Off Campus Activity Safety Procedures – May 27, 2013

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OFF CAMPUS ACTIVITY PROCEDURES

Procedure

Type:

Management

Initially

Approved:

May 27, 2013

Procedure

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:

Executive Leadership Committee

A. PROCEDURES

Off Campus activities and travel introduce various Hazards and levels of Risk to those who participate

in the activities. The University is committed to supporting its off campus activity Participants in planning

and participating in safe and educational off campus experiences.

These procedures provide guidance in ensuring due diligence has been met before, during, and after

any off campus activities.

PLANNING AN OFF CAMPUS ACTIVITY

1.1

The online Off Campus Activity Registry Form One should be completed for all University

travel outside of Calgary. 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 One also serves to guide the Activity Leader through a

high-level Risk Assessment and Emergency Response Plan, where required. This

ensures The Activity Leader has identified any hazards and risks associated with the

activity and determined how to mitigate them effectively. 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.

1.2

A Risk Assessment Guidance document, can also be found on the MRU Off Campus

Activities Website, containing examples of risk factors to be considered.

1.3

If the off campus activity involves an individual student, that individual is responsible for

planning their own safe travel experience, which includes completing the online Off

Campus Activity Form One.

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.

1.5

The Faculty/Department Head must decide whether or not the Risk associated with the

proposed off campus activity is manageable through the defined mitigation plan. If the

Faculty/Department Head concludes there is Unmanageable Risk, the activity must not

proceed.

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1.6

Each Participant must obtain individual approval to attend the off campus activity from

their direct supervisor.

1.7

Each Participant must understand the Risks associated with the off campus activity and

educate themselves on the political, legal, medical, social and economic conditions that

may be present at their travel destination, as well as any health and safety standards that

may apply.

1.8

The extent of advance planning, preparation and approvals required prior to embarking

on an off campus activity is commensurate with the level of Risk associated with the

activity, and the role and experience of the Participants.

1.9

The University recognizes a higher duty of care and responsibility to its students who are

traveling for University sanctioned off campus activities.

The Activity Leader must fill in

the risks section of the Informed Consent and Acknowledgement of Risk Form. Once

customized, each student Participant is briefed and required to sign the Form prior to

participating in off campus activities.

1.10 Advanced Pre-Departure Orientation of Participants is required for all activities.

1.11 Participants are responsible to act in a safe and responsible manner throughout the

course of the off campus activity, ensuring implementation of any risk management and

mitigation procedures established during the Risk Assessment.

1.12

Participants with disabilities or medical conditions must make any required special

preparations for their travel prior to departure. See Academic Accommodation for

Students Experiencing Disabilities Policy.

1.13

The Activity Leader is responsible for updating the Faculty/Department Head of any

changes to the itinerary and/or changes in the risk profile.

1.14

A debrief post activity is encouraged, to document feedback and inform subsequent like

activities. Feedback can be captured using the Feedback Evaluation Form.

1.15

Faculty, staff and students are encouraged to consult with the Risk Management

Department for any questions they may have, or for assistance with completing a Risk

Assessment.

INTERNATIONAL OFF CAMPUS ACTIVITIES

2.1

Further to Section 1, the following additional steps must be followed for all international

travel:

a. The Activity Leader must check the Foreign Affairs Canada website for any travel

reports, advisories and warnings, and include this information as part of the Risk

Assessment prior to travel. If an advisory is posted after the initial activity approval,

the Activity Leader must inform the Faculty/Department Head so that the activity and

associated Risks can be reassessed and modified as needed. 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.

b. Each Participant is encouraged to use the services of the University’s International

SOS membership, including their on-line planning tools. International SOS provides

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emergency international healthcare, medical assistance and security services. The

membership number is 27AYCA49888.

c. Each Participant should register with the Government of Canada Registration of

Canadians Abroad program. The free service allows the Government of Canada to

notify the registered traveler in case of an emergency abroad or a personal

emergency at home. The service also enables the traveler to receive important

information before or during a natural disaster or civil unrest.

d. Each Participant needs to know what Consular Services are available at their

destination, and the location of the nearest Canadian Embassy.

2.2

The Office of International Education coordinates and provides support to all University

sanctioned international programs involving students.

2.3

Prior to planning an activity involving international travel with students, the Activity Leader

must consult with the Office of International Education, and follow all their processes and

requirements in the planning of the off campus activity.

3. PRACTICUMS/EXPERIENTIAL LEARNING ACTIVITIES

3.1

All practicums/experiential learning activities must be planned through the appropriate

department coordinator.

3.2

For practicum/experiential learning activities, a Risk Assessment must be completed and

provided to the Practicum/Experiential Learning Coordinator. A 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.

3.3

The appropriate department coordinators will review the information submitted and ensure

that the host organization is compliant with safety policies and procedures as outlined in

program specific manuals, handbooks and relevant documents.

3.4

All practicums/experiential learning activities must have documented approval from a

Faculty/Department Head before commencing.

TRAVEL INVOLVING VOLUNTEERS OR PRE-APPROVED NON-UNIVERSITY

PARTICIPANTS

4.1

All pre-approved non-University Participants and Volunteers participating in the off

campus activity are responsible to educate themselves on the risks associated with the

activity and any required travel.

4.2

All pre-approved non-University Participants and Volunteers must provide a signed

Informed Consent and Acknowledgement of Risk Form prior to participating in off campus

activities.

5. EMERGENCY RESPONSE PLAN

5.1

Within the Off Campus Activity Registry Form One, Activity Leaders will be prompted to

complete an Emergency Response Plan. The Emergency Response Plan should be

shared with all Participants of the activity.

