Student Handbook: Activities and Travel

ACTIVITIES, EVENTS, TRAVEL & MISSIONS TRIPS

An education that consists solely of class time and homework is an incomplete education, and Biola offers a wealth of opportunities for learning, growing, ministering, and playing that go well beyond the classroom. All students are encouraged to become involved in activities, events, and ministry and missions trips. In order to maintain the quality and safety of these programs and their participants, the following policies have been crafted.

GENERAL GUIDELINES

Disclaimers and releases

All students participating in Biola-sponsored events must consent to (and provide signature so acknowledging) the following statements:

a) Liability Release: In consideration of being permitted to participate in the activity on the specified date, in full recognition and appreciation of the dangers and hazards inherent in this activity including transportation to and from such activity, the student does hereby agree to assume all the risks and responsibilities surrounding my participation in the activity; and, further, does for themselves, their heirs, and personal representative(s) hereby defend, hold harmless, indemnify, release, and forever discharge BIOLA UNIVERSITY, INC. and all its trustees, officers, representatives, agents, and employees from and against any and all claims, demands, actions, or causes of action on account of damage to personal property, or personal injury, or death which may result from the student’s participation in the activity, and which result from causes beyond the control of, and without the fault or negligence of, BIOLA UNIVERSITY, INC., its trustees, officers, representatives, agents, or employees.

b) Medical Consent: The signing participant gives his/her consent to receive treatment for illness or injury, medication or immunization deemed advisable through the Biola University Health Service, and to make the necessary referrals to other facilities, if indicated. The participant further consents to any x-ray examination, laboratory test, anesthetic, medical or surgical diagnosis and hospital service that may be rendered under the general or special instruction of any licensed physician, whether such treatment or diagnosis or immunization is rendered at the office of the physician or at a licensed hospital or health department. It is understood that this consent authorizes the physician to exercise his/her best judgment as to what is best for the individual patient. This consent will remain effective throughout the duration of this event unless revoked in writing and delivered to Biola University.

c) Statement of Responsibility: Biola University has established guidelines for the conduct of the Board of Trustees, faculty, staff, and students. These guidelines also apply to non-students participating in Biola sponsored activities. Participants are expected to refrain from the use of alcoholic beverages, tobacco, illegal drugs or the abuse of either prescription or non-prescription drugs and from gambling. Also, Biola does not allow social dancing at University-related or sponsored activities (any activity that involves an identifiable University group, is publicized on campus, and/or has the appearance of being University-related, whether held on or off campus). Further, they are expected to use discernment to abstain from activities that are morally degrading; this includes movies and television programs viewed and other entertainment, recreational, and social activities.

Responsibilities of the Advisor

a) Every Biola-sponsored event or trip must have an Advisor.

b) The Advisor (the faculty, chairperson or staff member directing the activity) must be on the payroll of the university as an 01 or 02 employee, either part-time or full-time. No students may be advisors. The choice and selection of an advisor is usually based on the initiative of the student leaders, program requirements or the department chair/director.

c) The Advisor is ultimately responsible for the completion, accuracy, and submission of all official forms, such as the Student Activity Log. Student leaders may assist but they may not assume final responsibility.

d) Responsibilities of the Advisor include an active participation in training and team development; supervision of the group and the student leaders (if any), including administrative support; and development and implementation of emergency procedures. Ideally, the Advisor accompanies the team on the trip; at minimum, he/she must be accessible for the duration of the trip for communication and emergency needs.

e) The Advisor should maintain a team roster and have a completed copy of the Student Activity log (front and back) along with a current itinerary (if the group is traveling).

f) Advisors or administrative staff involved in the coordination of student activities should be trained in the procedures and use of the Student Activity Log by their respective departments before they are required to use the forms.

ON-CAMPUS EVENTS

Within the University mission of providing a well-rounded, Biblically-centered education, "equipping men and women in mind and spirit to impact the world for the Lord Jesus Christ," it is important to foster an overall sense of well-being by maintaining positive University-student relations and University-public relations. A key factor in this goal is the careful coordination of University co-curricular and externally-sponsored events, to avoid scheduling conflicts that may take a variety of forms (see following: "What if there are problems with a proposed event?")

