airplane icon   UC Travel Insurance

University Travel Insurance provides worldwide coverage for UC employees traveling on official University business and to UC students participating in UC-sponsored and supervised off-campus activities. Coverage is free and in effect 24-hours/day. Go to Travel Insurance for more information.

 

luggage icon   Travel Planning

Travel planning will mitigate and reduce the unique risks associated with travel to foreign countries. Measures that can help organize and control the travel experience are described in this section. Go to Travel Planning for more information.

 

person magnifying glass icon   Travel Risk Assessment

Foreign travel risk assessment involves the methodical identification of potential health and security risks, the development of measures to reduce or avoid them, and figuring out in advance how to respond to emergencies if and when they occur. Go to Travel Risk Assessment for more information.

 

van icon   Field Trips

Field trips expose participants to risks that are not present in the classroom. Department employees who plan and organize field trips will reduce the exposure to risk and better ensure the safety of University staff and students during field trips by implementing measures to organize and control the field trip experience. Go to Field Trips for more information.

 

Travel Insurance

UC Business Travel Insurance

The University Business Travel Insurance Program provides worldwide coverage for UC employees traveling on official University business. Coverage is free and in effect 24-hours/day for a wide variety of accidents and incidents while employees are away from their campus or primary workplace. The travel insurance program provides accident and illness coverage, emergency medical and security evacuation, repatriation of remains, and other kinds of travel assistance services and benefits. Employees may also sign up with Worldcue to receive Travel Alerts for their destination.

 

The Employee Business Travel Insurance Program provides worldwide 24-hours/day coverage for faculty and staff traveling on official University business. Independent contractors hired by and under the direction of the University qualify for travel insurance coverage under this Program if they are working on University business. The coverage allows up to 7-14 days for personal travel that may occur during an employee’s business travel and the benefits extend to traveling companions. More information about this no-cost coverage is available at:

Register for Travel Insurance

Though coverage is automatic, employees must register when they travel out-of-state and internationally in order to receive the full services and protections that the coverage provides. In-state travel less than 100 miles from an employee’s home campus is also covered but registration is not required. If employees book their travel through Connexxus, the traveler is automatically registered for travel insurance coverage. After completing the reservation the employee will be emailed the insurance carrier’s toll-free contact numbers. Employees who do not use Connexxus to book their travel can go to Enrolling In UC Trip Insurance to register their travel plans and obtain a Confirmation of Coverage Card. The card contains the insurance carrier’s toll-free contact numbers.

Register Travel Companions

Traveling companion(s) are eligible for coverage under an employee’s travel insurance. Traveling companions are persons traveling with the University employee on the same itinerary, including spouses or domestic partners, children, colleagues, friends and/or extended family. An employee of another academic or corporate institution is not a traveling companion; nor is someone hired in a foreign country as a driver, translator, etc. Employees must list their traveling companions when they register their own travel.

Register for Worldcue

The University contracts with Worldcue to provide its employees with intelligence and alerts about the part of the world where they will be traveling. Worldcue will generate a “welcome email” to the traveler when the traveler books travel through Connexxus, or registers out-of-state or international trip information with UC Away. The welcome email provides a link where the traveler can go to complete an online profile that provides Worldcue with important contact information, including the traveler’s email address and itinerary.

Completing the profile in Worldcue is a crucial step in assuring the traveler’s safety. Without the profile information, Worldcue cannot provide real time intelligence and travel alerts to the UC traveler. Registered UC travelers who complete the profile will receive direct e-mail notices from Worldcue about the area where they will be traveling that will include information about political unrest, natural disasters, war activities, health warnings, etc., as well as required immunizations, entry/exit, safety and security, language, transportation, weather, communications, legal and cultural issues, and currency exchange rates. This is obviously a valuable resource when traveling and can help UC travelers avoid difficulties during a trip.

The Worldcue system also makes it possible for the University to keep track of where its employees are traveling. In the event of civil strife or natural disasters the University is better able to provide emergency services such as security extraction and emergency medical evacuation when its employees are in danger and require these services. Because Worldcue provides travelers with information that will keep them safer and the University with information that allows it to respond more quickly to emergencies involving its employee travelers, it is of the utmost importance that the student traveler complete the travel profile in Worldcue upon receipt of the “welcome email”.

Employees who do not use Connexxus to book their travel can sign up for Worldcue on the last page of the on-line travel registration form. The sign-up paragraph reads as follows: “[….Click here to create your personal travel profile for this trip with Worldcue, the providers of security protection and emergency services, including security extraction and medical evacuation that may be needed when circumstances arise….]”.

