Off Campus Activity Safety Policy – May 27, 2013
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OFF
CAMPUS
ACTIVITY
SAFETY
POLICY
Policy Type:
Management
Initially
Approved:
May 27, 2013
Policy
Sponsor:
General Counsel
and University
Secretary
Last
Revised:
March 27, 2025
Primary
Contact:
Chief Safety, Risk
and Employee
Wellness Officer
Review
Scheduled:
March 2030
Approver:
Board of Governors
A.
PURPOSE
The purpose of this Policy is to:
●
Reflect the University’s commitment to supporting enriching off campus activities while
prioritizing the safety, well-being, and ethical conduct of all Participants;
●
Ensure due diligence of the University by assisting Activity Leaders in identifying and managing
Risks associated with off campus activities;
●
Increase the overall awareness and understanding of health, safety and risk for all
Participants in regards to off campus activities.
B.
SCOPE
This Policy applies to all members of the University Community involved in University Sanctioned
off campus activities. Examples of activities covered by this Policy include, but are not limited to:
●
Field research;
●
Off campus activities that are part of University courses and programs;
●
Attendance at conferences and/or business meetings not occurring on University campus;
●
Off campus varsity athletic programs and MRU athletic club events;
●
Off campus Experiential Learning and practicums;
●
All international travel.
This Policy does not cover activities which the University exercises no control over and for which it
can therefore take no responsibility. Examples of activities not covered by this Policy include, but
are not limited to:
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●
Activities organized by faculty, staff, students or student groups without expressed
approval, permission, or funding from the University;
●
Activities organized by the Students' Association of Mount Royal University ("SAMRU")
including clubs and bodies ratified by the SAMRU.
If unsure whether this Policy applies to specific off campus activities and travel, members of the
University Community should contact the Risk Management Department for clarification.
C.
POLICY STATEMENT
1.
GENERAL
1.1
The University will take reasonable steps to support and promote the health,
safety, well-being, and ethical conduct of Participants in off campus activities and
travel.
1.2
Generally, staff and faculty Activity Leaders best understand the discipline-specific
Risks of off campus activities and are responsible for identifying the Hazards and
completing the Risk Assessment.
1.3
All University travel outside of Calgary requires that the Activity Leader register
through the online Off Campus Activity Registry Form One. The Form One
provides a means for the University to be able to track the whereabouts of faculty,
staff and students when traveling for University sanctioned activities. The Form
also guides the Activity Leader through a high-level Risk Assessment. A more in-
depth Risk Assessment can be completed using an existing mechanism approved
within the Faculty/Department, or the Risk Assessment Template, found on the
MRU Off Campus Activities Website.
1.4
All off campus activities must have documented approval from a
Faculty/Department Head before commencing with the activity. This approval
process is embedded into the Off Campus Activity Registry Form One. If the
Faculty/Department Head concludes that the Risks associated with the proposed
off campus activity cannot be effectively managed or mitigated, the activity must
not proceed.
1.5
The primary responsibility and accountability for safety of University Sanctioned
off campus activities is delegated to the Activity Leader. This includes ensuring
compliance to University policies and procedures, industry standards, laws and
regulations. The Activity Leader is also responsible for monitoring and responding
to changes in Risk prior to, and throughout the duration of the activity.
1.6
Participants must conduct themselves in a manner that attends to the overall safety
and well-being of all Participants and must carry out activities in accordance with
University policies and applicable laws and regulations.
1.7
Participants must educate themselves on the different political, legal, medical,
social and economic conditions at their travel destination, as well as any
differences in health and safety standards.
1.8
Should an Incident that affects the safety of Participants occur, the University will
make every effort to assist in arranging return travel and may assist in covering
associated travel expenses.
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1.9
The Department/Faculty has a duty to maintain a record of the planning, Risk
Assessment, and conduct of off campus activities for future reference and to inform
subsequent like activities.
1.10
The University discourages the consumption of alcohol by Participants during all
off campus activities and travel.
1.11
All off campus activity Participants must conduct themselves in accordance with
Off Campus Activity Procedures.
1.12
Faculty, staff and students are encouraged to consult with the Risk Management
Department for any questions they may have, or for assistance with
completing/assessing a Risk Assessment.
D.