The Public Events Board (PEB), in cooperation with the Campus Coordinator, is responsible for the approval of all proposed events at Biola University. Proposed events are examined and screened in light of the University mission and calendar. No event may be confirmed and scheduled without the approval of the Public Events Board and the Campus Coordinator. The Public Events Board is appointed by and reports to the University Provost.

University Events Scheduling Policy

Background: The number, variety, scope and complexity of events occurring on the Biola University campus increases significantly each year. In order to maximize the success of these events, foster cooperation, resolve conflicts and enhance our overall professionalism, a basic system of coordination and scheduling is imperative. This responsibility is delegated to the Public Events Board (PEB), working in concert with the Campus Coordinator, under a mandate from the Office of the Provost. This document explains the policies and procedures pertaining to events and their scheduling.

What is an "Event"? An "event" is any University-related or University-sponsored activity, on or off campus, that uses University facilities, equipment and/or set-up services, and/or promotional materials. If you have questions regarding what constitutes an "event" requiring approval, please call the Campus Coordinator at ext. 5816.

The "Main Rule" of Event Scheduling: Any office, individual, group or organization planning an event or meeting must submit a scheduling request to the Campus Coordinator via e-mail icon. All events/meetings submitted to Campus Coordination are subject to Public Events Board review and approval. Do not publicize your event or make reservations or other commitments before receiving PEB approval.

Scheduling an Event

1. Any student supervising an event must submit a PEB request form to the Campus Coordinator; the forms are available from the office of Campus Coordination. If the request is submitted by a Faculty or Staff Advisor, they may use the BUBBS Campus Coordination icon, in the Conferences/Departments & Services/Campus Coordination folder.

2. Adequate lead time and specific, detailed setup instructions are required. Requests for event setups are to be submitted in detail to the Campus Coordination office at least three (3) weeks prior to the event (significantly more lead time suggested for larger events). NOTE: There is a $50 late fee for any initial set-up requests made less than three weeks before your event. Requests are processed on a first-come, first-served basis.

3. After Public Events Board review, you will be notified in a timely manner of your event's approval, or of other decisions regarding your request.

What if there are Problems with a Proposed Event?

Challenges with proposed events generally fall into five categories: (1) the venue for the proposed event is already reserved on that date/time by another group for their event; (2) the proposed event is being marketed to the same audience as another already-approved event, at the same time, thus potentially hindering both events from reaching their desired audience goals; (3) the setup, parking or sound of the proposed event may potentially detract from a scheduled event; (4) the proposed event may potentially create an unmanageable workload for Facilities Services or Campus Safety in terms of setup or security, due to other already-scheduled events on campus; and, (5) the proposed event presents a perceived challenge within context of the mission and/or philosophy of the University, or is potentially "philosophically" incompatible with an already-scheduled event at the same time.

If a proposed event presents challenges within the context of the University's events schedule and plan, the PEB may suggest either relocation or rescheduling of the event, or encourage its modification. If the proposed event presents a perceived challenge within the context of the University mission, the Board may defer this event to the Provost’s Office with recommendation for disapproval. In such cases, the PEB’s recommendation may be appealed directly to the Provost.

In all decisions, the PEB will keep in mind the need to build relationships within the Biola community and will make its decisions with the success of each event in mind. An unsuccessful event is detrimental to our internal and external public relations.

After the event is approved:

1. After you receive a confirmation e-mail from Campus Coordination, you may update your set-up and logistical needs, if necessary.

2. The actual setup of tables, chairs, sound systems, special room arrangements, window black-outs, etc., is performed by personnel of the University's Facilities Services department but must be requested through Campus Coordination. For liability reasons, students and other staff are not allowed to do setups.

3. Late or "last minute" changes in setup requests can be difficult to accommodate. Such requests should be made no later than one (1) week prior to the event. The request(s) are to be made in the same manner as outlined in "Setup Requirements," above.