If you have already registered your trip but neglected to sign up for Worldcue, you may contact Worldcue directly by sending an email to customerservice@ijet.com or calling (443) 716-2419. You will need to provide your name, home campus, email address, destination, and itinerary. For additional information, go to Business Travel Insurance FAQs.

 

UC Student Travel Insurance

The Student Travel Insurance Program provides 24-hours/day coverage worldwide for UC students who are traveling while participating in UC-sponsored and supervised off-campus activities. Coverage is free. The travel insurance program provides accident and illness coverage, emergency medical and security evacuation, repatriation of remains, and a variety of other kinds of travel assistance services and benefits. Students may also sign up with Worldcue to receive Travel Alerts for their destination.

 

The Student Travel Insurance Program provides worldwide, 24-hours/day coverage for students who are traveling while participating in UC sponsored and supervised off-campus activities, both domestically and abroad. This coverage is available at no cost. More information about this no-cost coverage is available at:

Register for Travel Insurance

Though coverage is automatic, students must register when they travel out-of-state and internationally in order to receive the full services and protections that the coverage provides. Click here to register your trip at UC Away. Upon registration, the Students will be provided with a Confirmation of Coverage Card. The card contains the insurance carrier’s toll-free contact numbers to call in an emergency.

Register for Worldcue

The University contracts with Worldcue to provide its students with intelligence and alerts about the part of the world where they will be traveling. Worldcue will generate a “welcome email” to the traveler when the traveler books travel through Connexxus, or registers out-of-state or international trip information with UC Away. The welcome email provides a link where the traveler can go to complete an online profile that provides Worldcue with important contact information, including the traveler’s email address and itinerary.

Completing the profile in Worldcue is a crucial step in assuring the traveler’s safety. Without the profile information, Worldcue cannot provide real time intelligence and travel alerts to the UC traveler. Registered UC travelers who complete the profile will receive direct e-mail notices from Worldcue about the area where they will be traveling that will include information about political unrest, natural disasters, war activities, health warnings, etc., as well as required immunizations, entry/exit, safety and security, language, transportation, weather, communications, legal and cultural issues, and currency exchange rates. This is obviously a valuable resource when traveling and can help UC travelers avoid difficulties during a trip.

The Worldcue system also makes it possible for the University to keep track of where its students are traveling. In the event of civil strife or natural disasters the University is better able to provide emergency services such as security extraction and emergency medical evacuation when its students are in danger and require these services. Because Worldcue provides travelers with information that will keep them safer and the University with information that allows it to respond more quickly to emergencies involving its student travelers, it is of the utmost importance that the student traveler complete the travel profile in Worldcue upon receipt of the “welcome email”.

Employees who do not use Connexxus to book their travel can sign up for Worldcue on the last page of the on-line travel registration form. The sign-up paragraph reads as follows: “[….Click here to create your personal travel profile for this trip with Worldcue, the providers of security protection and emergency services, including security extraction and medical evacuation that may be needed when circumstances arise….]”.

If you have already registered your trip but neglected to sign up for Worldcue, you may contact Worldcue directly by sending an email to customerservice@ijet.com or calling (443) 716-2419. You will need to provide your name, home campus, email address, destination, and itinerary. For additional information, go to Student Travel Insurance FAQs.

 

Personal Travel Insurance

The Personal Travel Insurance Program provides quality travel insurance, for a cost, to employees and students who are engaged in personal travel that is unrelated to their work as an employee or their studies as a UC student. The UC Personal Travel Insurance Program provides accident and illness coverage, emergency medical and security evacuation, repatriation of remains, and a variety of other kinds of travel assistance services and benefits. Employees and students may also sign up with WorldCue to receive Travel Alerts for their destination.

 

The Personal Travel Insurance Program provides quality travel insurance, for a cost, to employees and students who are engaged in personal travel that is unrelated to their work as an employee or their studies as a UC student. The UC Personal Insurance Program is not affiliated with any University-provided employee benefit nor does the University recommend or endorse the coverage. As with any commercial travel insurance, the insured traveler is responsible for paying the premium, arranging for any travel assistance services, and resolving claims or coverage issues directly with the insurance carrier.

