Risk Management for Academic Programs Held Off Campus

I. Policy Statement

1. All campus policies including the Faculty Handbook and the Student Conduct Policy apply to Academic Programs Held Off Campus. Additional conduct expectations may be added for specific academic programs held off-campus.
    
2. The President, Provost, Vice Presidents and Deans, upon consultation with Office of Environmental Health and Safety and International Programs Office, reserve the right to cancel any activity or to direct substitution of non-routine dangerous activity if mitigation efforts do not reduce the risk to the students.  Reasonable safety standards must be met at all times.
    
3. Each academic program held off campus must conform to the following:
   1. Itinerary:  An itinerary must be filed with and/or approved by the appropriate office. The itinerary will include information regarding the trip(s) schedule, contact phone number and emergency contact information for the program leader.  
   2. Roster of Participants:  A roster must be filed with the appropriate office(s). The roster will include name, contact information and emergency contact information of the Program Participants.  
   3. Safety Briefing:  All Program Participants must be aware of the health and safety requirements, potential hazards, procedures and arrangements to be followed when participating on an academic program held off campus.
   4. Release of Liability: The “Release from Responsibility, Assumption of Risk and Waiver, and Indemnification Agreement” must be completed and signed by each Program Participant. 
   5. Emergency Plan:  The Program Leader must have an Emergency Plan for each field trip.  A copy of the Emergency Plan should be on file with the department office, and the International Programs Office in the case of international programs.
   6. Documentation: Program Leaders will ensure that all documentation, including training, waivers, releases, emergency contact information, and all applicable departmental requirements are provided to the Department Chair (administrative office) and the International Programs Office for all international programs before the commencement of the academic program held off campus.
   7. Program Leaders will submit trip information via the campus wide travel registry for information management of all academic programs held off campus.
   8. The Risk Management Procedures for Academic Programs Held Off Campus is integral to this policy and must be followed.
   9. All faculty led study abroad (FLSA) programs must adhere to both the Risk Management Procedures for Academic Programs Held Off Campus and the Risk Management Procedures for Academic Programs Held Off Campus and Outside the United States.  
   10. All FLSA Program Participants must provide proof of international insurance.
        

4. Alcohol/Other Drugs/Weapons
   Alcohol, other drugs and weapons are not allowed during an academic program held off campus. In special circumstances, the Program Leader can seek an exception from the alcohol prohibition from the appropriate Dean.
    

5. Student Injury/Hospitalization
   In the event of a student injury that involves hospitalization or emergency/urgent care, the Program Leader or designee is responsible for staying with the student until another college official or family member/representative relieves said party from responsibility.
    

6. State Authorization Reciprocity Agreement
   For trips outside the State of Colorado and within the United States, the Program Leader must check to see if the destination state is a part of the State Authorization Reciprocity Agreement. If the destination state participates, no other action is required. If the state does not participate, the Program Leader must contact the appropriate Dean’s Office to determine the steps required for travel to the destination state.
    

7. Program Evaluation
   As part of the evaluation of academic courses related to Field School and FLSA programs, specific questions related to risk management must be included and considered for each academic program application or renewal.

III. Responsibilities 

For following the policy: The Program Leader and Participants of an academic program held off campus

For enforcement of the policy: Supervising Dean of Instructor/Program Leader

For oversight of the policy: Vice President for Finance and Administration

For notification of policy: Policy Librarian

For procedures associated with the policy: Supervising Dean of Instructor/Program Leader; International Programs Office Director for FLSA; Director of Office of Environmental Health and Safety/Risk Management

V. Approval Matrix