Host an Event on Campus
- Step 1: Review the Events Review Committee web page, and the Facility Use Policy.
- Step 2: The Approving Authority approves proposed event for T-Space Request following the Event Review Guidelines to determine if the event presents an elevated risk and should thus be sent to the Events Review Committee for further review.
- Step 3: Complete a T-Space Reservation Request.
- Step 4: Review the Contract Policy and Procedures if you will engage a Third Party or vendor.
- Step 5: Review the Request to Serve Alcohol Policy and the Best Practices for Hosting Events with Alcohol, then complete the Request to Serve Alcohol Form.
- Step 6: Have all non-Trinity participants sign the Release Form for Non-Trinity Participants if applicable.
- Step 7: If minors will be on campus to participate in your event, contact Human Resources for the necessary background checks and Risk Management for the mandatory “Protecting Children on Campus: Preventing Sexual Abuse” training.
Other Related Policies:
- Alcohol Policy for Students
- Commercial Enterprise Policy
- Conflict of Interest Policy
- Finance and Administration Policy and Procedures
- Solicitation & Promotion Policy
Other Related Guidelines:
Make an Anonymous Complaint
- Step 1: Review the Whistleblower Policy and Lighthouse Anonymous Reporting.
- Step 2: Make an anonymous complaint online or by calling 866-843-5787.
Engage a Third Party/Supplier
- Step 1: You will first need to add the Workday Strategic Sourcing (WSS) App to your menu in Workday. See PDF instructions
- Step 2: Once you have added the app, please review the Contract Policy and Procedures.
- Step 3: Complete the appropriate Contract Intake Form in WSS to submit the Contract and Certificate of Insurance (COI) for review and approval. Risk Management will obtain University signature on your behalf. Please review the training video to help familiarize yourself with the new system. It demonstrates how to submit a contract through WSS and what you can expect during the process.
Step-by-step resource to assist with entering a Contract Intake in WSS: Requesting a Contract Intake Quick Reference Guide (QRG)
Taking Students on a Field Trip or Off-Campus Trip
- Step 1: Review the Field Trips Policy.
- Step 2: The faculty or staff member should complete the Field Trip/Off-Campus Trip Notification Form.
- Step 3: Ask students to complete the Student and Participant Release and Indemnity Agreement for voluntary trips that involve activities with inherent risk or an overnight stay, or if you are contractually obligated to do so.
- Step 4: Collect all Emergency Medical Forms and take them with you on the trip for use in the event of an emergency.
Other Related Policies:
Driving Vehicles for University Business
- Step 1: Review the Authorized Driver Policy.
- Step 2: Complete the Authorized Driver Request Form, obtain your Supervisor’s signature approval, and submit it to Risk Management with a copy of your Driver’s License and insurance. (Insurance is only required if you are requesting to drive a personal vehicle)
- Step 3: Review the Authorized Driver Policy and Guidelines and submit the Authorized Driver Acknowledgement Form to Risk Management.
- Step 4: Complete the SafeColleges Defensive Driver online training that will be emailed to you from Vector Solutions/SafeColleges. Additional online training is required for Golf Carts and Vans.
- Step 5: If you will rent a vehicle, refer to the Guidelines for Entering into Car Rental Contracts.
Other Related Policies:
Other Helpful Information:
- Map of Pedestrian Only Areas for Golf Carts
International Travel
- Step 1: Review the International Travel Policy and check the U.S. Department of State Travel Advisories for the country you are requesting to travel to. Travel to countries with a level 3 or 4 will require additional review and approval.
- Step 2: Register your trip in TU International Portal.
- Step 3: Register with the State Department’s Smart Traveler Enrollment Program.
- Step 4: Risk Management will conduct a risk assessment and follow up with you for additional information required for Committee review and approval, if necessary.
- Step 5: Visit the EIIA International Travel Web Page and view or print the International Travel ID Card.
Other Related Policies:
Report Property Damage, Loss, or Potential University Liability
- Step 1: Contact TUPD at extension 7070 to file an Incident Report.
- Step 2: Complete the Report of Incident or Non-Work-Related Injury form.
- Step 3: Contact Risk Management to discuss options as soon as possible.
Report a Work-Related Injury or Illness
If you are having an emergency, go directly to an Urgent Care Center or the Emergency Room.
- Step 1: Go to Health Services (x8111) as soon as possible following the injury or illness.
- Step 2: Report the injury or illness to your Supervisor and ask that they complete the Supervisor’s Report of Injury Form.
- Step 3: Review the Workers’ Compensation Policy.
- Step 4: Submit all documentation to Risk Management for recordkeeping.
Other Resources:
Share Trinity Data with a Third Party
- Step 1: Submit the ITS Project/Idea Intake Form.
- Step 2: Request that the Third Party submit a SOC 2 Report and complete the Higher Education Community Vendor Assessment Toolkit (HECVAT) for ITS review.
- Step 3: Request that the Third Party sign Trinity’s Confidentiality Agreement.
- Step 4: Review the Contract Policy and Procedures.
Contact Legal
For Contracts:
- Read through Contract Policy and Procedures to acquire a framework for understanding the specific types of contracts, review process, signature authority, and insurance required before a contract may be executed on behalf of Trinity University. All contracts should be sent to Risk Management for review. Risk Management will coordinate with General Counsel on any legal matters.
For Legal:
Trinity University centralizes access to legal through one department. All contact with attorneys for Trinity University business is handled through in-house General Counsel.
- Step 1: Contact the Office of the General Counsel for consultation at x8401.
- Step 2: General Counsel will review and research as necessary. If it determines that a need to contact external legal counsel exists, General Counsel will be the first point of contact with the attorney or firm. Once contact is established, the department may be authorized to interact directly with legal counsel.
- Step 3: Please be sure to inform your Vice President, Chair, Director, or Supervisor of your proceedings with legal.
Review or Create a Business Continuity Plan
Find the instructions for reviewing or creating a Business Continuity Plan in the Business Continuity Plans Policy.