Register for Personal Travel Insurance

The UC Personal Travel Insurance Program offers three travel plan options designed to integrate insurance benefits with valuable travel assistance services to help provide the extra protection you need while traveling far from home. This travel insurance program responds to medical emergencies for travelers outside of their home country or country of permanent residence by providing accident and sickness benefits and valuable travel assistance services. If you want to purchase this coverage or would like more information about it, go to Personal Travel Insurance Program.

Register for Travel Alerts

The University contracts with Worldcue to provide travelers with intelligence and alerts when they travel. Travelers can register their travel itinerary with World and receive real-time notices and alerts via email about political unrest, natural disasters, and health warnings affecting the areas where they are traveling as well as information about required immunizations, entry/exit, safety and security, language, transportation, weather, communications, legal and cultural issues, and currency exchange rates. This is a valuable resource when traveling where information is tightly controlled and can help the traveler avoid difficulties both before and during a trip. If you want to enroll for real-time alerts and intelligence while you travel or want more information about Worldcue about it, go to Personal Travel Insurance Program.

You may also contact Worldcue directly by sending an email to customerservice@ijet.com or calling (443) 716-2419. You will need to provide your name, home campus, email address, destination, and itinerary.

Travel Planning

Travel entails risks that can be mitigated by developing detailed travel plans in advance. Principal Investigators and travel planners should assess and address the risks associated with travel to foreign countries in advance, especially to remote areas, in order to ensure the health and safety of participating faculty, staff, and students.

This webpage identifies Resources that can be used by departments to help with planning and organizing travel to foreign countries. It also provides a section on Planning Tools & Tips that describe specific things travel planners can do to reduce the risks of travel.

UC Global Operations (UCGO)

The UCOP UC Global Operations website provides tools and resources to help UC faculty, administrators, staff and students who are traveling abroad on UC business, or assisting those who are, to plan and manage international research, travel, and other activities. Whether you are doing research, teaching, studying abroad, or attending a conference, the UCGO website can help you:

  • Plan Project: Resources about where to go, UC programs, planning your budget, understanding U.S. and foreign regulations, applicable UC policies, etc.
  • Plan Trip: Information about vaccinations, health and travel insurance, cultural etiquette in the country you’re visiting, visa requirements, exchange rates for foreign currency, tips on what to pack, etc.
  • Travel Safely: Guidelines on how to stay safe and healthy, what to do if you are sick or injured, how to stay connected, what adapters to get for your electronic devices, etc.
  • Manage Projects Abroad: Fundamental steps and strategies for successful project management abroad, including setting up operations, collaboration with international partners, and taking care of yourself and your team while abroad.
  • Closeout Projects Upon Return: A post-travel checklist, information about how to get reimbursed for eligible expenses, close out your project, etc.
  • Locate Assistance in UC System: Information about UC offices that can assist with specific concerns with quick links to UCOP and campus international offices. A search function to help you find what you’re looking for.

The UCGO website is a joint effort of the UC Office of the President’s Office of Ethics, Compliance, and Audit Services and the Office of Research Policy Analysis and Coordination. Contact ucgo@ucop.edu with questions or for information.

Worldcue

The University contracts with Worldcue in order to provide travelers with real-time intelligence and alerts. The University asks employees who are traveling out-of-state and internationally to register their travel itinerary with iJET/Worldcue so they will receive real-time intelligence, notices, and alerts via email about political unrest, natural disasters, and health warnings affecting the areas where the travelers will be, as well as information about required immunizations, entry/exit, safety and security, language, transportation, weather, communications, legal and cultural issues, and currency exchange rates. This is a valuable resource when traveling in countries where information is tightly controlled and it can help employees avoid difficulties during a trip. For more information about iJET/Worldcue go to Travel Insurance.

Travel Insurance

The University provides Travel Accident Insurance, free of charge, to faculty, staff, and students participating in University activities. The employee in charge can enroll all participating faculty, staff, and students in the Travel Insurance Program or can require each individual to enroll individually. In addition to the standard travel insurance medical/accident coverage, this policy includes coverage for emergency medical evacuation, repatriation of remains, security extraction, and various kinds of travel assistance and benefits. Go to Travel Insurance for more information about UC Travel Insurance.

Foreign Travel Risk Assessment

The travel planning process should include the identification of potential health and security risks involved in travel to foreign countries, the measures that can be taken to avoid them, and advance planning on how to respond to emergencies if and when they occur. Go to the Foreign Travel Risk Assessment section for more information.

Traveling with Minors

Traveling with minors entails an extra level of risk that must be addressed accordingly. For information about issues attendant to the participation of minors in University activities, go to Minors.

