Planning: One-Day Off-Campus Trip

Step 1: Budgeting and Risk Assessment

You will need to complete the following:

Off-campus Activity Risk Assessment Form (PDF) i - submit to your School Manager and Director for approval.

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

Please ensure any budget considerations are aligned with the Business Travel guidelines.

If students are required to pay a fee to attend, 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

Please use this planning and task list as a guide for One-Day Off-Campus Trips.

One-Day Off-Campus Trip Planning (XLSX)

Step 3: Planning Accessibility Considerations

For a One-Day, Off-Campus Trip, please ensure to:

• 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

For One-Day, Off-Campus Trips, information is communicated through your program office, formal orientations or correspondence are not required as part of Royal Roads University's duty of care.

Please ensure in your student and staff/faculty correspondence you communicate the Group Emergency Plan (located in Step 7) along with the details of the activity.

Step 5: Managing Travel Information

One-Day, Off-Campus Trip

1. Student travel Information Management
2. Emergency Communication

Student travel Information Management:

Add or create within your academic course site the following information:

• News Forum or Discussion Forum for activity-specific posts (forced subscription). Please ensure travel information is clearly presented and accessible. Please highlight and attach the Group Emergency Plan (DOCX) in this Forum (forced subscription)
• Create a drop box for the following form submissions:
• Student Waiver or Informed Consent Agreement
• Photo consent form (if needed)

*Forms can be packaged and submitted to a single drop box.

*See Step 6 for document links and more information about when to use a Waiver or Informed Consent.

Emergency Communication

Step 6: Student and Staff Document Overview

To ensure a safe and equitable environment, documents must be signed prior to arrival at your destination.

Student Documents for a One-Day Off-Campus Trip:

• Waiver (PDF) or Informed Consent (PDF)
• Photo Consent (PDF)

What is the difference between Waivers and Informed Consent?

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

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

Faculty and Staff travel Information Management

All RRU employees (staff, faculty and associate faculty) will complete and submit the appropriate forms to the School Manager

• Appropriate Waiver (PDF) or Informed Consent Form (PDF)
• Photo Consent (PDF)

Group Leaders must be knowledgeable and/or in possession of:

• Group Emergency Plan (DOCX)
• The completed and approved Risk Assessment (PDF)
• The RRU EL Risk Management Handbook (PDF)

Step 7: Emergency Protocols and Responses

One-Day Off-Campus Trip Emergency Protocols and Responses

*This information can also be found in the RRU EL Handbook (PDF)

Emergency situations range from natural disasters—such as earthquakes, floods and wildfires—to physical harm—such as a medical emergency or mental health crisis—to localized emergencies—such as gas leaks, chemical spills and transit accidents.

In an emergency or disaster response, RRU employee trip leaders are required to:

• First call 911 or, in the country equivalent, 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.

Incident Reporting

An incident report (PDF) must be completed if there is an emergency.

Incident reports will also be sent to the CARE Team. Upon receipt of an incident report, members of the CARE Team will respond to the individual who submitted it and immediately alert RRU’s leadership team.

Incidents that require reporting could include but are not limited to:

• Natural disaster
• Medical emergency or physical harm
• Breach of policy
• Localized emergency

As outlined in the Medical Insurance unit, participants’ medical insurance is individual to the participant. Reporting and filing claims for medical incidents or injuries to extended medical providers is the individual participant's responsibility.