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Planning for Activities and Travel

Utilize the resources listed above to assist in planning PLU sponsored activities on and off campus or any PLU sponsored travel.

Official off-campus activities receive the benefit of the university’s insurance and other support.  Affiliation with PLU doesn’t equate to sponsorship of travel or activities.  The leader of a group activity should check with his or her supervisor to learn the details of what resources are available and how the activity can become officially sanctioned.  Travel and activities that are not covered by the university’s insurance may leave the trip leader and participants vulnerable to legal liability, payment of expenses and contractual obligations.

Criteria for determining sponsored status:  If all of the following questions can be answered affirmatively then it is likely that the activity will be classified as sponsored and benefit from university insurance resources.  If all or some of the criteria have a negative response, your activity may not be covered by university insurance.

  • Is the activity part of the educational mission of the university?
  • Is the function of an activity an official function of a university academic or administrative unit?
  • Do university personnel, acting within their capacity as university employees, have a major planning role in this activity?
  • Has the Department Head, Dean and/or Chair approved the program or activity?
  • Is there direct supervision by a university employee, acting within the scope of their employment throughout the course of the activity?
  • Is the activity financially supported by the university?

Incidents/Auto Accidents

Any incidents that occur during off-campus travel/activities should be reported to department heads, Deans, and Division VP/Provost.

Reporting an Auto Accident: Always contact the police to report an auto accident. Contact Campus Safety, 253-535-7441, and ask them to log the report and notify PLU’s Director, Risk Management and Insurance.

Waivers

Waivers are NEEDED when:

  • PLU has full or limited control of the activity and the activity does not include overnight travel, is not inherently dangerous and the university is not providing transportation.
  • PLU has no control of a voluntary activity. (PLU’s name should not be used with any advertising of the activity.)
  • Trip is voluntary and not required for an academic course; and the university is not providing transportation.

Waivers are NOT NEEDED when:

  • PLU has full or limited control of the activity and the activity does not include overnight travel, is not inherently dangerous and the university is not providing transportation.
  • PLU has no control of a voluntary activity. (PLU’s name should not be used with any advertising of the activity.)
  • Trip is voluntary and not required for an academic course; and the university is not providing transportation.

Contact PLU’s Director, Risk Management and Insurance, x7116 if you have any questions.