• Seton Hall University
• Policies and Procedures

Purpose

The purpose of this policy is to establish consistent and effective practices and guidelines for members of Seton Hall University to participate in University-sponsored, off-campus activities involving students. University-sponsored off campus activities should be an extension of the University’s academic programs and therefore are subject to all other relevant University policies, as well as applicable laws and regulations.

Scope

This is a University-wide policy. This policy does not apply to activities or off-campus activities in the context of a teacher preparation program, intercollegiate or club sports, clinical/practicum experiences, or service-learning placements, all of which are governed under separate policies, guidelines or protocols. This policy does not apply to off-campus University sponsored alumni, scholarship or networking events to which members of the University community may attend or are invited. This policy also does not apply to trips outside of the United States, which must be approved by the Provost’s Office.

Definitions

“Off-Campus Activity” shall mean any event or activity involving University students, which takes place off-campus, is or may be funded by the University and organized by a University academic center, department, school, college, faculty member, administrator, staff member, priest, non-employee occupant of University-owned housing, non-employee occupant of an office or other space on the University premises or volunteer required to enter into a Volunteer Agreement pursuant to the Volunteer Policy. It does not include activities sponsored or hosted by recognized student organizations in accordance with the policies governing such organizations.

“Chaperone” shall mean a full or part-time faculty member, administrator, staff member or graduate assistant, qualified to assume the role of the Trip Leader (as defined in this policy) in the event the Trip Leader becomes incapacitated or is otherwise unable to serve as Trip Leader.

“Organizer” shall mean the University academic center, department, school, college, faculty member, priest, administrator, staff member, non-employee occupant of University-owned housing, non-employee occupant of an office or other space on the University premises, or volunteer required to enter into a Volunteer Agreement pursuant to the Volunteer Policy, who/which organizes, sponsors and/or hosts the Off-Campus Activity.  

“Trip Leader” shall mean the full or part-time faculty member, administrator or staff member who has overall responsibility for the development and implementation of the Off-Campus Activity.  

Policy

Requirements for Off Campus Activities

1. Each Off-Campus Activity must include at least one (1) Trip Leader and at least one (1) Chaperone. All Trip Leaders and Chaperones shall have undergone a background in accordance with the University’s Background Check Policy.

2. Spouses and children of the Trip Leader or Chaperones are prohibited from participating in the Off-Campus Activity. 

3. In the event the Off-Campus Activity is not a curriculum requirement, each participating student, or the parent/guardian of a participating student under 18 years of age, must execute the Voluntary Participation Waiver and Release and Emergency Contact Form prior to participation in the Off-Campus Activity (see below under Responsibilities of a Trip Leader).

4. Every Off-Campus Activity must be pre-approved in writing by the department chair or the Organizer’s supervisor. In the event the department chair is to be Trip Leader or Chaperone of the Off-Campus Activity, written pre-approval shall be required from the dean. In the event the Organizer is a non-employee occupant of University-owned housing, non-employee occupant of an office or other space on the University premises or volunteer required to enter into a Volunteer Agreement pursuant to the Volunteer Policy, written pre-approval must be obtained by the appropriate division Vice President.  

5. Any Off-Campus Activity involving minors shall be required to comply with the University’s Minors on Campus policy.

6. All participants in the Off-Campus Activity are expected to comply with University policies, rules and regulations. Participant awareness of personal safety while on any Off-Campus activity is essential.

Responsibilities of a Trip Leader

All Trip Leaders must:

1. Identify the learning opportunity that will be extended or supplemented through the Off-Campus Activity.

2. Develop thorough contingency and crisis response plans in case of emergencies. 

3. Complete the Trip Leader Form.  

4. Obtain written approval from the department chair or dean, as applicable, or the Organizer’s supervisor or division Vice President. 

5. Communicate information to students concerning, as applicable, scheduling, departure locations and time, meals, lodging, emergency procedure and protocols for the location of the Off-Campus Activity.

6. Cooperate with the Office of Disability Support Services (“DSS”) to reasonably accommodate any participants with special needs in accordance with University or DSS policies and procedures. 

7. In the event the Off-Campus Activity is not a curriculum requirement, ensure that each student signs the Voluntary Participation Waiver and Release and Emergency Contact Form. 

8. Provide a roster of participants and the executed student Off-Campus Activity Participation, Waiver and Emergency Contact Forms to the department chair or dean, as applicable, supervisor or division Vice President, as applicable, prior to the Off-Campus Activity. 

9. Travel with first aid kits, telephone numbers for emergency services in the area and emergency contact numbers for each participant. The Trip Leader and all Chaperones must carry a mobile phone (and charger). 

10. Take roll at the beginning and end of travel to and from the Off-Campus Activity. 

11. Direct that no participant may serve, consume or otherwise use alcoholic beverages or unlawful drugs, and require that participants be otherwise free of the influence of unlawful drugs or abuse of alcoholic beverages while participating in the Off-Campus Activity.

12. Coordinate with Business Affairs to obtain a certificate of insurance if required by the department chair or dean, as applicable, supervisor or division Vice President.

Transportation Requirements

1. The Trip Leader or sponsoring department is responsible for arranging transportation, in coordination with Business Affairs or Procurement.

2. The use of personal vehicles by employees or students for travel to and from any Off-Campus Activity is strongly discouraged. All participants choosing to drive or ride in a personal vehicle do so voluntarily and at their own risk. The University shall not insure nor accept liability for any damage, loss or injury resulting from the use of a personal vehicle. The University does not provide comprehensive or collision (physical damage) insurance for personal vehicles driven while conducting University business. The owner of the personal vehicle shall be liable in the event of any injury, loss and damages.

Failure to Comply

Any Off-Campus Activity that is not in full compliance with this policy may subject the Organizer to discipline, up to and including termination, or other responsive action and, in the event of injury or alleged injury to a participant in the Off-Campus Activity, may result in the loss of indemnification under the University’s indemnification policy. The University is not liable for any loss, damage, injury or other consequence resulting from a participant’s failure to comply with University policies, rules and regulations, and applicable laws while participating in the Off-Campus Activity.

Related Policies

• Background Check
• Minors on Campus
• Volunteer Policy

Approval

Approved

Approved by President Joseph E. Nyre, on the recommendation of the Executive Cabinet, on June 30, 2020.

Effective Date

June 30th, 2020