Important and helpful tips:

1. Event and facilities reservation requests are reviewed on a first-come, first-served basis. Requests for facilities are often made months in advance. Wherever possible, academic departments, University departments, and student groups are encouraged to submit their event requests for the following academic year no later than 6 months before the date of the proposed event.

2. Events requiring the use of the gym are subject to its availability. Athletic contests will receive priority even if the event is not on the master calendar.

3. University resources of tables, chairs and AV equipment are limited and are handled on a first-come, first-served basis.

4. The safety and protection of the Biola community and its guests are of the utmost importance. Please note that you may be required to have Campus Safety officers assigned to cover your event. Any questions or concerns related to officer support at an event should be directed to the Campus Safety Administrative Office at x 4877.

5. "Traditional Events" receive "calendar priority."

a. What is a "Traditional Event"? Biola University is committed to the development of the whole person in all its programs. Certain annual cultural, social and co-curricular events are considered to be of such value and significance in the life and history of the University that they are accorded special status. These events are called "Traditional Events." Traditional Events usually involve a large segment of the campus community, but do not necessarily appear on the Academic Calendar. Most Traditional Events have at least a ten-year annual history at the University. Current Traditional Events are listed below.
b. What is “calendar priority”?

i. Traditional Events are de facto on the University Events Schedule. When these events occur on their normal dates, a scheduling request is unnecessary. (Equipment set-up requests are still required, however, and can be made through the Campus Coordination e-mail icon.)
ii. Other events may be scheduled concurrently with a Traditional Event. However, such concurrent scheduling may be the exception rather than the rule. As specified in the University Event Scheduling Policy, any event scheduled on the same date and time as a Traditional Event must be approved by the Public Events Board.
iii. If the date(s) of a Traditional Event needs to be changed, the event planner must submit an event scheduling request, to coordinate the preferred new date(s) with calendar availability.

The following are Biola University Traditional Events:

Traditional Events	Traditional Dates	Event Coordinator
Fall Student Orientation Activities	Friday prior to week classes begin	Student Development
Parents Opening Day Luncheon	Saturday prior to week classes begin	Parent Relations
Art Gallery Openings	1st Tuesday of each month	Art Department
Athletic Contests	Per each sport's conference schedule	Athletics
Parent/ Family Weekend	2nd weekend of October	Alumni/ Parent Relations
Torrey Conference	3rd week of October	Assoc Dean Spiritual Form.
Lyman Stewart Lectures	Last Tues. and Thurs. of October	Talbot
University Day	1st Thurs.-Sat. of December	Admissions
Christmas Tree Lighting	1st Friday of December	Alumni Relations
Fall Commencement	Third Week of December (M-F)	University Events
Homecoming	3rd Fri. or Sat. of February	Athletics/A.S.
Nursing Commitment Ceremony	2nd Saturday of March	Nursing Department
Missions Conference	3rd week of March	Student Missionary Union
ACSI Science Fair	4th Fri. in March (unless good Fri.)	Science Department
Spring Banquet	3rd Friday after Spring Break	Student Relations
Major Works Concert	2nd Saturday in May	Music Department
Graduation Banquets	3rd Fri. in May/ 2nd Fri. in Dec.	Alumni Relations
Spring Commencement	Full week prior & last Sat. in May	University Events

[Some additional Music Concert Series events are considered traditional in nature, but the annual dates cannot be specified with certainty. These selected events will have the same calendar priority as other traditional events as the Music Department specifies their dates.]

TRAVEL POLICIES AND APPROVAL PROTOCOL

In the interest of preserving students’ safety and security, students on Biola-sponsored activities are not permitted to travel to locations for which the US Department of State has issued Travel Warnings (available at http://travel.state.gov/travel_warnings.html). Further, students are not permitted to travel to locations that Biola University, through MARC (the Missions Assessment and Review Committee), designates as dangerous. Students who travel to proscribed locations will be considered to be in violation of university policy and therefore subject to discipline and sanctions, including disqualification from future Biola-sponsored international travel.

