Special Event Accidental
Contents of this page:
of Special Events
Liability and Responsibility
Consent and Assumption of Risk Form - Fact Sheet
Trinity University maintains accidental
injury coverage for accidents only on University-sponsored, scheduled and
supervised trips (e.g., Geology or Biology field trips, choir field
trips, etc.). Coverage is extended to direct travel to and from the destination,
but only for supervised travel as a group. Coverage limits consist of
$5,000 accidental death and $2,000 primary medical coverage. To obtain coverage,
the names of all participants, method of travel, destination and dates of travel
must be provided to the Director, Risk Management and Insurance five (5)
days prior to the trip (see example).
Definition of Special Events
A special event (field trip) is
an activity sanctioned by the University and held under the direction of an
authorized University employee. Travel to and from the field trip location is
covered only when travelers are under the direction of an authorized University
The following circumstances or events
are not covered by the University’s special event policy:
- Athletic events or practices
- Fraternity or sorority events
- Independent student assignments required for a
- Travel to and from field trips while not directly
supervised (in the same caravan) by an authorized University employee
Planning the Trip
You need to consider several items when
planning your trip:
- Identify any special requirements for participation
on the trip—special skills, fitness certification, etc., as well as any
hazards or dangers on the trip or at the site which might affect the health
and safety of the participants.
- Obtain departmental approval where appropriate.
- Ask students to advise you of any special
disabilities, problems or needs that may need to be accommodated.
- Consider the need for special clothing or equipment
that may be needed because of weather or other conditions.
- Determine transportation needs—reservation of
vehicles, authorization of drivers, and the need for site supervision.
- Plan for emergencies—theft, illness, vehicle
emergencies, weather delays, student misconduct or threats to the safety of
others, and telephone numbers of supervisors.
- If the trip is outside the continental United
States, you must inquire with the Office of Human Resources about the
issued by the State Department.
- If at all possible, you should use University-owned
or rented vehicles. When renting a vehicle, do so under the names of Trinity
University and the individual drivers. You should not purchase insurance
offered by the rental agency. The University carries physical damage
(comprehensive and collision) insurance coverage. There is a $300 deductible
for a physical damage claim. Use of University vehicles can be arranged
through Facilities Services. Rented vehicles must be arranged by the
faculty or staff person in charge of the field trip, and not by the
- If personal vehicles are used, owners of the
vehicles must have automobile liability insurance. The vehicle owner is
responsible for any loss or damage in the event of an accident.
- Drivers are required to comply with the Authorized
- It is required that drivers who will operate
9-passenger vans take the University’s van driver safety training prior to
- Determine the route, stops, and timetables, and
assign drivers. Make sure you have an adequate number of approved drivers
for longer trips to allow drivers sufficient rest. At least two to four
people should be designated as drivers for each vehicle, especially if the
trip is of considerable distance or if multi-passenger vans will be used. This
will be adequate provision in case a driver becomes ill, injured or tired.
- When a chartered bus, water vessel, or plane is used, the
chartering company must carry insurance with liability limits of at least
$1,000,000. The insurance requirement should be addressed with the
chartering company at the time that trip arrangements are made. The
University requires that the Certificate of Insurance indicate the limits of
liability carried by the company and add the University as an additional
insured. For specific insurance requirements, please contact the Director of
Risk Management and Insurance.
- Communicate information to students in advance
regarding schedules, departure locations, route, rest and meal stops,
lodging, emergency procedures, protocol for problems, and rules of conduct.
- Familiarize students with the site and their
surroundings. Trinity University faculty and staff should warn students of
any known hazards at the field trip site. University employees must exercise
ordinary care to supervise students while participating in a field trip
conducted by the University.
- Faculty, staff and students must comply with
University policies during field trips, just as they would on campus.
- Instructional activities and settings during class
time shall conform with University policies, including policies on alcohol
and drug use, vehicle use, student misconduct, smoking, academic integrity
and freedom, sexual harassment and discriminatory harassment.
- The faculty or staff employee who conducts the field
trip should accompany the students to the site.