Travel Planning Checklists

Standardized travel-planning checklists can provide travel planners with a list of things that should be considered during the planning process. A checklist might include the following:

  • Goals & objectives
  • Itinerary
  • Known risks; means of addressing them
  • Information about local health, weather, cultural standards, social conditions, local traditions and beliefs
  • Emergency response plan; emergency contacts
  • Composition of field team in field research activities; emergency contact information
  • Accommodations during travel to and from site and on-site
  • Need for first-aid supplies and expertise
  • Medical needs of travelers with pre-existing conditions
  • Clothing, personal equipment, and field equipment
  • Transportation before, during, and after returning from the event location
  • Food and supplies on-site and during travel to and from the site
  • Mandatory safety training in specific areas of risk applicable to the event as appropriate
  • Necessary University forms
  • Required documents for individual travelers: passports, visas, vaccinations, etc.
  • State Department Alerts or Warnings

Examples include the State Department Checklist, which, in addition to providing a generic list of concerns that apply to travel to any location, also provides the means to link to information about your specific destination. The Medical Preparation When Studying Abroad Checklist provides detailed information about how to be medically prepared for travel abroad. Examples of travel planning checklists can be found from UC Davis and the State Department. The Field Research Safety Program may also be helpful to UCSB travel planners.

Participant Agreement

If a department sponsors activities that include student travel to foreign countries, a Participant Agreement can be used to spell out the obligations of the University and the traveler and specify the terms and conditions of participation: program description, fees, cost of and information about transportation, food and lodging, scheduling, modification and termination of the agreement, standards of conduct, health and safety, insurance, mandatory activities, and any other requirements or critical information. Examples of Participant Agreements can be found from EAP and UCSB.

Participant Travel Guide

Departments that organize travel study programs abroad can prepare student guides that include information about the specific program and course of study as well as issues of general concern - travel arrangements, insurance, duties and customs, and cultural issues. This information can better prepare the participant and help maximize the learning experience and minimize unanticipated surprises. See this example of a student guide.

Orientation Meeting

Prior to departure it may be useful to conduct an orientation meeting with attendance required for all participants. Review administrative matters and important information: contacts and addresses, including consulate contacts, clothing, transportation, lodging, local customs, money, personal health and safety, required documents, use of credit, telephones, communications, medical issues, required vaccinations, etc. Provide information specific to living in the destination country. Provide materials such as maps, practical living information, guidebooks and handbooks, links to relevant websites, including the State Department website. Provide information about the University’s travel insurance security and information service, Worldcue. Prepare and present an emergency preparedness plan. See this example of an emergency preparedness plan for off-campus study. See the Foreign Travel Risk Assessment section for more information on emergency planning.

Waiver of Liability

All individuals (with the exception of employees in the course and scope of their employment) who participate in University of California sponsored off-campus travel, classes, programs and activities must sign a UC Waiver of Liability-Elective/Voluntary Activities. Departments that sponsor activities that involve off-campus travel are responsible for preparing the waiver and making certain that all participants sign and submit one before participating in the activity. For more information about waivers of liability, go to Waiver of Liability.

Emergency Information and Contacts

Departments can ask participants to provide information on the Emergency Information & Contacts form about who should be contacted in the event of an emergency and who their insurance carrier is.

The form also offers the participant the opportunity to advise the trip organizers of any allergies, dietary restrictions, or other conditions they have and any medications they may be required to take. It is important to review this information and to understand what, if anything, it will require of the employees leading the activity. If travel is to remote areas where certain vaccinations or immunizations are advisable, departments can ask the participant to show proof that they have gotten them. All this information is confidential and should only be shared with people who have a need to know.

The employee leading the trip should take the Emergency Information & Contacts form with them in case a participant is injured. If the completed Emergency Information & Contacts form is not needed, the campus department should destroy it when the trip is over. If the completed Emergency Information & Contacts form is used for one reason or another, it should be retained for three years after the trip is over. If the department has had to rely on the form, the hard copy must be retained.

Release & License to Use Image

Prior to making any public use of a participant’s image, departments must obtain a signed Release & License to Use Image, Name and/or Voice form from the participant. Go to Releases for more information.