Protocol for Trip Approval

a) MARC will provide current short-term mission (STM) guidelines and a proposal format to the Student Missionary Union (SMU) each spring after the new SMU staff is hired. All Proposals must include the following information:

i. Team leader’s name and phone number
ii. Names of any faculty or staff advisors or leaders that will accompany the team
iii. Advisor’s name and phone number
iv. Location of the trip including specific detail as to the cities that will be visited
v. Sponsoring agency including address, phone number, and name of a contact person at both the agency and on site at the ministry location
vi. A list of intended activities (e.g., street evangelism, teaching children, conducting worship, building projects, etc.)
vii. Initial fundraising plan
viii. A list of potential difficulties that the team might encounter (eg. Language barriers, hostility toward foreigners, remote location, lack of certain resources, etc.)
ix. A corresponding list of potential steps to be taken to manage the recognized concerns

b) MARC will receive and review all proposals for SMU sponsored STM teams. Proposals must be received no later than September 30th for Interterm trips, November 30th for Spring Break trips, or February 28th for Summer trips.

c) MARC may consult the Liability Task Force regarding legal or liability issues related to a STM.

d) MARC will either deny, return a proposal for revision or issue an initial approval for the proposed team within two weeks of submission.

e) Non-approved teams may resubmit proposals after the requested revisions are made.

f) A copy of each approved proposal will be forwarded to the supervising dean and to the Provost.

g) MARC will facilitate the education of SMU and other STM sponsors on the Biola University campus by requiring

i. One individual from each team to take INCS 470, Short Term Mission Leadership, or be involved in an alternative form of training.
ii. Each team leader to attend a Fundraising training session sponsored by the Department of Development before their fundraising may begin.

h) MARC maintains the authority to either disapprove or cancel a STM if deemed in the best interest of the University. Reasons for disapproval or cancellation may include but are not limited to:

i. Lack of responsible leadership on the part of the team by not adhering to general timeline.
ii. An incomplete Student Activity Log (Complete log must include form B both front and back completed, health forms with all requirements completed for all participants, itinerary, and budget.)
iii. Loss of a team advisor
iv. Lack of financial support
v. Loss of a sponsoring agency
vi. World unrest determined to be a potential threat in the proposed STM location
vii. Current State Department Advisory statements.
viii. Any circumstance that may place the university at undue risk.

i) MARC maintains the authority to recall an STM from the field if deemed in the best interest of the University. Reasons for recall of a team may include but are not limited to:

i. Loss of a sponsoring agency
ii. World unrest determined to be a potential threat in the STM location
iii. Current State Department Advisory statements.
iv. Any circumstance that may place the university at undue risk as determined by MARC in consultation with the Liability Task Force.

Budgetary policies

a) All funds must be secured prior to departure. Biola University does not extend financing to STM teams.

b) If a cash advance is requested, the individual requesting the advance becomes responsible for the funds. Final check request(s) may be submitted no later than 1 week before departure date.

c) Completed expense report(s), along with complete set of receipts and any unspent cash, are to be submitted no later than 2 weeks after the ending date of the STM. Failure to submit a complete and accurate expense report in a timely manner may result in financial obligation and/or disciplinary action toward the student.

Guests

A trip may included participants who are not Biola faculty, staff, or students, providing:

a) The participant agrees to abide by all regulations governing the trip, including the Biola Community standards.

b) The participant completes a Health Form. For international travel, the participant will obtain both an immunization consult and all required immunizations from his/her own health care provider. The Biola Health Center will not provide consults or immunizations for non-Biola participants.

STUDENT ACTIVITY LOGS & EMERGENCY PROCEDURES

This policy provides guidelines for the protection and safety of students, and consideration of liability and risk for the University. This policy applies only to pre-approved student activities conducted as described below. The policy applies to particular off-campus student activities in two main categories.

For class credit within an academic program. Activities include:

Service-learning class projects
Off-campus studies
For credit internships

For non-credit ministry-related activities. Activities include:

Nursing trips to homeless shelters and ministry-related programs to Mexico
School/ department retreats for students
Ministry-oriented programs, such as short-term missions trips

This policy requires that certain Biola student activities and events be documented and approved through identified University personnel. This policy identifies any student activity organized and conducted by a member of a department (i.e., professor or staff member) as a Biola University sponsored event. This policy provides the forms and related procedures for the process of documentation and approval.