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5.2

The Emergency Response Plan should consider communication, emergency contacts,

medical/special needs, evacuation, embassy locations, etc. A full checklist of items to

consider can be found in the Emergency Response Planning Guidance document on the

MRU Off Campus Activities Website.

5.3

Prior to travel, the Activity Leader should establish a regular call-in schedule with a

University contact. The call-in schedule should be commensurate with level of experience

and the remoteness of the off campus activity location.

INCIDENTS

6.1

In the event that an Incident occurs, the Activity Leader is responsible for assessing

whether to continue the activity, or terminate based on the introduction of Unmanageable

Risk.

6.2

All Incidents should be reported to the Director of Security Services and the

Faculty/Department Head. Time-Sensitive Incidents, should be reported to the University

within 24 hours and/or any relevant external agency within their specified timeframe.

6.3

At the discretion of the University Emergency Operations Centre (EOC) Director, the EOC

may be activated to assess the implications of significant Incidents, determine how to

handle the situation and make recommendations for either managing the increased Risks

or assisting travelers in evacuating the situation.

6.4

In the event of an Incident, a Post Activity Incident Report Form must be completed by

the Activity Leader, no later than ten (10) days following the completion of the activity.

6.5

When an Incident occurs, the Activity Leader must grant all Participants an opportunity to

complete a Feedback Evaluation Form and participate in a post-activity debrief. The

debrief will be initiated by the Faculty/Department Head in consultation with Risk

Management and should be documented and submitted to Risk Management.

6.6

The Feedback Evaluation Form and Post Activity Incident Report Form can be found on

the MRU Off Campus Activities Website.

REFUSAL TO PARTICIPATE IN UNSAFE ACTIVITIES

7.1

Any Participant who is concerned that appropriate safety preparations have not been

made, or that an off campus activity is not being conducted with due regard to safety, has

an obligation to bring the concern to the attention of the Activity Leader, the

Faculty/Department Head, or any other Mount Royal University official.

7.2

Every employee has the right to refuse to participate in any work activity that they feel

may endanger their health or safety or that of another person. The work refusal process

is described in the Occupational Health and Safety Act.

7.3

Every student has the right to refuse to participate in any portion of an off campus activity

that they feel may endanger their health or safety or that of another person.

7.4

Should a student be concerned, after completing the prescribed pre-departure briefing

and training, he/she should bring this concern to the attention of the Activity Leader. The

Activity Leader has an obligation to appropriately assess the concern and where

necessary, provide additional preparation or modifications.

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7.5

Should a concern arise in the field, the student should immediately bring their issues to

the attention of the Activity Leader who will appropriately assess the concern and may

allow the student to complete the activity in an alternate fashion or excuse the student

from the activity.

7.6

The Activity Leader is encouraged to consult with the Faculty/Department Head should

they need any assistance with assessing the concerns and potential academic

accommodations and implications.

EMERGENCY HEALTH AND PERSONAL TRAVEL INSURANCE COVERAGE

8.1 All Participants engaged in an off campus activity outside of Canada must have

emergency health coverage. Personal Travel Insurance is also recommended.

8.2

Coverage against sickness or accidental injury, hospitalization, doctor's expenses,

medicine and drugs, etc., is provided to University employees by a combination of Alberta

Health Care Insurance Plan (AHCIP), WCB, and group health benefits maintained through

the Department of Human Resources.

8.3

Students are offered emergency health coverage through their respective benefits

program.

8.4. Each Participant is responsible to review their emergency health coverage for any

exclusions that may apply based on the off campus activity or travel location. Should a

Participant choose to continue with the activity where an exclusion applies, the University

will assume no liability or responsibility for emergency health care or related costs should

they arise.

ADDITIONAL RESOURCES

9.1

The list that follows outlines some of the resources available to assist Activity Leaders in

identifying and managing Risks associated with off campus activities, and in educating

Participants in advance of the activity.

a. Mount Royal University

Off Campus Activities Website:

https://www.mtroyal.ca/SafetyRiskDepartment/RiskServices/Off-Campus/index.htm

b. Government of Canada Registration of Canadians Abroad

https://travel.gc.ca/travelling/registration

c. International SOS – Membership Number: 27AYCA49888.

https://www.internationalsos.com/

d. Foreign Affairs Canada

https://www.international.gc.ca/world-monde/country-pays/index.aspx?lang=eng

e. Public Health Agency of Canada

https://www.canada.ca/en/public-health/services/travel-health.html

f. U.S. Centers for Disease Control and Prevention – Travelers’ Health

https://wwwnc.cdc.gov/travel/

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B. 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

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.

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(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.

C. 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

•

Protected Disclosure (Whistleblower) Policy

•

Records and Information Management Program Policy

•

Travel and Expense Policy

D. RELATED LEGISLATION

•

Occupational Health and Safety Act

•

Traffic Safety Act

•

Traffic Safety Act: Distracted Driving Regulation

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E. RELATED DOCUMENTS

•

Off Campus Activity Registry Form One

•

Experiential Learning Safety Planning Record – Form One A

•

Feedback Evaluation Form

•

Post Activity Incident Report Form

•

Procedure for Filing a Protected Disclosure

•

Travel and Expense Procedures

F. REVISION HISTORY

Date

(mm,dd,yyyy)

Description of

Change

Sections

Author

(Position Title)

Approver

(Position Title)

05/27/2113

NEW

01/23/2020

Editorial

Position Title Update Policy Specialist

University Secretary

02/12/2021

Editorial

Formatting, title

updates

University Secretary University Secretary

03/27/2025

Major revisions

Manager, Risk and

Insurance

Executive Leadership

Team