Rollins College takes risk education and management seriously. Informing students of the potential risks associated with College-sponsored domestic travel and events such as class trips, conferences, service projects etc. (both academic and co-curricular in nature) is our responsibility as educators. Therefore, Rollins has in place an electronic Student Domestic Travel/Trip Waiver system to facilitate this process.
This system is NOT to be used in connection with international trips. Those trips are handled through the Office of International Programs.
The primary purpose of the Travel/Trip Waiver Form is to educate our students about the potential risks associated with a sponsored off-campus trip/activity, what is expected of them during the trip/activity, and to confirm their voluntary consent to participate. The form should be used for any off-campus trip/activity that involves travel by commercial transportation, College-owned/leased vehicles, or personally owned vehicles. The Trip/Travel Waiver Form is not required if the activity is within walking distance of the College, however the supervising faculty or staff member is still required to inform the students of any potential risks associated with the activity.
The Travel/Trip Waiver Form should be provided to students at least 15 days in advance of a sponsored domestic trip/activity so as to provide sufficient time to complete the process. A parent or legal guardian must sign the waiver form on behalf of any Rollins student under the age of 18. A paper Travel/Trip Informed Consent Form may be used in cases where students are unable to complete the online process in advance of the trip (see Attached form lower right hand corner of page). These forms should be retained by the faculty or staff member supervising the trip.
Faculty and staff leading domestic trips are considered to be Campus Security Authorities (CSA) under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. As such, the CSA’s are responsible for reporting in a timely manner to Campus Safety any crimes or incidents that may be a crime that was reported to you. Please contact the Campus Safety Department at 407-646-2999 if you have any questions.
Below are the instructions on how to use the Student Travel/Trip Waiver system.
How to Use the System:
- From Okta, select MyRollins or go to my.Rollins.edu.
- Click “Tools – View All” in the MyRollins menu:
- Click to expand the “Student Travel Registration & Waivers” section:
Trip Organizer Registration Instructions:
- Click on the “Domestic Travel Organizer Registration” form
- Complete form as thoroughly as you can. Please note that all fields are required.
- Once complete, you will receive an email confirmation containing event details.
- Click on the “Send Email to Participants/Class” link at the bottom of the confirmation page to generate a new outlook mail message.
- Please note that if this Trip is associated with a course, the BCC field will be populated with the email addresses of those registered in that course. If it is not associated with a class, the organizer must populate the TO or BCC field with the participant email addresses.
- Copy and paste the Participant Instructions (between the horizontal lines on confirmation page) into the body of the new email.
- Add your signature to the new email before sending.
Trip Organizer Admin Instructions:
- Click on the “Domestic Travel Administration” link to see a list of your registered events for the current year.
- A list of all of your registered events will be displayed.
- Click on the appropriate Event ID link to view event details and a list of students who have completed the waiver form and are thereby eligible to go on your trip.
- Please communicate with participants often to ensure that everyone fills out a form before the date of your trip.
- Before leaving on your trip, click on the link to Print/View the emergency contact list for all your participants.
- Use your browser Print capability to print the list displayed.
- To manually add a student to the event participant list click on the “Travel/Trip Manual Entry Form” and enter the Event ID and student’s R Number, and hit the Submit button.
Trip Participant Instructions:
- Click on the “Domestic Participant Travel/Trip Waiver and Consent Form” link.
- Enter the Event ID provided to you in the email from your leader/organizer. Click Submit.
- Please verify that you are viewing the correct event in the Event Information section. If not, use the browser’s Back button to return to the previous page and re-enter your event id.
- Please provide your emergency contact information.
- Please read the waiver in its entirety.
- Please electronically sign the waiver by clicking on the check box and entering your full name in the space provided at the bottom of the form.
- Click Submit.
- You are now eligible to go on your trip.
If you should have any questions regarding the above guidelines, please contact Human Resources & Risk Management at humanresources@rollins.edu.
If you are having problems accessing system please contact Ian Walters at iwalters@rollins.edu.