1. Types of Student Activity Log Forms

a) Student Activities which do not require forms: Some pre-approved class-related or spontaneous activities held outside the classroom, under the supervision of a professor of staff member, or as course requirements, do not require a Student Activity Log. Activities include:

Classes or informal gatherings at professors’ homes
Class field trips, e.g. to museums, to beaches, without overnight stay.
Class field projects, e.g. TV taping crews
Internships under the supervision of a professor and/or outside professional agency; e.g. hospital or clinic
Local individual/small group music or church performances

b) Student Activity Log A: Generally used for simple, one day or less events, or regular and short off-campus activities of low to medium risk. Activities include:

Class field trips that require medium to high risk activities (e.g. rock climbing) within the course
Hiking/ biking trips
Class or Retreats (over-night or 1 day)
Orientation events that involve traveling off-campus

c) Student Activity Log B: Required for longer (2 or more days), more complex events or a group of related events. More complex events include local and international trips, and ministry-related activities of medium to high risk. Includes required attachments. Activities include:

International trips; e.g. Biola England, SMU or Student Ministries trips out of country
Music groups on tour; e.g. week-long trips or across country
Trips/ events that travel out of state, or over long distances (more than 200 miles).
Class or Department Retreats (of more than one overnight stay)
Events organized by department or faculty outside of class curriculum, which involve physical activities including water sports, rock-climbing or roller-blading.

NOTE: Level of risk is defined here in terms of the cumulative exposure of a student to possible dangers from a range of factors. These include distance, location, communication channels available, type of transportation, health, personal safety, types of physical activity, political unrest, terrorist activity, state and federal warnings.

2. How to Start a Student Activity Log (SAL)

a) Obtain a log form from the department chair, director, or secretary.

b)    The department chair or director should maintain an updated master list of regularly scheduled or annual activities for logs A and B, and provide a copy to the Risk Management Department for reference. All new activities must be assessed by the department chair, with the assistance of the Provost’s Liability Advisory Council (PLAC). The department director, chair or advisor should determine the type of form (A or B or none) to use before the event.
c)    Complete and submit Log A for Administrative Approval signatures at least one week prior to event. Log B must be completed and submitted two weeks prior to event. International trips must submit Log B three weeks prior to departure.
d)    Use the Checklist on the front of the log to assist in completing the form as necessary.

3. How to complete a Student Activity Log (SAL) form A

a)   Complete the details of the activity as requested. These include type of activity, purpose, location, dates, contact person on site, and Advisor in charge.
b)   Obtain the signatures of all the students participating in the activity, after they have read the release form on the opposite side of the form. The student leader(s), if there are any, should sign first.
c)   Check the details, including attachments (if any).
d)   Submit the form to the Faculty/Staff Advisor for review and signature. The Advisor should also have read and understood the ‘Advisor Responsibilities’ (see page 4 of this form).
e)   Through your Advisor, obtain the approval signature from the Director or Department Chair sponsoring the event. This should occur no later than one full week prior to the event/trip.
f)   Be sure to have the form returned to you once both “Approval” signatures are obtained.
g)   Send a copy to the Switchboard for reference prior to the activity, in case of emergency.
h)   After the event is over, file the original form with the academic department (for Academic trips) or with the Office of Student Development (for non-Academic trips) for reference and archiving. The completed Student Activity Logs and Student Health forms/ attachments must be kept in a secure location and archived for at least 5 years.
i)   Any changes of itinerary, or updates of information on this Activity Log, after it has been submitted, must be communicated promptly to the sponsoring department and the Switchboard.

