Self Service Waivers
Background:听尝颈补产颈濒颈迟测听waivers聽are an essential part of planning any event that involves elevated risk activity. They inform the participant of the risks and help protect 51吃瓜网 from liability in case of accidents or injuries that may occur during events.
These waivers are for events in which the ONLY participants are currently enrolled VU students. 聽For events where there are participants who are not currently enrolled VU students, please email ogc@vanderbilt.edu (subject: waivers) for guidance.
"Do I Need a Waiver?" Decision Tree
NOTE: Waivers should be stored in accordance with the university retention policies. If you are unsure what that is for your event, email ogc@vanderbilt.edu (Subject: Waiver retention)
Two options 鈥� Paper and Electronic are available.
Instructions
All templates must be customized by the event host and include the following (1) Date/s of Event, (2) Name of Event, (3) Specific Risks in the Event鈥檚 activities. An electronic signature from each participant is required with a date of signature.
In all events, The hosting department is responsible for assuring details of the event have been evaluated for risk, that the template is used, duplicated, edited and tested (if electronic) correctly prior to use.
Electronic Waiver Form:
- .
- Duplication of the template is REQUIRED prior to editing for the event.
- The edited form name should include the event name and date (e.g. Stress-less Fest 2023) for ease of recall.
- Once the waiver has been edited to the specific activity, the event manager will be able to access the Form and the waiver form will then appear in the event manager鈥檚 Microsoft Forms permanently.
- From the event manager鈥檚 Microsoft Forms page, the waiver can be edited, renamed, or shared.
- Instructions to customize: To complete customization, click the three horizontal dots (see image) in the top right corner of Microsoft Forms and select 鈥淪ettings鈥� from the drop-down menu. This allows customization of the Form鈥檚 鈥淥ptions for responses鈥� and 鈥淲ho can fill out this form.鈥� It is suggested that 鈥渁nyone鈥� is selected for student events, and that the Form is end-dated to close after the event date.聽
- Collect: Once the waiver is ready for distribution and tested, event managers can share the waiver form with participants by sending a link via email, Outlook or Teams invite, posting a link on an event website, or creating a QR code. These options are available after clicking on the green box labeled, 鈥淐ollect responses,鈥� in the top right corner of the screen.
- Event managers can monitor the participants鈥� waiver responses by clicking on the 鈥淩esponses鈥� tab in the top left corner of Microsoft Forms. Event managers should ensure that all participants have completed and submitted the form before the event.
- Results: Once the event is complete, event managers must download the responses by clicking the 鈥淩esponses鈥� tab in the top left corner of Microsoft Forms. Once on the Responses page, click the 鈥淥pen in Excel鈥� button located to the right of the green 鈥淰iew Results鈥� button. This will open an Excel sheet containing information for every response gathered.
- 听搁别尘颈苍诲别谤: Event managers are responsible for ensuring the responses are saved and stored securely in accordance with their department鈥檚 document retention practices. Event managers should consult with their department鈥檚 HCM or administrative manager if they have questions about how and where to store these documents.
Traditional "Paper" Waiver Template:
This requires printing a complete document for each signatory or in the case of a large event, a "roster" type waiver can be used, which permits multiple persons to sign the paper in a list format after reading the release.
Self-Service Paper .PDF Templates:
If there are any questions or if you need help troubleshooting, please email聽ogc@vanderbilt.edu聽(Subject Waiver Help).