Personal Liability and
- Faculty and staff have no special duty to protect
adult students from their own voluntary actions. All applicable University
policies, including those relating to student conduct, will be enforced
during the trip.
- Faculty and staff are personally liable for their
own personal activities, and may be liable for actions which are manifestly
outside the scope of employment, or which are conducted with malicious
purpose, in bad faith, or in a wanton or reckless manner.
- Faculty and staff should consider the proximity of
personal, social and instructional activities in the field trip situation.
They should be aware of how the situation, the setting, and their own
personal conduct may be perceived by students, and they should act
Consent and Assumption of Risk Form - Fact Sheet
Generally, TU does not ask students
to sign waivers or releases for programs/trips that support their academic work. It is, however,
important that students be informed of the dangers they may face while
participating in these programs/trips. It is strongly recommended that all
students sign an Informed Consent and Assumption of Risk Form before
participating in the trip, to establish their voluntary participation and to
establish that they have been fully warned of the dangers, and are aware of
their responsibility for their own safety. This form does not have the student
waive his/her right to recover for losses caused by negligence of the University
or its employees.
Informed Consent and Assumption of
Risk Forms must be specific to each trip.
There are no generic forms. Some classes may take frequent trips, such as a
geology class. In such cases, an informed consent form about class activities
may be appropriate in lieu of a form per trip.
This form is designed to answer the
most frequently asked questions regarding liability, insurance and risk
management issues around field trips, class trips, intern or practicum
placements. It is also designed to facilitate your communications with your
students before you go off campus and to give you tools to help you make the off
campus experience safer for all participants.
The form is available in a downloadable format via this link:
Informed Consent and Assumption of
Risk Form If you
have any questions regarding this material or need any assistance, please
contact the Director of Risk Management and Insurance at extension 7507.
- This form requires that
you summarize the risks specific to your planned off campus trip on the
portion of the form designated (Specific dangers endemic in this
Program’s area of travel or endemic to the Program.) You can obtain
additional risk management information for planning trips via TU website at:
- If you assign the
practicum or internship site, contact the site coordinator to find out if
he/she is aware of criminal activity in their facility or in the parking
lots adjacent to the facility. If there is criminal activity, include this
information in the Specific Dangers portion of the form.
- You may duplex this form
but do not reduce in size.
students/participants to report all accidents and injuries to you as soon as
possible. Contact information: (1) Faculty/Staff coordinating activity;
(2) University Police Department at 210-999-7070; and (3) Office of Human
- You may use a range of
dates as long as you give detailed activity description.
- Students under the age of
eighteen must have form signed by parent or legal guardian.
- Retain this form in your
file for three years from the date of the activity. If an accident or
injury occurs, please contact the Director of Risk Management and Insurance at extension 7507.
- University Police has
emergency contact information for accidents occurring after work hours or on
- Do not use this
form for international travel study programs, activities other than
for-credit courses, conferences or athletic activities. Contact the
Director of Risk
Management and Insurance for form appropriate for these activities.
Site Sponsor Contracts
If a contract is to be signed by the
University, it must be sent to the Director of Risk Management and Insurance
for review at least three weeks before the trip departure date.
- Should an incident occur, University Police should be
contacted immediately, and an INJURY/ILLNESS
REPORT should be completed. Incidents should also be reported to
the department head or chair, the appropriate vice president, and the
Director for Risk Management and Insurance.
- Faculty or Staff employees who are injured in the
course of their employment are covered under the University Worker’s
Compensation plan and should report injuries to the Office of Human
- Thefts or other criminal activity should be reported
to the local police.
- Vehicle accidents must be reported to
and to the Director for Risk Management and Insurance. If injuries are
involved, the accident should be reported as soon as practical. A brochure
located in each University-owned vehicle explains what to do in case of an
accident, and includes an insurance identification card.
- If an incident could conceivably lead to a claim
against Trinity University, contact the Director for Risk
Management and Insurance.
For further information, please call (210) 999-7507, or
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 09, 2011.