4. How to complete a Student Activity Log (SAL) form B

a)   Complete the details of the Activity Log. These include type of activity, purpose, location, dates, contact person on site, and Advisor in charge.
b)   Obtain the signatures of all the students participating in the activity after they have read the release form on the opposite side of the form.
c)   Attach the following to the form:
i)   Itinerary of dates, flight/transportation information, location and contacts on site
ii)   Student Health Forms for each participant (see pt. 6 below)
iii)   Emergency procedures and contacts list (see pt. 7 below)
iv)   Budget sheet (for missions trips; detailing what money is available and how it will be spent)

d) Submit the form to the Faculty/Staff Advisor for review and signature. The Advisor should also have read and understood the ‘Advisor Responsibilities’ section.
e) Bring the forms and attachments to Accounting department (Lower Metzger) for “Budget Administrator” and “Risk Management” approval signatures.

i) the Budget Administrator will assess if the group has sufficient funds to travel (mission/ministry trips).
ii) the Risk Management office will assess whether a charge for additional insurance coverage is required.

f) Through your Advisor, obtain the approval signature from the respective Dean, Associate Dean, or Department Chair. This should occur no later than 2 weeks prior to the event/trip. International trips should be submitted no later than 3 weeks prior.

g)   Be sure to have the form returned to you once all “Administrative Approval” signatures are obtained.
h)   Send one copy to the Switchboard for reference prior to the activity, in case of emergency.
i)   After the event is over, file the original form with the academic department (for Academic trips) or with the Office of Student Development (for non-Academic trips) for reference and archiving. The completed Student Activity Logs and Student Health forms/ attachments must be kept in a secure location and archived for at least 5 years.

j) Any changes of itinerary, or updates of information on this Activity Log, after it has been submitted, must be communicated promptly to the sponsoring department and the Switchboard.

5. Special Procedures for Recurring or Semester-long Activities/Events

a)   The Master list of recurring activities is maintained by the Department Receptionist or Secretary.
b)   The list should be updated every semester/ year as needed, at the beginning of the semester/ year. Each department should maintain their updated masterlist and provide a copy for Risk Management.
c)   Advisors for all departments sponsoring activities should provide updates to the department chair of student activities under their supervision at the start of the academic year.
d)   If there are new activities or changes to existing student activities, the faculty/staff advisor should provide a description of the activity, location and other related details to the department chair to determine the appropriate form to use. The department chair may consult with the Provost’s Liability Advisory Council (PLAC) in assessing the activity and inform the advisor as needed.

e)   Advisors may be required to provide additional documentation for an activity, if deemed necessary by the chair of the supervising department.
f)   For Log A activities that occur on a regular basis over the course of a semester with the same participants, the Advisor should fill out one form and attach an itinerary of locations, dates and contact persons and numbers for emergency purposes. Each participant need only sign a release form once for the full semester.
g)   For Form B activities that occur on a regular basis over the course of a semester with the same participants, the Advisor should fill out one form and attach an itinerary of locations, dates and contact persons and numbers for emergency purposes. The release forms need only be signed once by each participant for the full semester.
h)   Submit the completed forms, with all necessary signatures and attachments to the chair of the sponsoring department for checking and filing.
i)   Provide a copy to the Switchboard for reference in case of emergencies.
j)   Communicate any changes of itinerary or information on the Activity Logs via e-mail or phone, if these occur after they have been submitted, to the department and the Switchboard.

6. Student Health Forms

a) For General Activities (requiring Student Activity Log B)

i.   The Advisor must provide a copy of the health form for each participant to complete. Students participating in more than one activity within the school year may give permission for the department to retain their completed Student Health Forms, after having filled it out once.
ii.   The Advisor is responsible for distribution and collection of all Student Health Forms from team or group members, including copies of insurance cards.
iii.   Each team member is responsible for completing a Student Health Form.
iv.   Complete only the front of the form.
v.   Attach a copy of your health insurance card. Students are responsible for verifying that their health insurance will cover them in the location to which they are traveling.

b)   For International and/or Special Circumstances groups. In addition to the above, you must:
i.   The Advisor must contact the Health Center first for a general overview of health needs, including required immunizations for a particular country before completing the health forms.
ii.   Each participant must complete both sides of a Student Health form.
iii.   Participants must visit the Health Center for completion of the immunization consult. For the well being of the students participating in a program, all immunizations required by the Health Center must be completed in order to participate in the event or trip. Immunizations may be obtained through other health care providers. Immunizations considered ‘recommended’ are not required but should be taken seriously (see “Immunizations” below).
iv.   Two appointments are required for each team member, one for a consultation and another for immunizations from the Biola Health Center (or other Health Care Providers) before they can participate in the program.

