Off Campus Activities/Travel

Activity Coordinator/Principal Investigator: The individual with direct responsibility for an academic/extra-curricular activity including all preparations/coordination of related Off Campus Activities.

1. Review and implement the Off Campus Activity Safety Policy Procedures 
2. Complete risk assessment and develop a travel itinerary and emergency safety plan (Form One)
3. Obtain written acknowledgement and informed consent from all the Participants in the activity
4. Provide training and safety preparation to all Participants prior to the activity

Off Campus Activity Leader: University faculty, staff member(s), or contracted individual in a supervisory role who act as the direct report for activity Participants.

1. Implement the safety procedures established by the Activity Coordinator in Form One
2. Ensuring that the Participants use the appropriate safety equipment, follow appropriate safety procedures, and take medical precautions as necessary
3. Complete a Post-Activity Incident Report (Form Three) in the event of an incident or accident 

Participant: Students or Non-MRU Activity Participants

1. Inform Activity Coordinator of any special/medical needs
2. Attend preparatory briefings, orientation, and training sessions
3. Provide written Acknowledgement of Risk and Informed Consent form, as required

Off campus activity risks may include:

• Environmental hazards: natural disaster, wildlife, extreme heat or cold
• Health risks: illness, disease, injury
• Personal emergencies: theft, kidnap, assault
• Legal considerations such as restrictions pertaining to dress codes, religious practices, alcohol consumption, photography, etc.

The "preparation and planning" stage of the off campus process is essential for mitigating potential risks such as the ones listed above. Risk mitigation for off camus activities may include:

• Prepare with appropriate equipment, including personal protective equipment (PPE) and First Aid kits (available from EH&S)
• Avoid travelling alone and/or in areas known for high crime rates
• Ensure you have a form of communication and emergency numbers readily available
• Pay close attention to local weather reports
• Additional considerations for international travel:
  • Research political climate, current events, and cultural norms of the country you are visiting. The International SOS website is a good pre-travel planning resource resource available to MRU employees and students. 
  • Receive necessary immunizations
  • Observe/consult locals for cultural etiquette and nature of legal system
  • Obtain the International SOS membership number from risk management.

• The Activity Coordinator/Principal Investigator will prepare activity participants for an off campus activity by providing an orientation or a briefing session
  
  

• All equipment must be inspected and documented by the Activity Coordinator prior to use
• Personal protective gear is required for all activity participants (e.g. reflective vests, hard hats, safety glasses, protective footwear)
• An activity leader must have current first aid training and first aid supplies appropriate for the group size (available through Environmental Health and Safety)
  
  

• Certain off campus activities (e.g.,trips to Kananaskis Country) require current permits or certifications. Please ensure that the Activity Coordinator/Principal Investigator has copies of all necessary permits and/or certifications with them at all times during the off campus activity in order to avoid potential fines or loss of privileges imposed by the permitting body. 
  

Itineraries

• File your itineraries (along with the completed Form One) with your department, Risk Management, and Security Services prior to your departure.
  
  

Fire Saf ety

• Principal Investigator(s)/Activity Coordinator(s) must be aware of any local fire bans. 
• Any gas powered equipment will be accompanied by a fire extinguisher capable of extinguishing gasoline fires.
  
  

International SOS

• For any international travel, please contact risk management for an International SOS membership number 
  
  

