POLICY

It is the policy of Western Oregon University to promote WOU in a 
professional manner and ensure adequate emergency plans are in place at all 
times for students and student groups during University Sponsored Off-Campus 
events. Western Oregon University has committed itself to the education and 
development of healthy, productive, and responsible individuals (see WOUs 
Drug-Free Schools and Communities Policy Statement).  

    PURPOSE

DEFINITIONS
A.  Faculty/Staff/Advisor:  Those individuals employed by the University in 
a faculty or staff position (excludes student employees) on a full- or part-
time basis.

B.  Contact Person: This includes any faculty advisor for the club or 
organization, any staff employee, or a WOU student or volunteer.  A Contact 
Person will be identified in advance of the travel.  The Contact Person will 
provide information about the WOU Sponsored Off-Campus event to University 
offices and will accompany the student/s or student group.

C.	University Sponsored Off-Campus Event: Any event in which at least 
one of the following applies:
- The University plans the event. 
- The University pays all, or a part of, the cost of the event. 
- The University sponsors the event. 
- The University contributes any type of University owned or leased 
resources or equipment to the event.
- A Western Oregon University student, faculty, or staff person represents 
the University at the event.
The event occurs within a University owned or leased property, or upon or 
within University owned or leased property, including any type of state 
vehicle. 
- The event occurs during the time frame specified on an approved 
sponsorship form.

Examples of University Sponsored Off-Campus events include: academic 
department field trips, ASWOU sponsored activities, Club activities, Student 
Organization activities, Campus Recreation trips, University Residences 
sponsored activities, Residence Hall Association trips, etc. 

Transportation:  Transportation to a WOU Sponsored Off-Campus event includes 
any form of travel including State of Oregon Motor Pool vehicles, privately-
owned vehicles, buses, planes, etc. and any time from the trip departure to 
the trip return.  Student(s) and student groups that use State Motor Pool 
vehicles must follow State of Oregon Motor Pool vehicle policies and 
regulations and the WOU Vehicular Transportation policy. 

This policy (as described in III.A. and III.B. below) applies only when one 
or more of the above conditions occurs.

Standards during University Sponsored Off-Campus Events
Consistent with the Drug-Free Schools and Communities Policy Statement, WOU 
has established, and will enforce, institutional rules that uphold federal, 
state, and local laws applicable to alcohol and other drug usage during 
University sponsored Off-Campus events

Student Travel: Accompanied By A Faculty Or Staff Advisor
During a University Sponsored Off-Campus Event (see II. C.), students who 
are accompanied by a faculty or staff advisor may purchase, possess, or 
consume alcohol only if the following conditions are met:  
a) the individual student is of legal drinking age (this condition must also 
conform with state of Oregon policy and all federal, state, and local laws) 
AND 
b) the faculty or staff advisor has defined the official event portion of 
the off-campus event to be concluded.

Faculty and staff advisors who accompany students or student groups may not 
purchase, consume, possess, or distribute alcohol during the official event 
portion of a University Sponsored Off-Campus Event if any of the conditions 
in II.C. apply to the event.  The official event portion of a University 
sponsored off-campus event shall be defined by the faculty or staff advisor.

Faculty and staff advisors who accompany student groups have a unique 
responsibility to that student group. Though individual students are 
responsible for their own behavior the faculty or staff advisor is 
responsible for informing the members of the student group of the policy 
pertaining to University Sponsored Off-Campus Events and to report 
violations of this policy to the Coordinator of Campus Judicial Affairs.

Student Travel: Unaccompanied By A Faculty Or Staff Advisor
Students and student groups who are not accompanied by a faculty or staff 
advisor may not purchase, consume, possess, or distribute alcohol during any 
portion of a University Sponsored Off-Campus Event if any of the conditions 
in II.C. above apply to the event.   The official event portion of a 
University Sponsored Off-Campus event is defined by the University (not by 
the Contact Person) as beginning at the time of departure from WOU and 
ending at the time of return to WOU.  

    PROCEDURES

1. The faculty or staff advisor or the contact person shall submit to the 
Vice President for Student Affairs on behalf of any student club, 
organization or department, a completed Student Travel Request form.
2. The request shall contain the name(s) of the faculty or staff advisor(s) 
and/or the contact person who will be traveling and staying with the group.
3. The request shall contain the approved drivers.
4. The request shall contain the names of the students traveling along with 
the Student Liability Waiver forms.
5. The request shall contain the nature of the trip, travel routes, and 
departure/arrival times.
6. The Pre-Travel Authorization form will be completed and submitted if 
required by University Policy.