7. Emergency Procedures and Communication Protocols

(a) Purpose

i. Biola has university wide policy in place for steps to take in the event of an emergency or disaster. This policy is intended to standardize and make official specific steps that the Student Missionary Union (SMU) and its advisors will take so that news of the emergency can reach the proper university officials, who are then bound by the existing university policy to pass on information through the appropriate channels (including family members).
ii. For the purposes of this policy, an emergency is understood to be a serious, unexpected occurrence or event that necessitates immediate action. Examples include: serious injury or death of a team member, civil unrest or war, natural disaster, stolen passport or money, physical or sexual assault of a team member, etc.

(b) Preparation

i.   SMU and/or its advisors will provide the Switchboard with a roster of all missions teams that will be sent out (e.g. all teams for Interterm, Spring, etc.).
a.   The roster will include the names of the teams, the names of the team leaders, the dates of the trips, the name of the faculty advisors, the campus extension of the faculty advisor, and the home phone number of the faculty advisor.
b.   The roster will also include a condensed version of the information below in the form of an easy to read flow chart.
c.   The roster will be submitted to the Switchboard at least two weeks before the date of the first team’s departure.
ii.   SMU personnel are available for additional consultation. The SMU positions that would be most informed regarding the contents of this policy include: SMU Director of Logistics, SMU Director of Short-term Missions, SMU President.

(c) In the event of an emergency with a team:

i. Team Members will contact the Team Leaders immediately.

a.   The Team Leaders are responsible for the team as a whole and need to know what is taking place. Individual team members must follow these procedures and not act on their own (unless for extenuating circumstances the Team Leaders are not able to be contacted), otherwise communication might break down.
b.   In the event that Team Members are not able to contact their Team Leaders, the Team Members will proceed onto the next step.
ii.   Team Leaders will contact their local Missionary Organization / Contact.
a.   The local contact should be able to coordinate activities and communications to allow the team to receive emergency help or transportation to an emergency facility.
b.   If the Team Leaders are not able to contact their local Missionary Organization / Contact, they will still proceed onto the next step.
iii.   The Team Leaders will then call the team’s Faculty Advisor.
a.   The Faculty Advisor is the main communication hub for all messages going to or from teams in the field, and will coordinate necessary assistance.
    The Faculty Advisor will also contact the Administrative Liaison for SMU regarding the emergency.
    The Administrative Liaison for SMU will then contact the SMU Advisor and the SMU President regarding the emergency.
b.   If the Team Leaders are not able to speak directly with the Faculty Advisor, then they are to leave a voicemail message with a phone number where the team may be contacted with the advisor and then move onto step 4.
iv.   If the Faculty Advisor is unavailable, then the Team Leaders will call Biola’s Switchboard.
a.   The Switchboard is available 24 hours a day, 7 days a week to take messages. The Switchboard serves as a liaison in case the Faculty Advisor is unavailable. The Switchboard will take down the nature of the emergency, the phone number, and contact information of the team.
b.   The Switchboard will then attempt to contact the Faculty Advisor.
c.   If the Faculty Advisor is still not available, then the Switchboard will leave a voicemail message for the Faculty Advisor and will move onto step 5.
v.   If the Switchboard is unable to contact the Faculty Advisor, then the Switchboard will call the Administrative Liaison for SMU.
a.   The Administrative Liaison for SMU will have all of the team’s information available will be able to coordinate communication and whatever actions might be necessary in the absence of the team’s Faculty Advisor.
b.   If the Administrative Liaison for SMU is not available, then the Switchboard will leave a voicemail message and will move onto step 6.
vi.   If the Switchboard is unable to contact the Administrative Liaison for SMU, then the Switchboard will call the SMU Advisor.
a.   The SMU Advisor will also have access to all of the team’s information and will similarly be able to coordinate communication and whatever actions might be necessary in the absence of the team’s Faculty Advisor.
b.   If the SMU Advisor is not available, then the Switchboard will leave a voicemail message and will move onto step 7.
vii.   In the event that the Switchboard cannot contact any of the above personnel, the Switchboard will:
a.   Wait for one of the above mentioned personnel to respond to the messages that were left by the Switchboard.
b.   The Switchboard will immediately contact the Chief of Campus Safety for direction.
c.   The Chief of Campus Safety may contact personnel as deemed necessary to handle the emergency, while keeping the following in mind:
    Philosophically, SMU desires that the Switchboard serve as a liaison, but should not be placed in the awkward position of orchestrating emergency details with an unfamiliar team of students. It is desired that the responsibility for the coordination of communication between the team and university officials and family members should be handled by one of the previous mentioned personnel.
    The Switchboard will abide by established university policy.

