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 Associate Vice President for Fiscal Affairs five (5) days prior to the trip (see example).

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 employee.

The following circumstances or events are not covered by the University’s special event policy:

• Illness
• Athletic events or practices
• Fraternity or sorority events
• Independent student assignments required for a course
• Travel to and from field trips while not directly supervised (in the same caravan) by an authorized University employee

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 Fiscal Affairs about the possibility of warnings 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 the Physical Plant Office. Rented vehicles must be arranged by the faculty or staff person in charge of the field trip, and not by the participating students.
• 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 Driver Policy.
• It is required that drivers who will operate 9-passenger vans take the University’s van driver safety training prior to the trip.
• 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 9-passenger vans will be used. This will be adequate provision in case a driver becomes ill, injured or tired.
• When a chartered bus 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.

• 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.

• 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 accordingly.

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 Risk Management Office at extension 7306.

• 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: http://www.trinity.edu/departments/fiscal_affairs/fapolicy/riskmgmt/specevnt.htm#PL1. 
• 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.
• Instruct students/participants to report all accidents and injuries to you as soon as possible.  Contact information:  (1) Faculty/Staff coordinating activity; (2) Campus Security at 210-999-7070; and (3) Office of Fiscal Affairs at 210-999-7306.
• 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 Risk Management at extension 7306.
• Campus Security has emergency contact information for accidents occurring after work hours or on weekends.
• Do not use this form for international travel study programs, activities other than for-credit courses, conferences or athletic activities.  Contact Risk Management for form appropriate for these activities.

If a contract is to be signed by the University, it must be sent to the Associate Vice President for Fiscal Affairs for review at least three weeks before the trip departure date.

• Should an incident occur, Campus Security 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 Associate Vice President for Fiscal Affairs.
• 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 Resources.
• Thefts or other criminal activity should be reported to the local police.
• Vehicle accidents must be reported to Campus Security and to the Associate Vice President for Fiscal Affairs. 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 Associate Vice President for Fiscal Affairs (risk manager).