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 &

University

Secretariat

Last

Revised:

May 27, 2013

Primary

Contact:

Chief Safety, Risk

and Employee

Wellness Officer

Review

Scheduled:

October 10,

2023

Approver:

Board of Governors

OVERVIEW

Mount Royal University (MRU) "the University" values the benefits of Off Campus Activities and

travel that allow members of the University Community to broaden their experiences, expand and

share their knowledge, and encourage innovation and collaboration in support of the University's

mission. The University has a variety of unique programs and collaborations and affiliations for

faculty, staff, and students that enhance the research and teaching aspects of the University's

mandate. Not only do these activities benefit the members of the University Community by

creating a vibrant learning and research environment, they also allow members of the University

Community to bring their knowledge and expertise to others and help the University build a strong

national and international reputation.

Off Campus Activities and travel by their nature introduce some level of Risk. The University is

committed to supporting its off campus activity Participants in planning and participating in safe

and educational off campus experiences.

PURPOSE

The purpose of this Policy is to:

•

Meet the University's obligations, with respect to health and safety regarding sanctioned Off

Campus Activities;

•

Increase the level of awareness of health and safety issues for Participants in regards to Off

Campus Activities;

•

Ensure due diligence of the University in identifying and managing the Risks inherent in all

Off Campus Activities; and,

•

Ensure planning and preparation including in-progress Risk assessment for University

sanctioned Off Campus Activities is carried out by the organizer(s) with due regard to the

health and safety of the off campus activity Participants.

SCOPE

This Policy applies to all members of the University Community and other pre-approved

Participants involved in Off Campus Activities and related to the mandate of the University for

Off Campus Activity Safety Policy – May 27, 2013

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curricular or non-curricular activities. Examples of activities covered by this Policy include, but

are not limited to:

•

Field Research;

•

All Off Campus Activities that are part of University courses and programs conferences

and business meetings;

•

Varsity athletic programs and MRU athletic club events; travel to attend any off campus

activity; and,

•

All approved international travel without exception.

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:

•

External activities undertaken by faculty, staff or students that are not part of the

individual's employment, duties and responsibilities, or studies;

•

Activities organized exclusively by students or student groups without expressed

approval, sanction or funding from the University, which may include faculty societies or

student clubs;

•

Activities organized by the Students' Association of Mount Royal University ("SAMRU")

including clubs and bodies ratified by the SAMRU; and,

•

Travel or activities of any person who is not a student, faculty or staff member or a pre-

approved Participant.

If unsure whether this Policy applies to specific Off Campus Activities and travel, members of the

University Community should contact the Office of Risk Management for clarification.

POLICY STATEMENT

GENERAL

1.1

The University will take reasonable steps to support and promote the health,

safety and security of Participants in Off Campus Activities and travel.

1.2

All University Off Campus Activities and travel involving faculty, staff and/or

students requires a Risk assessment with appropriate documented Risk

mitigation and final approval from a Faculty/Department Head before

commencing with the activity. Guidelines for assessing and documenting the

Risks and mitigation are contained in the procedures that accompany this Policy.

1.3

If an incident occurs that affects the health and safety of Participants, it will be

responded to in accordance with the incident response procedures.

1.4

At the discretion of the University, the University Emergency Operations Centre

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 removing themselves from the situation.

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1.5

Should individuals choose to leave the off campus activity in progress for

personal reasons, the University will not be responsible for arranging return travel

or for any of the associated costs.

PRINCIPLES

2.1

The University and all off campus activity Participants have a shared

responsibility to:

Prepare for Off Campus Activities to ensure the safety and well-being of

all who participate;

Identify and address Risks inherent in Off Campus Activities;

Conduct themselves in a manner that first attends to overall safety and

well-being of all Participants and carry out activities in accordance with

approved safety policies and standards and applicable legislation,

including but not limited to the Occupational Health and Safety Act, the

Traffic Safety Act and the Distracted Driving Regulation of the Traffic

Safety Act;

Respond to and intervene as necessary to ensure the safety of all

Participants; and

Monitor and maintain a record of the planning and conduct of Off

Campus Activities for future reference and to inform subsequent like

activities.

2.2

Generally, the department faculty level personnel best understand the discipline-

specific Risks of Off Campus Activities and are responsible for the initial Risk

assessment.

2.3

The primary responsibility and accountability for safety of Off Campus Activities

is delegated to the Activity Leader(s) and Activity Coordinator(s). This includes,

but is not limited to, a duty to:

Consult and seek the expertise of others relevant to the nature of the

activity being undertaken. This includes, but is not limited to, ensuring

compliance to legislation and industry standards according to the

location of the activities; and

Monitor changes in Risk factors for activities in progress and to respond

accordingly.

2.4

Activities with increased levels of assessed Risk will require increased levels of

review and approval by the University.

DEFINITIONS

(1)

Activity Coordinator:

the individual with direct responsibility for an academic or

extra-curricular activity. Examples of Activity Coordinators

are course instructors, exchange coordinators and team

coaches

(2)

Activity Leader(s):

University faculty or staff member(s) in a supervisory role

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who act as the direct report for activity Participants. This

individual leads the off campus activity "on the ground."

This individual may be the same individual as the Principal

Investigator or Activity Coordinator. The individual may

also be an agent of the University; an individual who has

been contracted to act on behalf of a member of the

University Community.

(3)

Critical Incident:

an incident involving one or more Participants or Activity

Leaders that requires a priority response. This will

include, but is not limited to: serious injury, assaults or

fatalities of Participants or Activity Leaders. Critical

Incident will also include incidents that jeopardize

continuation of the off campus activity and those which

may reasonably raise community concern if

communicated by Participants, such as significant political

or civil unrest and environmental or natural disaster.

(4)

Experiential Learning: core elements of many University programs which provide

students with practical and hands on learning within their

program areas

(5)

Faculty/Department

Head:

the individual who reports directly to a University Vice-

President or to the President and who is responsible for all

activities of a Faculty, Department and/or other

Organizational Unit(s)

(6)

Field Research:

activities conducted primarily for the purpose of research,

undertaken beyond the boundaries of University

campuses. Field Research includes service and research

activities undertaken under the terms of an agreement

between the University and an external agency such as

the Canadian International Development Agency (CIDA)

or the International Development Research Centre

(IDRC).

(7)

Hazard:

a situation or a circumstance that has the potential to be

dangerous or damaging to life, limb or property

(8)

Higher-Risk Activity:

an activity that has the potential to expose Participants to

Hazards that are significantly greater than those likely to

be encountered in their normal onsite, campus-based

activities

(9)

Low-Risk Activity:

an activity that entails Hazards no greater than those

encountered by the Participants in their normal onsite,

campus-based activities

(10)

MRU International

Education support for

Study/Work/ Travel

Abroad:

the Office of International Education prepares and

supports members of the University Community who are

studying/working/travelling abroad and assists members

of the University Community to develop and manage their

study/work/travel abroad programs

(11)

Mount Royal

Campuses:

Lincoln Park Campus and other University sites

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(12)

Non-Critical Incident:

an event, near-miss or circumstance which arises during

an off campus activity that damages or has the potential to

damage the health, safety or property of one or more of

the activity Participants or may reasonably raise

community concern if communicated by Participants.

Non-Critical Incidents must be reported in accordance

with the incident response procedures.

(13)

Non-MRU Participant:

an individual who is not a member of the University

Community, but has been pre-approved to participate in a

specific Off Campus Activity by the Faculty/ Department

Head

(14)

Off Campus Activity:

activities and travel undertaken by a member of the

University Community and/or a pre-authorized Participant

that takes place away from the University's owned or

leased properties for reasons related to the mandate of

the University. This includes, but is not limited to,

teaching programs, field schools, practicum placements,

research, exchanges, conferences and seminars, extra-

curricular and activities that involve the formal

representation of the University by student ambassadors

such as varsity athletics and disciplined-based

competitions.

(15)

Organizational Unit:

a department, faculty, institute, or centre of ongoing

operational activity generally involving both staff and

budgetary resources, with an Associate Vice-President,

Dean, Director, Manager, Coordinator or Supervisor

responsible for that unit.

(16)

Participant:

any member of the University Community who is taking

part in an Off Campus Activity

(17)

Person in Authority:

the individual to whom Activity Leader/Activity Coordinator

reports to in their role at the University

(18)

Policy:

means the Off Campus Activity Safety Policy

(19)

Pre-Departure

Orientation Program:

a program operated by the Faculty/School/Centre to

provide off campus activity Participants with information

on travel logistics, cross-cultural communication,

academic systems abroad, health and safety abroad, as

well as a variety of other related topics

(20)

Principal Investigator: the person with direct responsibility for a Field Research

project or activity

(21)

Risk:

the likelihood of encountering an identifiable Hazard times

the gravity of the consequences of such an encounter

(22)

Time-Sensitive

Incident:

an Incident (Critical or Non-Critical) 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 will include,

but are not limited to, personal injury and motor vehicle

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accidents.

(23)

Unaccompanied

Participant:

an unaccompanied individual engaged in an off campus

activity, such as an academic/extra-curricular activity such

as a student engage in study/work/travel abroad,

research, academic exchange, or studying on a Letter of

Permission

(24)

University:

means Mount Royal University

(25)

University Community: the Board of Governors of Mount Royal University, Mount

Royal University faculty, staff and students

(26)

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

Person in Authority

RELATED POLICIES

•

Academic Accommodations for Students Experiencing Disabilities Policy

•

Code of Student Conduct

•

Death of a Student Policy

•

Records and Information Management Program Policy

•

Protected Disclosure (Whistleblower) Policy

•

Travel and Expense Policy

RELATED LEGISLATION

•

Occupational Health and Safety Act

•

Traffic Safety Act

•

Traffic Safety Act: Distracted Driving Regulation

RELATED DOCUMENTS

•

Academic Accommodations for Students with Disabilities Procedures

•

Death of a Student Procedures

•

Form One: Off Campus Activity Safety Policy - Safety Planning Record Form

•

Form One A: Off Campus Activity Safety Policy – Experiential Learning Safety Planning

Record Form

•

Form Two: Off Campus Activity Safety Policy - Feedback Evaluation Form

•

Form Three: Off Campus Activity Safety Policy - Post-Activity Incident Report Form

•

Informed Consent Form

•

International Education Application and Registration Form

•

International Education International Field Study Tour Manual

•

Off Campus Travel Form

•

Off Campus Activity Safety Procedures

•

Off Campus Activity Safety Policy: Off Campus Activity Safety Operational Guidelines

•

Procedure for Filing a Protected Disclosure

•

Travel and Expense Procedures

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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