Trip Policies

We reserve the right to change or cancel any trips or events. While we prefer to not cancel trips, poor weather, low registration, and other circumstances may result in cancellations. Registered participants will be notified and fully refunded in these cases.

Registered participants may withdraw up to 1 week before the trip without penalty. (Example: Trip leaves on 2/8, you must notify us by 2/1). Registered participants withdrawing after the window are not eligible for a refund.

If you are unable to attend a trip that you have already registered for, please notify us as soon as possible. If you withdraw after the window or do not show on the day of the trip, you will forfeit your trip fee or be charged a $10 fee (for free trips). Additionally, you will be unable to register for future trips until this fee is paid. Exceptions can be made based on the discretion of the Assistant Director of Outdoors.

No refunds will be granted after departure. No refunds will be granted based on participant dissatisfaction or incomplete excursions, as trips may be altered as necessitated by the conditions presented at the time.

Alcohol and Drugs: To foster a safe environment, there is a zero-tolerance policy while participating in UREC events, activities, and classes regarding the use of or being under the influence of alcohol, illegal drugs, or prescription drugs not taken for a current medical condition.

Backcountry: UREC does not permit backcountry skiing or boarding at any time, by any persons affiliated with this group, while participating on a University sponsored trip. Infractions will mean immediate dismissal from the activity, exclusion from all future Outdoor programs, and will be subject to the Integrity Board of Conduct process.

Behavior: Any participant may be asked by the trip Leader(s) to adjust, alter, or discontinue any activity or behavior judged to be inappropriate, disruptive, or hazardous. Leaders have the right and the responsibility to regulate any individuals whom they consider a hazard to themselves or to others.

Lost/Late Person: Missing person search procedures will immediately initiate for anyone an hour late to the rendezvous.

1. If you are late and know your location but are unable to reach the rendezvous on time, try to make contact with the Leader(s) as you make your way to the rendezvous and stay there until contact is made.
2. If you are lost and in an unknown location, attempt to make contact with the Leader(s).  Be in as a visible a location as possible, stay in one place, and await rescue.

Medical Conditions: In order to provide appropriate care in case of an incident or medical emergency, participants must inform Leaders of any pertinent medical history, conditions, or prescription medication they possess or are using while on the trip.

Expectations: Violation of policy or law, intentional damage to equipment or environment, threat to self or others, and/or failure to abide by group expectations set by leaders, will result in various consequences that may include conduct sanctions, trip expulsion, and/or canceling the trip (at the individual’s expense).

Pre-Trip Meeting: Some of our trips require a pre-trip meeting. Covered during this time could be a mandatory gear check, conversation about experience with activity or logistical coordination within the team. These meetings not only give you a chance to connect with your leader but all the folks who will be on the trip as well. 

Medical Aid: If you have any medical information or needs that you would like to discuss beforehand, please speak with your doctor and inform your trip Leaders. We ask that any information that is necessary to maintain your health and safety while in the field is communicated before departure. All trip Leaders are Wilderness First Aid certified, at a minimum, and will do their best to handle situations that may arise. It is ultimately your choice to enter the remote wilderness and accept the risks that accompany the adventure.

Financial Aid: Although we strive to provide free or low-cost trips whenever possible, we understand that trip fees can act as an obstacle to getting into the outdoors. There are scholarships available to any student in need of financial assistance in order to participate in a trip or course. Contact us with your SU ID number and we will confirm with Student Financial Services if you qualify for a need-based scholarship.

• A Leader to help work out all logistics (location, group size, cost projections, meals, transportation, equipment, permits, and reservations)
• Leaders are trained in risk management and incident response protocols, with a minimum of current Wilderness First Aid and CPR/AED certifications.
• We ensure the trip operates within best practices for quality, risk tolerance, and policy adherence.

• All costs associated with the activity (van rental, equipment rental, access fees such as lift tickets, lodging, meals, etc.), including expenses incurred for the Leader(s), if any.
• Participant recruitment.

• All requests should be submitted the quarter prior to the trip to allow for planning.
• Complete this form and include a rough idea of date(s), number of participants, and the activity you would prefer (bike, hike, overnight backpack, climb, snowshoe, etc.)
• A Leader will set up an initial meeting to gather more information and further explain the process.
• Once approved by the Assistant Director of Outdoors, a registration link will be created and provided for you and your participants, which includes a waiver and all pertinent information including meeting times, expected trip length, necessary equipment, etc.