• Below are the types of insurance that should be considered when undertaking Off Campus Activities. Included is a description of the various policies the University maintains, as well as additional coverage that is available through separate purchase as necessary. These descriptions are necessarily general and any specific questions should be directed to Risk Management.
  • Property Insurance
    • Direct physical loss or damage to Mount Royal-owned equipment and materials is insured under the University's insurance program, which covers most situations of fortuitous loss. Coverage applies worldwide, except for certain restrictions; however, is subject to applicable deductibles which, in many cases, will exceed the cost of the actual loss. Personal property of faculty, staff or students is not covered by the program, and independent insurance should be obtained if required.
  • Liability Insurance
    • The purpose of liability insurance is to protect against lawsuits arising from accidental or unintended occurrence affecting someone else's person or property. The University's comprehensive general liability policy includes as insured the Board of Governors of Mount Royal University, all faculty, staff and students while performing any activity that is part of their educational or employment duties, including Field Research. This Policy applies on a worldwide basis and insures specifically against bodily injury, personal injury, death, or damage to property of others. It includes the personal liability of an individual insofar as the conduct that caused the loss was part of the individual's employment or academic duties.
  • Accident Insurance
    • Participants in Off Campus Activities should evaluate the required level of insurance needed to cover potential medical emergencies. Coverage against sickness or accidental injury, hospitalisation, 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. Employees are also covered by an accident policy while travelling on University business. The Activity Coordinator is responsible for ensuring that students and other non-employees (approved volunteers) have adequate insurance coverage. The Person in Authority must confirm the adequacy of the coverage for approved volunteers with Risk Management. Travel accident and health insurance outside Canada, trip cancellation, and other specialised policies are available from various sources.
  • Automobile Insurance
    • When renting vehicles for University business, MRU employees, students, volunteers and board members are responsible for ensuring adequate insurance (collision, comprehensive and liability). The minimum third-party liability insurance coverage is $2,000,000. The extra insurance coverage must be obtained either from the rental agency directly or through options available on the MRU corporate credit card.
    • For rental vehicles, if the vehicle is to be used for non-University business (even if only in part) or will be driven by individuals who are not affiliated with the University, the extra collision and comprehensive perils coverage must be purchased from the rental agency. All drivers, whether employees or not, should be listed on the rental contract.
    • All drivers should obtain and carry with them the appropriate University insurance contact information when using a fleet or rental vehicle.
  • Private Vehicles
    • The University does not provide insurance for the use of private vehicles on any University business, including private vehicles used by individuals for class field trips or internships. Users of private vehicles on University business must ensure that they have third-party liability coverage of at least $2,000,000.
  • Out-of-Country Health Insurance
    • Supplemental health insurance which covers international travel is necessary for all persons participating in international activities to protect them from significant financial problems while abroad, and to guarantee optimal emergency health care. Supplementary health insurance plans normally require that Participants also be covered by a basic health insurance plan, (e.g., a provincial government health plan (AHCIP for Alberta residents). It is the responsibility of the Participants to ensure that they are covered by a basic health insurance plan and have adequate supplementary health insurance that covers international travel. Participants must ensure that they remain fully covered by their provincial, or basic, and supplementary health insurance programs for the entire time they will be out of the country.
  • Miscellaneous Insurance Issues
    • Certain off-campus situations require special insurance arrangements. The following is a list of some special cases:
      • Use of aircraft: when leasing or chartering aircraft special liability policies need to be arranged (this does not apply to passage on commercial aircraft).
      • War zones: insurance policies generally have exclusions in some form regarding war risks, political insurrection, terrorism, etc., which requires special policies to be put in place. Insurance may not always be available, however, or may be prohibitively expensive.
      • Marine research: trips involving ocean-going activities also necessitate special handling.
      • Extreme activities: health/accident/life insurance policies commonly have exclusions in some form regarding certain High- Risk Activities (e.g., SCUBA diving, mountaineering, full-contact sports), and special coverage may need to be arranged.
      • Search and Rescue/Med-Evac: in certain circumstances the cost of Search-and-Rescue or Med-Evac operations may be charged back to the victim or the organisers of the activity. The potential for the need of such services should be evaluated and the purchase of insurance should be considered in advance of the activity.
  • Continuance of Employee Health Insurance Coverage While Travelling
    •  An employee who is travelling is covered by the provincial health care plan to a certain extent; however, it is highly recommended that out-of-country medical insurance be purchased for a period of out-of-country travel to ensure full protection. 
    • The Mount Royal University supplementary health-care plan (Supplementary Medical) supplements the provincial plan by covering the reasonable and customary costs of medically necessary services or supplies. To be eligible for coverage, the employee must be covered under the provincial health care plan of the province in which he/she is employed.
    • As certain Mount Royal University employee benefit plans are optional, it is imperative that the Department of Human Resources be contacted prior to the employee's departure from the country to ensure appropriate coverage.
  • Alberta Health Insurance Plan (AHCIP) Coverage
    • Outside of Alberta but Inside Canada 
      •  Under a federal-provincial agreement, the staff member will be insured for benefits offered by the province in which he/she is treated. The agreement covers every province (except Quebec) and all three territories. The attending physicians will fill out a special out-of-province charge card and send it to their provincial health ministry for payment.
      • In Quebec: when eligible expenses are incurred in Quebec, the employee should request detailed receipts (in duplicate if possible). The employee should retain one set for his/her records and send the other set of the receipts to AHCIP for their review and payment.
    • Outside of Canada
      • For employees who will be out of Alberta for less than 183 days in a twelve-month period, it is not necessary to notify the Ministry of Health.
      • For a period of more than 212 days in a 12-month period, the Ministry of Health provides for the continuation of an employee's AHCIP coverage during a temporary work assignment outside of Canada. Please refer to the Alberta Health and Wellness web site at http://www.health.alberta.ca/AHCIP/absence-from-Alberta.html or call the Ministry 1-780-427-1432 (Toll-free in Alberta at 310- 000, then (780) 427-1432).
      • AHCIP covers only emergency health services outside of Canada. Emergency health services are those given in connection with an acute, unexpected condition, illness, disease or injury that arises outside Canada and requires immediate treatment. The limitations to the levels of coverage are described on the AHCIP web site: http://www.health.alberta.ca/AHCIP/out-of-country-health-services.html
      • The information in this document is accurate as of September 30, 2018. The number of days in which one may be out of the country/province while retaining AHCIP coverage may change. Please refer to the Ministry website quoted above to confirm the limitations.
      • For further information on the University Supplementary Plan Coverage While Outside of Alberta and/or Canada contact the Department of Human Resources.
        

If an activity has Unmanageable Risk, the activity will need to be modified to eliminate the Unmanageable Risk or the activity will not proceed. The Faculty/Department Head will advise the Activity Coordinator/Principal Investigator not to proceed or to modify the activity. 

The Activity Coordinator/Principal Investigator will need to submit a new Form One to show the changes in activity and how the Unmanageable Risk has been mitigated or transferred.

Both critical and non-critical incidents must be reported to Security Services in a timely manner. The Post-Activity Incident Report (Form Three) is to be filed with the Department/Unit Head and Risk Management within two weeks of the conclusion of the off campus activity. An Injury/Incident Report must also be completed. In the event of a student injury during an off campus activity, Risk management will coordinate the completion of WCB reports, if applicable.