 

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Travel Risk Assessment

  • Identify potential travel risks and security risks, how to reduce or avoid them, and how to respond to emergencies when they occur.
  • Register with Worldcue to get real-time intelligence, notices, and alerts via email about political unrest, natural disasters, and health warnings as well as information about required immunizations, entry/exit, safety and security, transportation, weather, communications.
  • Review State Department information sheets and travel warnings and discuss with participants to identify potential travel risks and emergencies that may arise.
  • Agree on an emergency communications plan; consider establishing a “buddy system.”
  • Agree on guidelines for handling emergencies and contacting parents and family members.
  • Make certain that all participants register for travel insurance.
  • Know how to contact local law enforcement authorities.
  • Transportation from one site to another.
  • Know how to contact the local US Embassy/Consulate.

Emergency Response

  • How will you respond to hospitalization for injury or illness; rape, sexual assault, or physical assault; crime; severe psychological problems; or civil unrest, terrorist attacks, or outbreak of war.
  • Know how to seek appropriate medical care (medical emergency) or a safe location.
  • Notify the UC Travel Assist Provider United Health Care Global (UCHG) of your location and status. UC Travel Assist Provider Emergency contact numbers:
              Tel. (410) 453-6330 (From outside the U.S.)
              Tel. (866) 451-7606 (From U.S. and Canada)
  • Notify the UCSB Risk Management office and your department of your location and status. UCSB Risk Management office:
              Tel. (805) 893-5837
              Emergency Cell: (805) 636-9050
              Fax: (805) 893-8521
              Email: ron.betancourt@ucsb.edu
  • The Travel Insurance provider and UCSB Risk Management will assist and coordinate emergency action as required, including notifying the State Department or local authorities.

Emergency Contact with Family

  • Travel leaders should not make direct, initial contact with family members without student’s permission.
  • When possible, students should communicate with their parents when emergencies arise.
  • Do not presume that a student’s parents are the listed emergency contact.
  • Travel leaders should contact their department if a student is ill or injured, even if it’s not an emergency, so the department and University are not caught off guard if contacted by parents.
  • If a student is ill or injured abroad, the student should be encouraged to inform their parents, but this disclosure is ultimately up to the student.
  • Travel leaders may choose to inform emergency contacts about a potential emergency abroad without the student’s express permission, if the student is unable to speak for him or herself; the student has been missing for more than 24 hours; the student is perceived to be a danger to themselves or others; or when a significant health, safety, or security incident has occurred that affects the entire program.

Travel Safety Plan

The Travel Risk Safety Plan form can be used during the planning stages to think about and identify potential health and security risks, measures that can be taken to reduce or avoid them, and how to respond to emergencies if and when they occur.

 

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Field Trips

Field trips are a valuable part of the educational experience. The learning process is improved by the opportunity to observe things in the field. However field trips expose participants to risks that are not present in the classroom. Injuries caused during field trips create exposure to liability for the University.

Department employees who plan and organize field trips can reduce the exposure to risk and better ensure the safety of University staff and students during field trips by addressing, during the planning stage, the specific risks that arise out of field trips. The following list describes measures that can help organize and control the field trip experience; it is not an all-inclusive list. Departments are encouraged to document their own protocols and procedures, which may include, but are certainly not limited to the following:

Participant Eligibility

To improve staff control and supervision and reduce risks and exposure to liability, UC policy and practice limits participation in UC-sponsored field trips to employees in the course and scope of their employment and students registered in the class in which the trip occurs. Students, spouses, children, and friends not registered in a class are not allowed to participate in class field trips without specific authorization from a department control point. If a department determines that a person not registered in a class may participate in a class field trip, that person must sign and submit a UC Waiver of Liability just like the other participants in the field trip.

Field Trip Planning Checklist

For departments that sponsor frequent field trips it is helpful to develop a field-trip checklist of standard issues that employees who lead field trips can consider during the planning process. It might include the following:

  • Goals & objectives
  • Itinerary
  • Known risks; means of addressing them
  • Information about weather
  • Emergency response plan
  • Composition of field team
  • Participant emergency contact information
  • Accommodations during travel
  • Need for first-aid supplies and expertise
  • Medical needs of travelers with pre-existing conditions
  • Clothing, personal equipment, and field equipment
  • Transportation
  • Food and supplies on-site and during travel to and from the site
  • Mandatory safety training in specific areas of risk applicable to the event as appropriate
  • Necessary University forms
  • Necessary documents for individual travelers: drivers license, passport, etc.