DEFINITIONS
(1)
Activity Leader(s)
University faculty or staff member(s) with direct
responsibility for an academic or extra-curricular activity,
and in a supervisory role who act as the direct report for
activity Participants. This individual leads the off campus
activity "on the ground." The individual may be an agent of
the University; or an individual who has been contracted to
act on behalf of a member of the University Community.
(2)
Emergency Response
Plan
A documented plan to prepare Participants for potential
emergencies or crises that may occur during the off campus
activity.
(3)
Experiential Learning
Core elements of many University programs which provide
students with practical and hands on learning within their
program areas.
(4)
Hazard
Any source of potential damage, harm or adverse health
effects on something or someone.
(5)
Incident
Any unexpected or undesirable event that occurs during or
as a result of the off campus activity. It could involve various
situations such as accidents, injuries, conflicts, violations of
rules or policies, or any other occurrence that disrupts the
normal course of the activity and may require attention or
intervention.
(6)
Participant
Any member of the University Community who is taking part
in an off campus activity.
(7)
Personal Travel
Insurance
Insurance not related to health or medical emergencies that
covers aspects such as trip cancellations and trip
interruption due to circumstances beyond your control (eg:
the death of a family member, weather conditions,
mechanical failure or act of terrorism) and loss or damage
to luggage and personal effects.
(8)
Pre-Departure
Orientation
A briefing to provide off campus activity Participants with
information on travel logistics, cross-cultural
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communication, health and safety abroad, as well as a
variety of other related topics.
(9)
Risk
The likelihood of encountering an identifiable Hazard,
multiplied by the potential impact or consequences of
such an encounter.
(10)
Risk Assessment
Process that involves identifying Hazards associated with
the activity, analyzing the Risk related to each of the
Hazards and determining how to manage the Risks
effectively. A Risk Assessment helps make informed
decisions and take proactive measures to manage and
reduce potential Risks.
(11)
Risk Management
Department
Department within the University that provides risk
management and insurance services to the MRU
community.
(12)
Security Services
Department within the University that responds to alarms
and incidents, provides emergency first aid and responds
to unusual activity on campus 24/7.
Security Services 24-hour emergency line: 403.440.5900
Security Services non-emergency line: 403.440.6897
Email: security@mtroyal.ca
(13)
Time-Sensitive
Incident
An Incident that is required to be reported to the appropriate
direct report at the University within 24 hours or an external
agency within their specified timeframe. Time-Sensitive
Incidents include, but are not limited to, personal injury and
motor vehicle accidents.
(14)
University
Means Mount Royal University (MRU).
(15)
University Community The Board of Governors of Mount Royal University, Mount
Royal University faculty, staff and students.
(16)
University Sanctioned Activities typically involve academic, professional,
extracurricular, or community service components, and are
subject to the University’s policies and oversight.
(17)
Unmanageable Risk
In assessing the category of Participants, circumstances,
and resources available, a Risk that cannot be mitigated by
planning, training and preparation, as determined by the
Faculty/Department Head.
E.
RELATED POLICIES
●
Academic Accommodations for Students Experiencing Disabilities Policy
●
Code of Student Academic Integrity Policy
●
Code of Student Community Standards Policy
●
Death of a Student Policy
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●
Protected Disclosure (Whistleblower) Policy
●
Records and Information Management Program Policy
●
Travel and Expense Policy
F.
RELATED LEGISLATION
●
Occupational Health and Safety Act
●
Traffic Safety Act
●
Traffic Safety Act: Distracted Driving Regulation
G.
RELATED DOCUMENTS
●
Academic Accommodations for Students Experiencing Disabilities Procedures
●
Death of a Student Procedures
●
Off Campus Activity Registry Form One
●
Experiential Learning Safety Planning Record – Form One A
●
Feedback Evaluation Form
●
Post Activity Incident Report Form
●
Informed Consent and Acknowledgement of Risk Form
●
International Education Application and Registration Form
●
International Education International Field Study Tour Manual
●
Off Campus Activity Safety Policy Procedures
●
Procedure for Filing a Protected Disclosure
●
Travel and Expense Procedures
H.
REVISION HISTORY
Date
(mm,dd,yyyy)
Description of
Change
Sections
Author
(Position Title)
Approver
(Position Title)
05/27/2013
NEW
01/23/2020
Editorial
Template Update
Policy Specialist
University Secretary
02/12/2021
Editorial
Title Updates
University Secretary University Secretary
03/27/2025
Major revisions
Manager, Risk and
Insurance
Board of Governors