(d) In the event that the team needs to be notified about an emergency at home (e.g. illness or death of a family member, serious logistical problems with the team’s support, etc.):

i. The Faculty Advisor will function as the main contact person and will coordinate communication and planning between the team and family members, university officials, etc.

a. The Faculty Advisor will also contact the Administrative Liaison for SMU regarding the emergency.
b. The Administrative Liaison for SMU will then contact the SMU Advisor and the SMU President regarding the emergency.

ii. In the event that the Faculty Advisor is not available, the Administrative Liaison for SMU will function as the main contact person.
iii. If the Administrative Liaison for SMU is not available, then the following people (presented in order) will temporally serve in this function:

a. SMU Advisor .

iv. This step will not apply during the Summer, as this position is not filled during that time.
v. The SMU Advisor will be contacted at the earliest possible time to be notified about the emergency.

(e) Non-emergency communication

i. Non-emergency contact requests should be directed to the Faculty/Staff advisor or department chair. If a family member or concerned friend requires information regarding a specific program or student in a program, the Biola switchboard operator will direct all inquiries to the Advisor or department chair.

ii.   Inform caller (the family member or friend) that we will convey their message to the individual and ask them to return the call as soon as possible. Also explain that we are unable to release information at the present time.
No information pertaining to students over the age of 17 can legally be released to outside parties except in the case of an emergency. Information regarding students aged 17 and under can be released to parents or legal guardians only.
iii.   Relay the message to the Advisor or department chair.
iv.   Refer to the Student Activity Log (participant list, itinerary and contact information) to locate and contact the relevant student. The Advisor or chair should ensure that the caller receives a response within 24 hours if possible. The Advisor or chair will contact the student or group and facilitate their timely response as appropriate.
v.   Direct any follow up phone calls from the family member or friend to the Advisor or chair.

IMMUNIZATIONS

For the well being of the students participating in a program, all immunizations required by the Health Center must be completed in order to participate in the event or trip. Immunizations may be obtained through other health care providers.

Biola Health Center requirements are based on information from the Centers for Disease Control. In the event of differences in recommendations between Biola Health Center and other Health Care providers, the Biola Health Center will take precedence.

An Advisor may petition to the appropriate Dean, on behalf of the team, for an exemption from required immunizations. The Dean shall consult with the Director of the Biola Health Center and the doctor in residence to determine whether these may be waived for the group. The Biola Health Center has the final decision-making authority whether the exemption may be granted. Individual student team members may not request exemptions directly from the Heath Center.

Immunization disclaimers and releases:

The participant agrees to take full responsibility for the implementation of required immunizations. These immunizations are available at the Student Health Center, but may also be acquired through a private physician or clinic. Required immunizations must be completed one month before travel and the participant acknowledges that if he/she has not received the required immunizations within the required time, they will not be allowed to participate in the activity.
The participant also understands that, in planning to participate in this planned activity, there may be recommended immunizations for the activity. The participant will take full responsibility for their own decision to receive, or not receive, any of the recommended immunizations. Futher, the participant understands that refusing recommended immunizations or medications could result in serious medical illness. The participant will not hold Biola University or the Student Health Center responsible for contracting diseases, which could have been prevented through receiving recommended immunizations and/or prophylaxis for malaria.