367.5 Risk Management & Off Campus Programs

Created by: Dana Trebing on 09/24/2003
Category: 3 - Finance and Administration; 60 - Insurance/Legal
Originator: Assistant Vice President for Facilities Administration
Current File: 367.5
Adoption Date: 09/29/2009
Reviewed for Currency: 09/29/2009
Replaces File: 367.5
Date of Origin: 09/11/2003
Classification: Faculty
In Archive? 0

367.5 Risk Management & Off Campus Programs


A. Background

As the University's engaged learning programs have grown, so have off campus activities supporting these programs. As described in File 367.1 of the University Policies and Procedures, insurance coverage is in place for programs that take place on or off campus. Risks involved with off campus programs are greater and more difficult to control, and additional precautions are needed to best protect the University, its students, faculty, and staff.


B. Policy

University officials or employees who have responsibility for Furman programs, student activities, and courses that require an off-campus activity or event are responsible for assessing the risks involved and for collecting and maintaining files of Consent, General Release, and Indemnity Agreements according to the following guidelines.


C. Guidelines

1. Consent, General Release, and Indemnity Agreements are not required for faculty and staff travel. Furman employees are adequately covered by insurance and this coverage includes General Liability, Foreign Liability, Excess Liability, and Workers' Compensation insurance.

2. Consent, General Release, and Indemnity Agreements are required any time a student leaves campus as part of some Furman related course, organization, or activity. This includes, but is not limited to, internships, off campus research, courses involved in service learning, and class field trips. Whenever an off-campus event or activity is directed or required by a University official or employee, even though the event is not officially sponsored by the University, this requirement shall apply. A template of the form is available from the Office of Risk Management.

3. University programs must not include or promote internships, activities, or research in locations listed on the U.S. Department of Treasury Office of Terrorism and Financial Intelligence Foreign Assets Control website or on the U.S. State Department Travel Warning List website. These lists are updated periodically and it will be the University official's or employee's responsibility to monitor these lists.

For university programs which may include medical experiences outside the U.S., its territories and possessions, the University official or employee must notify the Risk Management Office more than 30 days in advance of the start of the experience. The Risk Management Office will provide the University official or employee with the special documentation requirements for international medical-related internships which must be submitted 30 days before the start date of the experience and reviewed to determine the level of liability coverage.

4. Signatory Requirements:

a. Consent, General Release, and Indemnity Agreements for students traveling outside of the United States, its territories and possessions, and all students under the age of 18 will require the signatures of parents, or guardians, and witnesses. Both parents should sign when available. In the case of divorce, the parent who has custody must sign.

b. Consent, General Release, and Indemnity Agreements for students 18 and older who are traveling within the United States, its terrorities and possessions, will require the signatures of the student traveler and a witness.

5. Courses or programs that require students to leave campus several times during the term for field trips or similar activities may fulfill this requirement by securing one release at the beginning of the term. The release should be clearly worded to cover the activity for the full term of the course or program. Two examples of this are intern programs that require repetitive visits, and Heller Service Corps travel.

6. The template provides the basic information required of all off campus programs, notably a "release" section, the language of which should not be altered unless approved by the Risk Management Office. Additional space is provided for the University official or employee to include other important provisions and agreements. The University official or employee must send a copy of the consent form developed for a program to the Risk Management Office for its files.

7. The University official or employee should keep a file of the signed Consent, General Release, and Indemnity Agreements for no less than four years.

8. Questions about the administration of this policy should be directed to the Risk Management Office.