From: Matt Hawks
Email Subject: Domestic Student Travel/Trip Waiver System
Date: Monday, 9/11/2023 4:22 PM
Dear Colleagues,
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 or domestic overnight trips of more than two nights that are part of a course. Those trips are handled through the Office of International Programs. If you are unsure about how to categorize your travel, please refer to this College-Sponsored Student Domestic Travel Knowledge Base page and click on “Protocols” and “Student Domestic Travel Definitions.”
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. 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.
Instructions on how to use the Student Travel/Trip Waiver system can be accessed via the following link:
https://rollins.teamdynamix.com/TDClient/1835/Portal/KB/ArticleDet?ID=142717
Please feel free to reach out to me or humanresources@rollins.edu if you have any questions.
Matt
Matt Hawks
Associate Vice President, HR & Risk Management
Human Resources | Rollins College
407.646.2104 | mhawks@rollins.edu