Risk Management in Academic Field Trips Executive Order 1062 CSU Channel Islands Strategic Risk Management 3/2014

Risk Management in Academic Field Trips E.O. 1062 Risk Management in Academic Field Trips A field trip is a course-related, off-campus activity led by faculty or staff member. Authorized participants on University field trips are University faculty, staff, enrolled students, and authorized University volunteers*. Pets are not allowed on field trips. When the destination is selected by faculty, field trip participants are required to sign Release of Liability Waivers. *Students participating in field trips are not University volunteers and should not be designated as such. 3/2014

E.O. 1062 Detailed field trip agendas should include health and safety instructions. Plans should be developed for accommodating students with special needs. Emergency contact information should be collected from each participant. To mitigate travel-related accident and injury liability for the University, students should be responsible for arranging their own transportation. Discuss unusual transportation situations with Risk Manager or Procurement & Contract Services staff. 3/2014

Waivers must be kept for three years. University Liability Waivers are kept in the department generating the documents. Waivers must be kept for three years. Waivers may not be altered; contact Risk Mgmt. for atypical Waiver needs. Parent or guardian must sign second page on behalf of minor. 3/2014

When is a University Liability Waiver needed? TYPE OF ACTIVITY WAIVER NEEDED YES NO On-campus faculty designated course activity   X Off-campus faculty designated course activity (Ex. field trip) Self-selected academic activity (Ex. museum visit is required, but the student picks the museum) Off-campus faculty designated course activity w/ air travel (392 courses) Student selected IRA program International travel Co-curricular University program or activity University chartered club or organization Intercollegiate athletics Club sports participation and try-outs Univ. recreational program or use of Univ. athletic facilities, equipment or services University residential, academic, recruitment or outreach camp or program Visit restricted area on campus Attend public event or performance on campus Guest lecturer, advisory board member, University designated volunteer When is a University Liability Waiver needed? 3/2014

A Field Trip Site Assessment is completed pursuant to CSU Executive Order 1062. - Identifies and mitigates reasonably foreseeable risks associated with field trips. - Minimizes the University’s liability exposure. - Demonstrates and documents sufficient knowledge of the academic field trip site prior to the arrival of C.I. students.

How long do I need to keep Waivers? Field Trip FAQs Can I use one University Liability Waiver per student for the entire semester in my class? Yes. One Waiver (per student) may be used each semester, provided the dates and locations of field trips are indicated on, or attached to, each Waiver. Do I send the signed Waivers and completed Site Assessments to Risk Management? No. Waivers and Site Assessments are kept in the department generating the documents. How long do I need to keep Waivers? Waivers must be kept for three years. Note – Scan and drop in shared folder or file. 3/2014

No. Site Assessments may be completed once each academic year. More Field Trip FAQs Does the instructor need to complete a Site Assessment for each field trip to a site? No. Site Assessments may be completed once each academic year. Do the students need to sign the Waiver and Volunteer form? No. Waivers and Volunteer designation forms are never used simultaneously. 3/2014