Planning Ahead for Warm Weather Outings

Warm weather often brings with it the opportunity to engage in activities beyond your normal scope of operation. These activities can be valuable educational and/or entertaining experiences. However, they can also present certain risks and hazards that can be mitigated to an acceptable level with some forethought and planning. The following guidelines/considerations are recommended to supplement existing procedures established by your organization.

General Planning

• Identify specific hazards and dangers that may impact the health and safety of participants.
• Identify special requirements for participation: level of fitness, special skills, etc.
• Ask participants about special needs that might need to be accommodated.
• Plan for emergencies by bringing a cell phone and first aid kit.
• Maintain a roster of participants and leave it with your institution or department.

Obtain from each participant:

• Emergency contact information.
• Written permission to participate signed by the parent/guardian if participant is a minor.
• Contact the Office of Risk Management to find out whether a Liability Waiver & Medical Authorization Form is required.

Transportation

• Determine transportation needs, such as what type of vehicle or other transportation might need to be arranged.
• Determine who is authorized to drive. Make sure all drivers have a valid and appropriate driver’s license. In addition, a copy of the license history may be required – check with your diocese’s insurance department.
• Verify and confirm the vehicle’s insurance.
• Determine route.

Accidents and Insurance

Employees are covered by workers’ compensation and liability insurance while in the course and scope of their employment.

Students are not covered by workers’ compensation; therefore, it is recommended that students provide medical insurance information.

Immediately report accidents to the A.I.M. Mutual at 1-800-899-1242.