Resources Overview

Step 1: Budgeting and Risk Assessment Overview

The Off-Campus Activity Risk Assessment Form (PDF) is used to determine the level of risk for the proposed off-campus experience to prepare for single, compounding and cascading risk scenarios.

• Please ensure inclusive elements of this risk plan are included.
• If Risk Assessment is Red, please contact the Risk Committee

Before planning an off-campus activity, formal approval must be granted to the RRU program faculty using RRU's travel information: Business Travel

For any activity or trip that requires students to pay a fee, please send this form to students to complete then send to student accounts to invoice: Field Exploration Commitment Form (PDF)

Step 2: Planning and Task List

The Student Correspondence and Orientation documents are guidelines for proposing and actioning Off-Campus Activities and Single-Day and Multi-Day Trips. The Guidelines are adapted for each type of Off-Campus Experience.

Before planning any Off-Campus travel, please follow RRU's travel policy and procedures, and review the resources found on this site for Accessibility and Belonging.

• Single-Day Off-Campus Trip or Activity (XLSX)
• Multi-Day Off-Campus Trip Domestic (XLSX)
• Multi-Day Off-Campus Trip International (XLSX)

Additional resources can also be found in the Experiential Learning Hub.

Step 3: Planning Accessibility Considerations

Detailed information on creating accessible and inclusive activities is available in the Accessibility and Belonging - Full Overview and Checklist section. 

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.

Step 4: Student Correspondence and Orientations

As a trip organizer, it is important to provide participants with timely and detailed correspondence for all off-campus activities.

All optional extra-curricular Off-Campus Activities and Single-Day Activities require minimal formalities.  The Activities details and information are communicated through the program office; formal orientations or correspondence are not required as part of Royal Roads University's duty of care.

For One-Day Domestic, Multi-Day Domestic or Multi-Day International Trips, an informed orientation for students prior to any travel is mandatory and part of RRU's duty of care. Correspondence guidelines and examples are found in the unique trip Planning section.

International Students participating in international learning opportunities, such as Internships, Study Abroad or International Field Trips, need to be referred to Immigration Advising. International academic experiences may impact international students' ability to stay and work in Canada after graduation.

Step 5: Managing Travel Information

Within each Planning trip type, the Managing Travel Information section provides an overview of the information RRU is required to collect from participants and to communicate throughout the organizing and trip phases. 

Off-Campus Activity: an optional extra-curricular social activity

Single-Day Activity: a mandatory co-curricular social activity

One-Day Off-Campus Trip: a mandatory co-curricular trip associated with a course and tied to learning outcomes

Multi-Day Domestic Trip: an optional or mandatory co-curricular or curricular trip associated with a course and tied to learning outcomes

Multi-Day International Trip: an optional or mandatory co-curricular or curricular trip associated with a course and tied to learning outcomes

Step 6: Student and Staff Document Overview

Experiential learning provides meaningful and robust learning opportunities that extend beyond expected classroom work and regular academic activities; they also carry increased inherent risks that must be considered in trip planning, student information forms, and reporting documents.

In each Planning unit, you will find templates for the appropriate forms for your selected Off-Campus Trip or Activity.  These forms are always the most up-to-date versions.  It is important to always download new forms for each new off-campus activity, and not rely on previous forms or information that have been downloaded and saved.

To ensure a safe and equitable environment, planning information should always be:

• Customized to the specific activity and foreseeable risks associated with the activity.
• Provided in advance and reviewed with participants.
• Correct forms for the activity type signed in the presence of a witness and properly stored (as per the forms and instructions in each Planning section).
• Parental or guardian consent must be obtained for participants under 18.

Waivers versus Informed Consent?

*A Waiver (PDF) is used for optional extra-curricular activities that are not academically assessed. They should not be used for curricular or co-curricular activities.

*An Informed Consent form (PDF) for all compulsory or academically assessed activities or with participants under the age of eighteen.

Step 7: Emergency Protocols and Responses

In the Emergency Protocols and Responses Planning Section in each of the Planning Sections below, you will find information tailored to the appropriate Off-Campus Activity or Trip.

This will include information on:

• Trip planning
• Emergency protocols and responses
• Incident reporting