New travel policy to be phased in starting September, 2011
It will affect everyone that participates in off-campus activity
June, 2011
This fall the University phases in the Off-Campus Activity and Travel Policy, which was approved by General Faculties Council and the Board of Governors at their June meetings. Intended to bring greater consistency to planning while introducing basic travel risk management practices, the policy will have an impact on all members of the University community who participate in off-campus activity and travel.
A basic risk assessment when students are involved
The most significant elements of the policy are those related to off-campus activities that involve students. The policy requires planners to take certain actions based on the destination, type of activity and classification of student (undergraduate or graduate). These actions may include obtaining approval from an authorized office, completing waivers and providing emergency contact information accessible to University emergency responders.
The policy also outlines the University’s responsibilities in assisting travellers in an emergency. Although the policy contains few requirements for academic and support staff travelling without students, it does include numerous useful recommendations to enhance safety and manage risk. In most cases the policy does not add new responsibilities; rather, it clarifies and brings consistency to what is currently being done.
Risk Management Services working to make it easier
Risk Management Services is working with administrative units that assist with off-campus activity and travel (such as University of Alberta International, the Field Research Office, Human Resources and Supply Management Services), to develop tools that should make planning easier.
Insurance & Risk Assessment, the Office of Administrative Responsibility for the policy, will work with the University community as we begin operating within the policy. Expect further communications as well as orientation sessions this fall. In the meantime, you may wish to review the policy and related procedures on UAPPOL.
You are also invited to contact Philip Stack or Bob Picken of Risk Management Services at any time if you have questions about the policy.