Off Campus Activity *

1. Complete the Student Activity Petition Form**
• For Students planning an activity off campus.
• Return the completed form to OSA for clearance
2. Complete the Waiver of Liability and Release Agreement **
   • To be used for all events/activities
   • To be completed by all event participants
   • Submit the completed forms to the office of Risk Mgmt
3. Accident Insurance (Apply only for high risk activity only)
   • Miscellaneous Accident Program Application (MAPA) (Optional)
   • Submit the completed MAPA application with a Check Request form to Risk Mgmt
4. Medical Treatment Authorization request form
   • For all event participants
   • Leader to maintain records until the event is over, then discard/shred/ or return that form to the participant
   • Medical History is optional—provided for individual with a special medical condition
5. Driver’s Questionnaire Form **
   • Annual renewal (only if planning to drive a university leased or rental vehicle)
   • All University drivers > 21
6. Driver Authorization Form
• Required department approval for student drivers
• For student drivers only under 21**
7. Authorization to Use Privately Owned Vehicles on University Business Form
   • For all drivers’ using a personal vehicle on a university sponsored activity**.
   • Submit with proof of auto insurance coverage limits to the office of LSU Risk Mgmt

On Campus Activity

For University Officials / Students, planning an activity/event on campus.

1. Facilities & Resources Form**
   • To reserve a building or room on campus—required reservation 1 to 2 months in advance of planned event
   • Return forms to Facilities Management
2. Activity Petition Form**
   • For students or clubs planning an activity on campus
   • Return to OSA for clearance
3. Event Permit Application form**  Fees from the City of Fire Department may apply.
   • Submit a location and diagram to the City o Riverside Fire Marshall & a copy to RMADA. 
   • Submit a Certificate of Liability form from the external group
   • Read Article 25-Places of Assembly for purpose of permit
4. Accident Insurance (For high risk activity only)
   • Complete the Miscellaneous Accident Program Application (MAPA) – Optional
   • Attach a Check Request form with the MAPA
   • Submit 2 weeks in advance for processing
5. Waiver of Liability and Release Agreement Form**(For high risk event activity)
6. Medical Treatment Authorization request form
   • For all event participants (especially for a child under 18)
   • Medical History form is optional—provided for individual with a special medical condition
7. Food & Refreshments:
   • Review the requirements for Non-Profit Temporary Food Facility

For external Event Coordinators, contact the Facilities Manager on more details and review the following list:

1. Complete the Facilities & Resources Form from the Office of Facilities Management**
   • To reserve a building or room on campus— reservation 1-2 months in advance of planned event
   • To complete and submit a Certificate of Liability form from the external group; go to  http://urmia.bene-marc.com/
   • Return the required documents to the Office of Facilities Management, Administration Bldg.
2. Event Permit Application** (Fees may apply from the City of Riverside Fire Department)
   • Submit a location and diagram to the City o Riverside Fire Marshall & a copy to RMADA*
   • Submit a Certificate of Liability form from the external group http://urmia.bene-marc.com/
   • Read Article 25-Places of Assembly for purpose of permit
3. Certificate of Liability form
   • Required from external groups planning events (weddings, etc)
   • Got to http://urmia.bene-marc.com/
4. Food & Refreshments:
   • Review the requirements for Non-Profit Temporary Food Facility

TRIPS

All travel requests must be authorized by the required signatures prior to making flight/hotel/conference arrangements. Submit your application to all the required areas for approval. Any travel expenses submitted without an authorized travel application may be denied.

DOMESTIC TRAVEL

1. Applicant to complete and sign the travel authorization form (attach check requests for travel advance, if needed)
   
2. Obtain signature of supervisor as needed (e.g., VP, Chair, Dean), if approved continue to the next step.
   
3. Submit the signed form to the Vice President of your department for approval (if applicable)
   
4. Forward the approved travel form to the Accounting office.
   
5. Upon the conclusion of your trip, submit an Expense Report with original receipts to the Accounting office.

INTERNATIONAL TRAVEL

1. Applicant to complete and sign the travel authorization form (attach check requests for travel advance, if needed)
   
2. Applicant to check the U.S. Department of State International Travel Advisory website at (click here) and attach a print-out of the ‘Travel Warning’ to your application.
   
3. All applicant travelers to complete and attach the AIU Short Term Insurance Application (click here to download) with the applicable fees.
   
4. Obtain the signature of supervisor as needed (e.g., VP, Chair, Dean), if approved continue to the next step.
   
5. Submit the signed form and all attached documents to the Vice President for department approval.
   
6. The VP will take the Travel Authorization Application to the Executive Committee for final approval.
7. Once the committee approves the applicant’s international travel, the committee’s secretary will notify the applicant; forward the approved application to the Accounting office; forward the completed AIU insurance form for processing to the LSU office of Risk Management.
   
8. The LSU office of Risk Management will process the completed AIU insurance forms and will forward the documents to the office of Adventist Risk Management.
   
9. As part of your travel arrangement, please register your trip with the U.S. Embassy or Consulate nearest your destination before arrival in-country and keep the Embassy or Consulate informed of your whereabouts while in-country. This should be done online: http://travel.state.gov/travel/tips/registration/registration_1186.html
   
10. Upon the conclusion of your trip, submit an Expense Report with original receipts to the Accounting office.

Vehicle Rental*

1. Complete the Driver’s Questionnaire form **
   • For All University Drivers
   • Annual renewal (July 1)*
     • To drive a University vehicle or rental vehicle (> 21 years of age)
2. Complete the Vehicle Use Authorization Request Form**
   • Motor-Pool vehicle reservation at Physical Plant
   • Department Heads to authorize student drivers (> 21 years of age) to drive a University vehicle*
3. Complete the Driver Authorization Form**
   • For student drivers over 21
   • Required authorization by the Department for student drivers (> 21 years of age) to drive a university owned/leased vehicle *
4. Vehicle Use Policy—Please read for your safety

**Required

*Submit all required documents to the Director of Risk Management & ADA. (RMADA) for inspection and approval.