Immersive Learning Compliance Guidelines and Directions

The immersive learning experience organizers (faculty and Eigel Center staff) should ensure that each participant (students, faculty, staff) reviews and understands Xavier off-campus experience and travel policies, submits itinerary information, complete and sign the appropriate form(s), collect, submit, and retain the completed forms before starting the experience.

Faculty should plan enough time with students during the semester to communicate, review, and complete all necessary forms.

General order to ensure compliance with Xavier Risk Management & Insurance and Office of Student Involvement:

1. Review the COVID-19 Off-Campus Travel and Activities page and Student Domestic Travel Policy of the Xavier University Policies & Procedures Manual
2. Review the Xavier University Travel Guidelines from the Office of Risk Management & Insurance.
3. Register the experience with the Office of Student Involvement by submitting the web based Off-Campus Travel and Activities Form on EngageXU at least ten (10) working days in advance of the travel to the experience. Eigel Center will support completion.

• To complete the form, the following information is needed:
  • Detailed travel itinerary:
    • Travel destination
    • Arrival date/time at destination
    • Departure date/time from destination
    • Planned activities, schedule of events
  • Contact information:
    • Name and contact information of host organizations
    • Organization name, address, main phone number
    • Main employee contact name
    • List of all Xavier student and employee participants
      • Name, Banner ID
      • Mobile phone numbers of each participant
      • Name and mobile phone number of emergency contact for each participant.
      • Name and mobile phone number for the responsible Xavier employee(s) who will be available to the students at all times during the travel.
  • Transportation Information: 
    • Type of transportation
    • List the Xavier Risk Management authorized drivers
      Driver Authorization Form
    • Allow three (3) days to complete the process
      • Mandatory van driver safety training for driving 12 or 15 passenger van.
        The electronic form will be reviewed by the Office of Student Involvement and forwarded to the appropriate administrator(s) for review, as necessary.

     4.  Complete insurance waivers for all participants using Waiver Matrix:

• Student Faculty Staff Overnight Experience (AOR 102)
• Student Faculty Staff Day Trip Experience (AOR 103)
• Ongoing Experience On and Off Campus (AOR 101)
• Student Health History Form Domestic and International (HHF 201)
• Faculty/Employee Health History Form (HHF 203)
• Waiver for students under 18 must be signed by parent/guardian

     5.  Complete Xavier Video, Audio, Photo Release Form for all Xavier participants.

     6.  Retention of forms:

• Faculty or Eigel Center keep copies of the signed release agreements (AOR 102).
• All original signed forms shall be kept in possession by Xavier organizer during the experience.
• Give copies (printed or electronic) of the signed waivers to the Eigel Center and your academic department before the experience.
• Must be retained for two (2) years after the dates of the experience.
• Give copies (printed or electronic) of the signed waivers to Campus Police (XUPD) along with an itinerary before the experience. Adrian Fuller, fullera@xavier.edu, Lieutenant, and Ysela Stefanski, stefanskiy@xavier.edu, Administrative Assistant, Risk Management.

     7.  Certificate of Insurance as proof of Xavier's coverage(s).

• Only needed if requested by host organization(s) to show evidence of the university's insurance coverage.
  • Eigel Center will coordinate with host organization and complete the request form if needed.

     8.  Set-Up GroupMe, free group messaging app, before the experience.

• Allows real time mobile communication between the entire group, while maintaining the privacy of personal contact information.