Section outline

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    Welcome

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    Off campus risk management for activities and experiential learning

    • Indigenous Lands Acknowledgement

      The Royal Roads Colwood and Langford campuses are located on the Traditional Lands of the Lekwungen-speaking Peoples, the Songhees and Esquimalt Nations. Off-campus activities offer opportunities to explore and learn about the ancestors, people, and communities of the many lands where we work, learn, and conduct research.

      In every off-campus activity, Royal Roads strives to create an equitable, diverse, and inclusive learning environment, wherever that learning may take place. We strive to offer barrier-free and safe opportunities that foster a strong culture of agency and collaboration, while aligning with the university's commitments to climate action and environmental sustainability.

      We encourage students, staff, and faculty to consider the social and environmental impacts of travel decisions, experiences, and interactions.

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    Introduction

    Welcome to Royal Roads University’s staff and faculty resource for coordinating off-campus student activities.

    The Off-Campus Risk Management for Activities and Experiential Learning resource (ORMAEL) supports staff and faculty in planning and delivering safe and successful extracurricular and co-curricular Single-Day Activities, One-Day Trips, Multi-day Domestic Trips, and Multi-Day International Trips. ORMAEL provides clear instructions on RRU’s required travel and medical documentation, travel and emergency planning, and examples of communication templates, orientation materials, and task lists.

    A customizable student-facing Moodle resource will also be copied for coordinating multi-day domestic and international trips. This resource serves as Royal Roads' formal communication tool for trip participants and a repository for travel and safety documents.

    An overview of the processes can be found in the Resource Section below and the Experiential Learning Handbook (PDF).

    Questions? Email the Student Ravel Risk Management Committee

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    Resource Overview for New Organizers & Leads

    Please find general overviews in the following chapter for Off-Campus activities or trips, both Domestic and International.

    Step 1: Budgeting and Risk Assessment

    Step 2: Planning and Task List

    Step 3: Planning Accessibility Considerations

    Step 4: Student Correspondence and Orientations

    Step 5: Managing Travel Information

    Step 6: Student and Staff Document Overview

    Step 7: Emergency Protocols and Responses

    In the following units please find specific processes and resources for the length of activity, One-Day, Activity, Single-Day Off-Campus Trip, Multi-Day Trip Domestic and Multi-Day Trip International.

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    Off-Campus Activity (no overnight, extracurricular)

    Step 1: All attendees will complete the Waiver (PDF)

    Step 2: Explore how to provide accessible and barrier free activities. For additional resources, see Accessibility and Belonging

    Step 3: Emergency Protocols

    • First, call 911 or follow instructions provided by local police and emergency response authorities.
    • Second, call or email the CARE Team.
    • Third, contact appropriate RRU employees (Dean, Director, Program Head, etc.) *if able, otherwise CARE will act as the communication hub.
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    Planning: Single-Day Off-Campus Activity (no overnight, curricular)

    This section provides specific information and tools for a Single-Day Off-Campus activity.

    Step 1: Budgeting and Risk Assessment

    Step 2: Planning and Task List

    Step 3: Planning Accessibility Considerations

    Step 4: Student Correspondence and Orientations

    Step 5: Managing Travel Information

    Step 6: Student and Staff Document Overview

    Step 7: Emergency Protocols and Responses

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    Planning: One-Day Off-Campus Trip (no overnight)

    This section provides specific information and planning tools for a One-Day Off-Campus Trip.

    Step 1: Budgeting and Risk Assessment

    Step 2: Planning and Task List

    Step 3: Planning Accessibility Considerations

    Step 4: Student Correspondence and Orientations

    Step 5: Managing Travel Information

    Step 6: Student and Staff Document Overview

    Step 7: Emergency Protocols and Responses

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    Planning: Multi-Day Off-Campus Domestic Trip

    This section provides specific information and planning tools for a Multi-Day Off-Campus Domestic Trip.

    Step 1: Budgeting and Risk Assessment

    Step 2: Planning and Task List

    Step 3: Planning Accessibility Considerations

    Step 4: Student Correspondence and Orientations

    Step 5: Managing Travel Information

    Step 6: Student and Staff Document Overview

    Step 7: Emergency Protocols and Responses

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    Planning: Multi-Day Off-Campus International Trip

    This section provides specific information and planning tools for a  Multi-Day Off-Campus International Trip.

    Step 1: Budgeting and Risk Assessment

    Step 2: Planning and Task List

    Step 3: Planning Accessibility Considerations

    Step 4: Student Correspondence and Orientations

    Step 5: Managing Travel Information

    Step 6: Student and Staff Document Overview

    Step 7: Emergency Protocols and Responses

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    Accessibility and Belonging - Resources, Examples and Checklist

    General Principles

    • Plan with inclusion in mind from the beginning.
    • Communicate clearly, consistently, and accessibly.
    • Provide multiple ways for students to participate.
    • Normalize accommodations for all students.
    • Respect privacy and student autonomy.

    If you are a student with an accessibility need, please contact your program office or Accessibility Services (link) early to explore how to co-create this opportunity. Here are some further resources:

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    Study or Semester Abroad

    There are resources to support students who are interested in engaging in international experiences:

    Faculty, staff and students participating in international experiences associated with Royal Roads' activities automatically qualify for travel support through International SOS, a global network of doctors, nurses and security experts. International SOS is not an insurance provider but a network of travel, medical and emergency assistance services. Information on ISOS will be given to you by the Study Abroad office as part of your planning and preparation for this opportunity.

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    Medical Insurance

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    External Resources

    • Government of Canada Travel Advice and Advisories URL

      This is a link to the Canadian Travel Advice and Advisories site. This site provides important information that will help you make informed decisions for safe travel abroad.

    • Registration of Canadians Abroad URL

      This is a link to a free federal service that allows the Government of Canada to notify you in case of an emergency abroad or a personal emergency at home.  All students, faculty and staff are encouraged to register.

    • Tips for Travellers with Disabilities URL

      This is a federal government resource site for travellers with a disability.

    • Canadian Embassies and Consulates URL

      This is a link to a federal directory of contact information for government offices that provide consular services to Canadian citizens abroad.

    • BC Provincial Emergency Plans URL

      Multi agency plans to address an emergency within the province of BC. 

    • Make your own Emergency Plan - BC Provincial Government URL

      An interactive tool to create an emergency plan for travel within BC.

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    RRU Policies

    Before planning an event, it is important to be familiar Royal Roads Policies and Procedures that are relevant to off-site activity and travel. Below is a list to consider: