Risk Management FAQ

• What is considered a “Special Event?”

  • Events with uncommon/unusual activities; special risks; anything new, complex, hazardous, or extreme requiring the gathering of multiple details.

• What should I look out for when considering if an event is considered a “Special Event?”

  • Consider whether there are:

    • Large numbers of people.
    • Activities across multiple days.
    • Involves external participants (not current SJSU students or employees) and/or guests that may be unfamiliar with the campus.
    • More people on campus than “usual” and for longer periods.
    • Requires resources beyond what the campus can offer.
• My event is considered a “Special Event”; what are my next steps?

  • SJSU departments should complete the Facility Lease for SJSU Entity for internal events on campus that are not associated with a class.

    External entities wanting to hold an event on the university campus (including classrooms, labs, and outdoor spaces) must complete the Facility Lease for Outside Entity [pdf].

    All events must complete the Special Events Insurance Request [DocuSign] form. All forms will be reviewed and approved by FD&O and Risk Management.

• Who may participate in a field trip?

  • Only faculty, staff, volunteer employees, regularly enrolled SJSU students, and students enrolled in the extended education programs carrying academic credit at SJSU are authorized to participate in a field trip. Any other participant must be approved in writing by the Dean or Associate Dean.

• Who may lead a field trip?

  • A faculty or staff member must serve as the “Field Trip Leader.” While the Field Trip Leader may work with someone at the site who will guide the visit, there must be an attending faculty or staff member to make sure that campus policy is followed.

• Can I rent a 15-passenger van?

  • Effective January 1, 2005, 15-passenger vans may not be used, leased, purchased, rented, borrowed, or driven on University business.

• Are students allowed to drive University Owned Vehicles?

  • Only if they are appointed as SJSU Employees/Volunteers.

    DEFINITION OF UNIVERSITY (CSU) EMPLOYEES: ‘’University employees’’ are defined as those persons who have completed all prerequisites to CSU employment. This includes all CSU faculty, staff, and student assistants and persons on appointed volunteer status (Job Class Code 0050). Persons who are not “University employees,” are not authorized to drive University vehicles. This includes students (unless appointed as volunteers). Members of the Board of Trustees, as officers of the University, are authorized to drive University vehicles.

    DEFINITION OF UNIVERSITY (CSU) VEHICLES: A University vehicle is defined as a motorized device for land transportation owned, leased, or rented by the University.

• Is my personal time covered by insurance while traveling on university business outside the U.S.?

  • Up to 14 days of personal time is covered under the Foreign Travel Insurance Program [pdf] while traveling on university business.