Only UCSD professional buyers can sign contracts and agreements.

• Read Signing Contracts and Agreements if your event requires contracting for supplies, services, or facilities.
• Contact the professional buyer for your location to initiate a contract or agreement for your event.
  • Allow for processing time. Contract negotiations can take several weeks, so begin the process as soon as possible.

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• If you are using a High Value Purchase Order (HVPO), Purchasing will obtain the supplier's proof of insurance.
  • Examples of activities requiring an HVPO include transportation and equipment rentals.
• If you are using a Low Value Purchase Order (LVPO), obtain the supplier's proof of insurance for your files.
• If the supplier needs proof of insurance from UCSD, read Proof of Insurance for information on obtaining a Certificate of Insurance from Risk Management.
  • Allow at least a week for Risk Management to process the documentation.
  Important: You must have a contract with the company, issued by Purchasing, before Risk Management will provide a Certificate of Insurance.

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Note: A waiver does not limit or exclude the university from negligence.

• Select one of the following waivers for off-campus trips:
  • Voluntary (PDF): Use this waiver form if the activity is elective.
  • Required (PDF): Use this waiver form if the activity is mandatory or a curriculum requirement.
• Large groups: Use the group waiver form (PDF) in conjunction with either the voluntary or required waiver to consolidate signatures on one page for very large groups.
  • Attach the group waiver signature list to the voluntary or required waiver.
  • Important: Group waivers are not recommended for high risk activities.
• Have each participating individual sign a waiver. If a participant refuses to sign a waiver, consult with EH&S Risk Management, (858) 534-2454, about how to proceed.
• Start early! It may take time to collect signatures and solve problems.

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• UC vehicle:
  • UCSD Vehicle Insurance
  • UCSD Vehicle Driver Responsibilities
• Personal cars of faculty or staff:
  • Personal Vehicle Usage for UCSD Business
  • Using a Private Automobile: Insurance Requirements
• Rental cars:
  • Rental Car Insurance Coverage
• Bus: Bus transportation service from outside suppliers is procured with an HVPO.
  • Contact a professional buyer for your location to arrange bus transportation and insurance coverage.
• Student vehicles: Risk Management strongly discourages university departments from organizing student cars as transportation.
  • Consult Risk Management, (858) 534-2454, if you have questions.
• Aircraft and marine vessels:
  • If you intend to rent or hire aircraft or marine vessels, contact a professional buyer for your location to initiate an HVPO.
  • If UCSD staff intend to fly aircraft or operate a marine vessel, consult Risk Management, (858) 534-2454, about appropriate coverage.

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• Plan adequate staff. At least 2 faculty or staff must accompany student participants.
• Ask staff participants to get first aid and CPR training, especially if traveling to a remote location.
  • Take first aid supplies sufficient for the group.
  • Make sure you have communication means and knowledge of how to guide emergency services to your location.
• Review potential hazards with the participants (animals, poison ivy, temperature extremes, sun exposure, heat illness prevention, etc.).
• Take appropriate protective equipment and supplies, such as sun screen, hats, water, batteries.
• Plan for food storage and sanitation. Remote sites may require ice chests (depending on the food you take), water purification equipment, and sanitation supplies.

  Note: Some medications must be refrigerated.

• Travel to a foreign country requires extra considerations, such as passports, immunizations, potential political unrest, and limited availability of water, food, and medical care.

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