

    • Check entry requirements for your destination country, including visa requirements, passport validity rules, immunization or vaccination requirements, and any required health documentation.

    • Ensure your passport is valid for at least six months beyond your travel dates (required by many countries).

    • Register your travel with the Government of Canada’s Registration of Canadians Abroad (ROCA) service, if you are travelling on a Canadian passport.

    • Review local laws, cultural expectations, and safety considerations for your destination.

    • Bring an adequate supply of prescription medications in original packaging, and seek a travel health consultation if recommended.

    • Prepare your financial arrangements, including notifying your bank about international travel to prevent card freezes.

    • Plan your communications in advance by researching options for your destination (eSIMs, local SIM cards, roaming plans, and offline maps). Ensure you can access key contacts and emergency numbers while abroad, especially in remote field locations.