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January 1, 1998

ADMINISTRATIVE MEMORANDUM NO. 6.3


TO:            Vice Presidents, Deans, Division Directors, and Other
                  Administrative Officials

FROM:        Office of the President

SUBJECT:   Release of the University in Connection with Field Trips, Physical
                   Education Classes, and Intramural Activities


  1. Field Trips

    Faculty members or administrators arranging field trips for individuals or groups of students should obtain from each student prior to the field trip a completed copy of the "Release for Field Trips" form. If no accidents or injuries are reported, the Release may be discarded after the period of one year.

  2. Physical Education Classes

    Students who participate in Physical Education classes at The University of Texas at San Antonio must sign the "Release for Physical Education Classes" form prior to participating in the physical activities of the class. Faculty teaching Physical Education classes should obtain and keep on file the release form signed by each participating student. If no accidents or injuries are reported, the release may be discarded after the period of one year.

  3. Intramural Activities

    Faculty, staff or administrators arranging intramural activities should obtain from each student or participant prior to the activity a signed copy of the "Release for Intramural Activities" form, which absolves the University of any liability for participation in the activity. If no accidents or injuries are reported, the release may be discarded after the period of one year.

    Texas law holds that a recreational or social activity may be compensable if one of the following criteria is met:

    1. The activity occurs on the premises during a lunch or recreation period as a regular incident to the employment; or

    2. The employer, by expressly or impliedly requiring participation or by making the activity part of the services of an employee, brings the activity within the orbit of the employment; or

    3. The employer derives substantial direct.benefit from the activity beyond the intangible value of improvement in employee health or morale that is common to all kinds of recreation and social life.

The UT System Office of General Counsel has determined that a signed release form would be helpful in determining whether the employee knew that participation in the sports program was not required or encouraged by the University. It is strongly recommended that each faculty, staff or student who voluntarily participates in intramural sports or other institution-sponsored recreational activities sign a release acknowledging the nature of the activity.

When an accident or injury occurs, please follow the reporting procedures outlined in Administrative Memorandum No. 6.2, the last paragraph concerning possible claims arising under the Texas Tort Claims Act. Complete the Preliminary Summary Report, attach the original of the Release signed by the student prior to the field trip, intramural or physical education activity, and submit the report and the release to the Office of the Vice President for Business Affairs not later than five (5) days after the essential details of the incident are known. The faculty member or the division director's office should retain a copy of the release and the report on file for at least two long semesters after the incident.

Copies of the releases may be duplicated as needed using the appropriate attached forms.

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