    AUTHORITY

Vice President for Student Affairs

    APPROVAL

FACULTY OR STAFF ADVISOR RESPONSIBILITY
The role of the faculty or staff advisor is not intended to be of a parental 
nature.  The faculty or staff advisor traveling on a University sponsored 
Off-Campus Event cannot watch all students at all times.  The role is 
intended to be guidance and to promote WOU through the students positive 
behaviors.

1. The faculty or staff advisor will be the contact person for the student 
group to provide professional leadership and guidance for the group when 
dealing with the public.
2. The faculty or staff advisor will be responsible for seeing that the 
student group follows the established Code of Student Responsibility for WOU 
and will report any violations to the Office of the Vice President for 
Student Affairs if needed.
3. The faculty or staff advisor is responsible for knowing the emergency 
procedures appropriate for the destination.
4. The faculty or staff advisor will be responsible for notifying Campus 
Safety at 503-838-9000 immediately when and if a student is involved in a 
criminal activity while on the trip.  Campus Public Safety will then notify 
the appropriate University Officials.
5. The faculty or staff advisor will be responsible for notifying Campus 
Safety at 503-838-9000 immediately when and if students are injured while on 
the trip.
6. The faculty or staff advisor will be responsible for ensuring that the 
Emergency Contact Person list is completed and a copy is provided to Campus 
Safety prior to the event.
7. The faculty or staff advisor will be responsible for ensuring that all 
student participants have completed the required release form and that these 
forms are provided to Campus Public Safety prior to the event.

CONTACT PERSON RESPONSIBILITY
1. The contact person will report any violations of the established Code of 
Student Responsibility for WOU to the Vice President for Student Affairs 
office if needed.
2. The contact person is responsible for knowing the emergency procedures 
appropriate for the destination.
3. The contact person will be responsible for notifying Campus Public Safety 
at 503-838-9000 immediately when and if a student is involved in a criminal 
activity while on the trip.  Campus Safety will then notify the appropriate 
University Officials.
4. The contact person will be responsible for notifying Campus Public Safety 
at 503-838-9000 immediately when and if students are injured while on the 
trip.
5. The contact person will be responsible for ensuring that the Emergency 
Contact Person list is completed and a copy is provided to Campus Safety 
prior to the event.
6. The contact person will be responsible for ensuring that all student 
participants have completed the required release form and that these forms 
are provided to Campus Safety prior to the event.

STUDENT RESPONSIBILITY
Students traveling on a University sponsored Off-Campus Event agree to abide 
by the following rules:
a. Pay a fee (if applicable) for transportation, lodging, food, etc.
b. All students participating in student travel are required to sign the 
Emergency Contact Person list prior to the event.
c. All students participating in student travel are required to sign a 
release waiver prior to departing on the event or activity.
d. Follow safety and other instructions provided by the faculty or staff 
advisor.
e. Share responsibility for personal safety and not endanger others who are 
participating in the activity.
f. If a participants failure to act safely at all times results in 
injuries, the participant may forfeit their right to participate in the 
activity at the discretion of the faculty or staff advisor.
g. Immediately report all unsafe acts and dangerous conditions to the 
faculty or staff advisor or the person(s) in charge of the activity/event.
h. Operate a State of Oregon motor vehicle only with a WOU authorization 
obtained in advance.
i. Each participant understands that participation in this activity is 
voluntary and that failure to comply with the waiver or in any way bring 
discredit to the University or participants will terminate their 
participation.
j. In case of emergency, accident or illness, they give their permission to 
be treated by a professional medical person and admitted to a hospital if 
necessary.  They agree to be responsible for all medical expenses that are 
incurred on their behalf.
k. The Oregon Tort Claims Act (ORS 30.260 to 30.300) permits Western Oregon 
University to accept responsibility only for the acts of its officers, 
employees and/or agents.  Western Oregon University is prohibited from 
accepting any liability for the acts, omissions and conduct of persons 
participating in activities.  The Student shall indemnify, defend and hold 
harmless the State, Western Oregon University, its officers, agents and 
employees from all claims, suits or actions of any nature arising out of the 
students participation in the planned event or activity, other than 
negligent acts of Western Oregon University, its officers, employees and/or 
agents.
l. If a participant will not be returning to WOU with the group, the 
participant will make this notation on and sign the Emergency Contact Person 
List again prior to leaving the group.
m. Any variation to the above agreement of this policy is understood to be 
the sole responsibility of the individual involved.