FIELD TRIP RISK MANAGEMENT: A GUIDE FOR ORGANIZERS

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UNIVERSITY OF WASHINGTON Office of Risk Management FIELD TRIP RISK MANAGEMENT: A GUIDE FOR ORGANIZERS INTRODUCTION..........................................................................................................................1 LIABILITY - DEFINED ...............................................................................................................1 AVOIDING FIELD TRIP LIABILITY.......................................................................................1 STUDENTS ....................................................................................................................................2 Important Basics ........................................................................................................................2
Sponsoring Departments Responsibilities................................................................................2 Acknowledgment of Risk (AOR) Forms .............................................................................2
Releases and Waivers - Why UW Doesnt Use Them ........................................................3
Selecting Vendors ................................................................................................................3
Other Considerations ...........................................................................................................3 Optional Field Trip Insurance....................................................................................................3 MINOR STUDENTS .....................................................................................................................4 Special AOR Form Needed .......................................................................................................4
Assessing Risks..........................................................................................................................4
Premises .....................................................................................................................................4
Activities....................................................................................................................................5 Supervision ..........................................................................................................................5
Security ................................................................................................................................6 EMPLOYEES ................................................................................................................................6 Acknowledgment of Risk Forms - Not Needed.........................................................................7 OTHERS.........................................................................................................................................7 Certificates of Coverage ............................................................................................................7
Losses Caused by UW to Third Parties .....................................................................................8
Liability Program Coverage.......................................................................................................8
Indemnification Agreements......................................................................................................8
Claims ........................................................................................................................................8
Losses Caused by Third Parties to UW .....................................................................................9 PROPERTY....................................................................................................................................9 Vehicle Insurance ......................................................................................................................9 University-Owned Vehicles.................................................................................................9
Rental Vehicles ..................................................................................................................10
Privately-Owned Vehicles .................................................................................................10 Equipment Insurance ...............................................................................................................10
Transit Insurance......................................................................................................................11 UNIVERSITY OF WASHINGTON Office of Risk Management SPECIAL CONSIDERATIONS.................................................................................................11 Disability Accommodations.....................................................................................................11
First Aid ...................................................................................................................................11
Exposure to Animal and Insect-Borne Diseases in the United States .....................................11
Fatalities...................................................................................................................................12
Out of State Trips.....................................................................................................................12
Travel by Non-Commercial Aircraft and Boats.......................................................................12 FOREIGN TRIPS ........................................................................................................................13 Optional Foreign Field Trip Insurance ....................................................................................13
Immunizations and Other Health Concerns.............................................................................13
Road Safety..............................................................................................................................13
Security ....................................................................................................................................13
Travel Documents and US Customs Information....................................................................13 APPENDICES Appendix 1: Field Trip Risk Assessment Checklist Appendix 2: Acknowledgment of Risk Form for Field Trip Participants Appendix 3: Acknowledgment of Risk Form for Minor Field Trip Participants Appendix 4: Sample Participant Agreement for Out of State Trip Appendix 5: Sample Participant Agreement for Extended Field Research Appendix 6: Optional Field Trip Insurance Information and Enrollment Form Appendix 7: Optional Foreign Travel Medical Accident/Sickness Coverage Information & Enrollment Form Appendix 8: Sample UW Certificate of Insurance Appendix 9: Sample UW Indemnification Agreement with Property Owners FIELD TRIP RISK MANAGEMENT A GUIDE FOR ORGANIZERS INTRODUCTION Field or research trip planning frequently raises questions about liability or insurance. Should
waivers be used? What insurance coverage is there for rental vehicles? Are employees covered
for injuries out of state? Finding answers to these specialized questions in addition to the many
other logistical and academic preparations can be time consuming and difficult. This guide is
intended to provide quick answers to the most commonly asked questions, and make it easier to
find answers to the more uncommon ones. The guide is organized by the four major categories of risks associated with field trips: injuries to
students; injuries to employees; damage to others; and damage to University property.
Appendices in the back of the guide provide sample forms and additional information regarding
insurance. If you choose to skip directly to the Appendices, please review the checklist in
Appendix One first, to make sure youre addressing all the risks associated with your field trip. One last note: the term field trip as used in this guide encompasses all trips by University
faculty, staff and students in support of the Universitys educational and research missions.
Field trips which last longer than one quarter are probably out of state or foreign business
operations, and you should contact the Assistant Director for the Office of Risk Management at
(206) 543-2033, for specific liability and insurance information pertaining to them. LIABILITY - DEFINED The term liability, although commonly used, is complex and frequently misunderstood.
Liability means the legal obligation to pay for another partys expenses or damages. Liability is
determined by legal principles that consider statutes, regulations, case law, contracts, and the
nature and cause of any damages. Liability can rarely be determined without a thorough review
of all the facts surrounding a particular situation or claim. The Office of Risk Management exists
to help University faculty, staff, students and volunteers identify and reduce liability associated
with their activities, and to provide prompt, effective help when claims occur. AVOIDING FIELD TRIP LIABILITY The best and most obvious way to avoid field trip liability is to avoid accidents. Good safety
practices are the most effective means of liability prevention. However, many University field
research and educational activities involve risks that University personnel cannot control, even
with the most prudent planning and management. For example, weather or political conditions
may cause unforeseen hazards. University personnel or others may make mistakes. Machinery
may fail or vendors may renege on promised transportation or lodging. Risk management before
and during a trip can help turn such potentially contentious, expensive crises into more
manageable situations. Four important areas of potential liability need to be considered when planning research and
field trips: Student injuries; Employee injuries; Injury and damage to others; Damage to University property. Checklists, guides, resources and tools to help you avoid or limit liability in each of these areas
are included below. STUDENTS Important Basics Its important to distinguish between minor (under 18) and adult students. Increased
legal duties may arise from a minors participation, and additional planning is
needed (see section on Minors below). It is also important to understand that NO STUDENTS automatically have accident
insurance coverage for injuries or illnesses that occur during field trips. Also, it is
illegal for the University to require health insurance for participation in any
University activity. The University is not legally responsible for controlling the actions of adult
students, nor for ensuring their safety at all times. In fact, case law has established
that adult students are considered a special kind of third party, similar to
customers or visitors. The University IS responsible, however, for providing a
reasonably safe environment, and warning students of known risks. Sponsoring Departments Responsibilities Before and during a field trip, the sponsoring department has a duty to know as much as
reasonably possible about the field trip conditions and service vendors. It also has a duty to
inform students of any risks in advance, so students can make informed decisions about whether
or not to participate. Acknowledgment of Risk (AOR) Forms The Acknowledgment of Risk (AOR) form is an effective tool for informing students about risks
and documenting their decisions to assume them (Appendices 2 and 3). An AOR form should be
completed by each student field trip participant. Keep the signed forms on file in your
department for a minimum of three years (the statute of limitations for tort claims in Washington
is three years). Depending on the circumstances, another state may have jurisdiction, or in the
case of minors, the statute of limitations may be longer. Releases and Waivers - Why UW Doesnt Use Them Because the University has an unequal bargaining position vis-

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