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Risk Management Best Practices
Contents of this page:
Travel Guidelines (Supervision
; Transportation ; Insurance
; Passports, visas, and identification
materials ; Emergency notification ; Overnight
The following conditions represent a managed risk:
International Travel Guidelines
a. There should be at least two adult trip leaders. One leader must always be available to supervise in case there may be an emergency. If one leader should become disabled or must accompany a student returning home, another leader must be available to take charge.
b. All trip policies and rules regulating participant conduct (including those relating to alcohol or drugs) must conform to University policies and must be strictly enforced during the trip.
a. All drivers must be approved to drive for University business, and must agree to adhere to the Authorized Driver Policy in the chapter on "Vehicles".
b. All drivers should be experienced in driving vans, or should make arrangements with the University Safety Office for training prior to departure.
c. When driving in Mexico, drivers must carry a copy of the vehicle registration to prove ownership when returning to the United States.
d. To avoid a multiple rear-ended crash, vehicles are prohibited from driving in caravans.
e. Always lock the vehicle, and be sure not to leave any valuables inside.
f. Be aware of safety when using public transportation. Avoid using transportation that does not appear to be in safe working condition.
a. When traveling to Mexico with a University-owned vehicle, you must purchase auto insurance coverage from a licensed Mexican insurance company before driving into Mexico. This coverage can be purchased at the border. Sanborn Insurance Agency is a licensed Mexican insurance company that is a well-known broker specializing in this type of coverage.
b. You must confirm that each participant has health and accident insurance.
c. Participants with pre-existing medical conditions should carry a letter from their doctor describing the condition, including information on any prescription medicines they are taking. All medicines should be left in their original labeled containers. Prior to traveling, participants must verify that their prescription drugs are not considered narcotics in the destination countries.
d. Participants must be informed that University insurance does not cover losses to personal belongings.
4. Passports, Visas, and Identification Materials
a. When planning the trip, you must determine whether visas or tourist cards are needed. All participants must take with them adequate documentation to prove U. S. citizenship and identity for re-entry into the United States.
b. Prior to traveling, any participants with the possibility of dual citizenship must confirm their status with the embassy or consulate of the country that might claim them as a citizen.
c. Trip leaders must be aware that foreign laws differ from laws of the United States.
d. Participants must be educated on currency and Customs regulations (e.g., that weapons are prohibited, and that cars can be subject to government searches for illegal drugs).
e. Participants must be aware of items that are prohibited or restricted from entry into the United States. Receipts of all purchases must be kept for U. S. Customs declarations.
5. Emergency Notification
a. Trip leaders should inform their respective supervisors of their trip itinerary, and should provide contact phone numbers for each night’s accommodation.
b. When applicable, a trip leader has the authority to return a participant home in the event of misconduct or medical emergency.
c. The trip leader is responsible for bringing signed emergency medical release forms and health forms for each participant.
d. At least one trip leader should be a trained first aid responder. A first aid kit should be available at all times.
e. Trip leaders should have emergency contact names and phone numbers for each participant.
6. Overnight Accommodations
a. Hotel and dining selections should be made with life safety in mind.
b. If applicable, participants should be advised of high-crime sections in the visited area.
c. Overnight trips should include a curfew. Participants should be made aware of what is required and expected of them.
d. Leaders should enforce a buddy system at all times.
e. Trip guidelines must differentiate between supervised and unsupervised time.
f. All participants should sign a RELEASE AND WAIVER OF LIABILITY AND ASSUMPTION OF RISK STATEMENT (see example) that indicates that they are aware of the inherent dangers of travel. This form waives all liability of the University for losses arising from non-scheduled activities.
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For further information, please call (210) 999-7507, or write to:
Office of Human Resources
One Trinity Place
San Antonio, TX 78212-7200
This page is provided to you for informational purposes. Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.
This page was last modified on November 08, 2011.