Orientation Meeting

Prior to the start of the field trip it may be useful to conduct a mandatory orientation meeting. Depending upon the length and complexity of the field trip this could be a 30-minute meeting before everyone gets on the bus or one or more longer meetings that could, for trips that include minors, also involve the mandatory participation of the parents or guardians. Review administrative matters and important information: contacts and addresses, clothing, transportation, lodging, money, personal health and safety, required documents, telephones, communications, medical issues, etc. Provide information about the University’s travel insurance. Prepare and present an emergency contingency and communication plans.

Waiver of Liability

All field trip participants, with the exception of employees in the course and scope of their employment, must sign a UC Waiver of Liability. Departments that sponsor activities that involve off-campus field trips are responsible for preparing UC Waivers of Liability and making certain that all participants sign and submit one before being allowed to participate in the activity. If an itinerary has been developed, it can be referenced and attached to the Waiver of Liability. Go to Waivers of Liability for more information about waivers of liability.

Transportation

Departments may choose to make the transportation arrangements to get students to and from the field trip destination. If it creates difficulties to do otherwise, the University owns vehicles and has agreements with commercial ground carriers to meet this need. However, transporting people creates it’s own set of risks. Since the goal of a field trip is the instruction that occurs at the field trip destination, it is preferable if the University can minimize its involvement in transportation arrangements. If it creates no hardship or inconvenience there are fewer complications if the role of the University begins and ends at the field trip destination and participants make their own transportation arrangements.

UNIVERSITY VEHICLES: See "Automobiles" under Insurance / Programs & Policies.

EMPLOYEES' PERSONAL VEHICLES: See See "Automobiles" under Insurance / Programs & Policies.

RENTAL VEHICLES: See See "Automobiles" under Insurance / Programs & Policies.

STUDENTS' PERSONAL VEHICLES: When a student uses a personal vehicle it is the student's responsibility to maintain appropriate insurance. The University does not purchase or provide insurance coverage for the personal vehicles of students.

BUS CHARTERS: Departments may charter buses to get field trip participants to an off-campus site. When the University charters buses, the bus company is required to carry insurance that is based on the number of passengers. The UCSB Procurement Services Office has agreements with bus companies that meet UC’s insurance requirements or, when it does not in a particular city, it can assist in locating one that does meet our insurance requirements.

BOAT CHARTERS: When the University charters boats the charter company is required to carry insurance based on the number of passengers. (When field trip participants purchase their own tickets on a regularly scheduled boat on which member of the public may also purchase tickets the University’s boat charter insurance requirements do not apply). Go to Boat Charters for more information.

Travel Insurance

The University provides Travel Accident Insurance, free of charge, to faculty, staff, and students participating in University activities. The employee leading the field trip can enroll all participating faculty, staff, and students in the Travel Insurance Program or can, in some cases, ask individuals to enroll individually. In addition to the standard travel insurance medical/accident coverage, this policy includes coverage for emergency medical evacuation, repatriation of remains, security extraction and other travel assistance and benefits. Go to Travel Insurance for more information about UC Travel Insurance.

Emergency Information & Contacts

Departments can ask participants to provide information on the Emergency Information & Contacts form about who should be contacted in the event of an emergency and who their insurance carrier is.

The form also offers the opportunity for the participant to advise the trip organizers of any allergies, dietary restrictions, or other conditions they have that the department should be aware of and any medications they may be required to take. It is important to review this information and to understand what, if anything, it will require of the employees leading the field trip. All this information is confidential and should only be shared with people who have a need to know.

The employee leading the trip should take the Emergency Information & Contacts form with them in case a participant is injured. If the form is not needed, it should be destroyed when the trip is over. If the form is used for one reason or another, it should be retained for three years after the trip is over. If the department has had to rely on the form, the hard copy must be retained.

If minors are going on the field trip use the Emergency Information & Contacts for Minor form.

Release & License to Use Image

Prior to making public use of a participant’s image, departments must obtain a signed Release & License to Use Image, Name and/or Voice form from the participant. Go to Releases for more information about releases.

Itinerary

An itinerary is a good planning tool. When minors are participating in a field trip and traveling without a parent or guardian, it should be considered a necessity so that parents and guardians know where their children are and what they are doing hour to hour when they are under University supervision. Go to Minors – Risk Management for more information.

Minors on Field Trips

Departments that sponsor field trips that include minor participants, to one degree or another, assume responsibility for the health, safety and welfare of the minors in their care and custody. Departments who assume this responsibility should be aware of the specific risks that are involved and implement best practices and applicable risk management measures to reduce the associated risk exposures. For more information about minors see Minors on Campus.

 

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