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  • Tools & Resources for Off-Campus Activities at RRU

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    Off campus risk management for activities and experiential learning

  • Land Acknowledgment

    The campus is located on the traditional Lands of the Lekwungen-speaking Peoples, the Songhees and Esquimalt Nations. As we travel off campus, we encourage acknowledgement and learning of the ancestors, peoples and communities who have stewarded the lands visited in your off-campus experience.

  • Sustainability and Inclusion

    Inclusion Statement

    At Royal Roads, we aspire to create an equitable, diverse, and inclusive learning environment wherever that learning will be. You can help us achieve that goal by identifying any personal challenges or concerns early so that we can work together to co create and support learning pathways.

    Sustainability Statement

    RRU’s climate and sustainability values encourages students and faculty to be cognizant of the social and the environmental impacts of their travel decisions and experiences.

  • Introduction

    Welcome to RRU's staff and faculty resource for coordinating off-campus student activities and events.

    This resource, the Off campus risk management for activities and experiential learning, helps staff and faculty execute safe and successful local, domestic and international off-campus student events. You will find clear instructions of RRU's required travel and medical documents, travel and emergency planning, and examples of communication templates, orientations and task lists.

    An additional student resource, individualized by RRU's staff and faculty who are coordinating each activity, will be provided. The student-facing resources provides an interface to formally communicate with students and is the document repository for each off-campus activity.

    Our RRU EL Risk Management Handbook (PDF) supports Faculty, Course Instructors and Staff to provide safe and barrier free off campus experiential learning opportunities. 

    Questions? Contact us here

    Please consider reviewing RRU's Communicable Disease Plan.

  • Risk Assessment & Budget Planning

    The Off-campus Activity Risk Assessment Form (PDF) is used to determine eligibility for off-campus experience.  This is an opportunity for faculty planning that helps prepare for single, compounding and cascading risk scenarios. 

    Before planning any off-campus activity, formal approval must be granted to the RRU program faculty using RRU's travel information: O:\Staff\finance\public\Travel.

  • Task Lists

    The Task List templates offer proposed step-by-step guidelines for planning local, domestic or international off-campus activities and events. Before planning any off-campus travel, please follow RRU's travel policy and procedure. 

    TIP: Use the Correspondence and Orientation unit communication templates for each Correspondence outlined in the Task List for International Travel.

    Additional resources for RRU's Experiential Learning can also be found in the Experiential Learning Hub.

  • Student Correspondence and Orientation

    Providing timely and detailed correspondence and an informed orientation for students prior to any travel is mandatory and part of RRU's duty of care. Orientations can be conducted either face-to-face or online. Program staff and faculty need to know the visa requirements for students in the destination country.

    International Students: Please ensure international students discuss any international learning opportunities, such as Internships, Study Abroad or International Field Trips, with Immigration Advising .  International academic experiences may impact international students' ability to stay and work in Canada after graduation.

    Below are examples of student correspondences leading up to an international experience and an orientation example used for a multi-day international experience.

    Please review the Task Lists unit for suggested correspondence timelines.

  • Managing Travel Information

    In the Managing Travel Information book:

    1. Introduction
    2. Single-day Off-campus Activity
      1. Process Guide
      2. Student-travel Information Management
      3. Faculty- and Staff-travel Information Management
      4. Emergency Communication
    3. Multi-day or International Off-campus Activity
      1. Process Guide
      2. Student-travel Information Management
      3. Faculty- and Staff-travel Information Management
      4. Emergency Communication

  • Documents

    In the Documents Overview book:

    1. Introduction
      1. Information Forms
      2. Waivers
      3. Informed Consent
      4. Incident Reporting

  • Medical Insurance

    In the Medical Insurance Overview book:

    1. Introduction
      1. Supplementary Medical Insurance

  • Emergency Protocols and Response

    In the Emergency Protocols and Response book:

    1. Introduction
      1. Pre-departure and Arrival
      2. Emergency and Disaster Response Services
      3. Incident Reporting
      4. FAQ's - ISOS

  • Internal Resources

    Relevant services and resources for RRU students seeking international academic experiences include:

    Study Abroad or Semester Abroad.

    Working overseas or international academic work terms: Career Learning and Development. Students may book with an Advisor on LibCal Booking

    Capstone or Research Projects:

    • Staff will need to follow the travel approval process as outlined in the Checklist for off-site activities
    • Students and staff will need to complete the appropriate Royal Roads University waiver and registration with ISOS
    • The Travel and Health Insurance section provides information on supplemental Travel Health Insurance for Associate Faculty and Students.

  • External Resources

  • 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: