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.
1.
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.
2.
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.
4.
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.
6.
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.
7.
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.
8.
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.
9.
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