Use this risk management checklist when planning field trips and other special events off-campus.
Get a written contract or agreement.
If an off-campus special event involves a company, supplier, or facility, a written contract or agreement is required.
Allow for processing time. Contract negotiations can take several weeks, so begin the process as soon as possible.
If a supplier asks you to sign a document, it is probably a contract of some type, whether it is called a contract or not. Do not sign the document.
Only UCSD professional buyers can sign contracts and agreements.
Proof of insurance may be requested by either the vendor or the university.
Every vendor UCSD does business with must provide proof of insurance. If a purchase order is issued through IFIS or Marketplace, B&FS Procurements & Contracts is responsible for obtaining the vendor's proof of insurance.
Vendors, likewise, may ask for proof of insurance from the university.
Allow 10 days for UCSD's Risk Management Office to process your request.
Important: You must have a contract with the company, issued by UCSD Purchasing, before Risk Management will provide UCSD's Certificate of Insurance.
Use appropriate waivers for medium- to high-risk activities. Examples include rock climbing, open-ocean activities, camping, and trips out of the country.
Important: A waiver does not limit or exclude the university from negligence.
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.
Determine what kind of insurance your travel arrangements require.
Be sure you understand what is and is not covered by university insurance when you select transportation.
Read about different modes of transportation below:
The Field Operational Planner helps you anticipate and prepare for contingencies and potential health hazards before you go. Individual health issues, reasonable care, and proper planning and precautions are essential. If an insurance claim or lawsuit is filed against the university, the department may have to pay deductibles if there is gross negligence.
Field Operational Plans are generally intended for global researchers and classroom field trips.