Risk Management - Request for Electronic Field Trip Waiver Process

1. California State University, Chico Risk Management - Request for Electronic Field Trip Waiver Process For class related field trips only – Students must be 18 years or older to utilize this program – Waivers for students under the age of 18 need to be prepared by the office of Risk Management

2. Electronic Field Trip Waiver Request Process Summary • 1. The Faculty member submits their request for a field trip waiver. • 2. The Department Head receives an email notification of the Faculty member’s request.  • 3. The Department Head signs into the program to review and approve the field trip request. • 4. Risk Management receives an email notification after the Department Head approves the field trip. • 5. Risk Management reviews and approves/declines the field trip. • 6. Once Risk Management approves the trip: • The Faculty member receives an email notification that Risk Management has approved the trip. • The Students enrolled in the course receive an email notification advising them of the trip and that Risk Management has prepared a release of liability form that requires their approval. • 7. The Faculty member can sign back into the program at anytime to: • Review the status of their request. • Review the status of the student responses. • Send an email reminder to those students who have not responded to the initial request or to students who may have added the class after the trip was created. • Print a class roster. • View or Print a copy of the waiver for students who are not able to access the electronic program. • Review past or future trips. • Duplicate a previous request from a past trip. • The electronic process stores the approved waivers, but paper waivers with a “wet” signature are required to be retained by the department for at least three (3) years after the trip.

3. Faculty sign in via this link Faculty sign into the program via the above link on the Risk Management Website

4. Begin Request Here Faculty Home Page/Dashboard view after signing in

5. Select Term Select Course This has been changed to Foundation funded trip? To select more than one, hold the Ctrl key down and click on the types Name your trip Provide any additional details for your trip and/or comments to Department Head or Risk Management If your trip is only one day, select yes and do not enter a trip end date • * Indicates a required field. • Save - allows you to save your request to be submitted at a later date. • Submit - forwards your request to your department head for approval. • Submit and Copy - submits your request and copies the same information to a new request (for trips involving more than one class, or same trip with different dates …)

6. (Faculty Name) has submitted the following class field trip request for your approval. To review and approve the request, sign into your account through the following link using your portal credentials: http://cypress.csuchico.edu/eapp/fieldtrips/depthome.aspx. Trips awaiting your approval will be listed under the "Trips Awaiting My Approval" heading. Click on a specific trip to open the request. You will then be able to review and approve the request. If you have any questions please contact Risk Management at extension 6588. Field Trip Name: Field Trip Location: Field Trip Dates: XX/XX/XXXX to XX/XX/XXXX Above is an example of the email the Department Head will receive once the Faculty member submits the request.

7. This is an example of the Department Head dashboard page after signing into the program via the link provided in the email. The department head can review and approve/decline pending trips under “Trips Pending My approval”. The Department Head can also review past and future trips already approved from the dashboard page.

8. The above is an example of the Department Head view after clicking on one of the trip links. The above trip was already approved. If it hadn’t been approved, there would be a tab at the bottom of the page for the Department Head to approve or decline the trip.

9. Your request for the following field trip has been approved by your Department Head and Risk Management. Students enrolled in this course will receive an email in their CSU Chico Wildcat account advising them of this trip. The email will include instructions for the student to review and electronically agree to the terms of the waiver created for this trip. You can log into your account at any time at http://cypress.csuchico.edu/eapp/fieldtrips/facultyhome.aspx to review the status of the student's responses. You can also print a field trip roster and a hard copy of the waiver for students who are unable to complete the electronic process to sign. For hard copy signatures, make sure that the proper individual has signed the waiver and retain the original signed waiver in your department for three (3) years after the end of the current academic year. When students are driving private vehicles to off-campus activities, the University should take no part in making transportation arrangements. Inform the students that their transportation is done at their own risk. Make sure everyone knows the destination to avoid caravanning. Prior to departure ensure that a field trip roster has been provided to the University Police Department. The roster should include the faculty member or trip leader’s contact number and a list of the individuals going on the trip. If you are unable to determine your participant roster until you reach your destination, leave a copy of the roster in one of the vehicles (preferably the faculty member’s vehicle). University employees participating in the trip should complete all necessary travel documents. Information can be found at http://www.csuchico.edu/ao/travel or call Travel Finance at x5766. Please call Risk Management at 898-6588 if you have any questions Field Trip Name: Field Trip Location: Field Trip Dates: XX/XX/XXXX to XX/XX/XXXX Risk Management has included the following note about this trip: The above is an example of the email the faculty will receive once the request has been approved by the department head and by Risk Management.

10. Requests approved by Department Head and Risk Management appear under this heading Requests submitted will appear under this heading until the Department Head and Risk Management have approved the trip Requests saved but not submitted appear under this heading Faculty Home Page/Dashboard

11. This is an example of the Faculty dashboard view showing an approved trip – note there are 120 students enrolled in the class and 0 have accepted/approved. The following slides will show how to access student responses.

12. This is an example of the “Trip Details” view. Simply click on one of the trips listed under the “Current/Future Trips” heading to access this view. This page allows Faculty to view and print a paper form of the waiver for those students or participants not able to access the electronic waiver. This same view is available under the “Past Trips” heading, but instead of the “View Waiver” tab, there is a tab that allows Faculty to request a new trip using past trip information (i.e. same trip but different class or date) by clicking on the “Copy As New” link.

13. This is an example of the information displayed under the “Trip Roster” view. This page includes the class roster and the dates the students approved or declined the waiver for the trip. Students with no date listed have not responded to the request. You can print this class roster by selecting the “File” option in your web browser and choosing print.

14. The “Send Reminder Email” tab shown above allows Faculty to send reminder email to those students in the class who have not responded to the original request from Risk Management (students enrolled in the course receive an initial email once the field trip has been approved by the Department Head and by Risk Management). This tab can also be used by faculty to send an email to students who enroll in the course after the field trip has been processed and approved.

15. You are receiving this email because you are enrolled in (Class Name). The faculty member/instructor for this course has arranged the following class field trip. Risk Management has prepared a release of liability form for this trip that requires your approval. If you will be participating in this field trip, you can access the release of liability form through the link below. You will need your CSU, Chico portal sign on credentials to sign in. If you have any questions about the details of the field trip please contact your faculty member/instructor. If you have any questions about this process please contact Risk Management at extension 6588. Field Trip Name: Field Trip Location: Field Trip Dates: XX/XX/XXXX to XX/XX/XXXX http://cypress.csuchico.edu/eapp/fieldtrips/studenthome.aspx Above is an example of the email the students enrolled in the class will receive once the request has been approved by the department head and by Risk Management.

16. The above is an example of the student dashboard page after signing into the program via the link in the email

17. The above is an example of the student view after clicking on a trip pending their approval.

18. The above is the remainder of the previous slide. The student reviews the terms of waiver and either accepts/approves or declines.

19. Once this process has been completed, the Faculty member can sign back into the program at anytime to: • Review the status of their request. • Review the status of the student responses. • Send an email reminder to those students who have not responded to the initial request or to students who may have added the class after the trip was created. • Print a class roster. • View or Print a copy of the waiver for students not able to access the electronic program. • Review past trips. • Duplicate a previous request from a past trip. • The electronic process stores the approved waivers, but paper waivers with a “wet” signature are required to be retained by the department for at least three (3) years after the trip.