Admin Resources - UofU Admin Checklist

Field Session

Before

  • Prepare "Necessary Equipment" by 5:00pm the business day prior to pick up. 
    • Review "Equipment Request - Technical" form entry that is submitted by the Lead Instructor. 
    • Log into Wufoo (See admin for instructions).
      • Review "UofU Student Rock Rental Shoe Request" form entries specific to the course.
      • Adjust quantities & notes of "Equipment Check Out 1," "Equipment Check Out 2" and/or "Equipment Check Out 3" form. Include rock rental shoes (student name - size) in the notes section.
    • Pack equipment as per the updated "Equipment Check Out 1," "Equipment Check Out 2" and/or "Equipment Check Out 3" form for instructor team pick up. 
    • Complete the "Technical Equipment Use" form.
    • Pack group first aid kit. 
      • Make sure that all openings are secured with a zip tie. 
      • If necessary, perform a complete large first aid kit inventory check, include a completed checklist and secure all openings using zip ties. 
  • Prepare "Food" by 5:00pm the business day prior to pick up. 
    • Review "Food Request" form entry that is submitted by the Lead Instructor.
    • Create course menu.
    • Consider number of instructors and prepare food quantity/shopping list.
    • Consider bulk food quantities readily available.
    • Shop for additional food items.
    • Prepare food in cooler & food box for instructor team pick up.
    • E-mail the menu with associated food list/quantities to the instructor team. 
  • MOAB, ST. GEORGE, OURAY Specific
    • Prepare "Kitchen" by 5:00pm the business day prior to pick up. 
      • Review "UofU Course Kitchen Checklist".
      • Log into Wufoo (See admin for instructions)
        • Adjust quantities & notes of "Kitchen Inventory" form.  
      • Pack kitchen as per the updated "Kitchen Inventory" form for instructor team pick up.
    • MOAB only
      • Include UofU vehicle magnets for instructor team pick up.
  • E-mail submission notifications for "Equipment Check Out" and "Kitchen Inventory" forms to course lead instructor. 

After

  • Receive "Course Folder" "Necessary Equipment" "Food" & if applicable "Kitchen" in garage from instructor team by 8:00am the first business day following the final Field Session day. 
  • Compliance Check.
    • "Course Folder" returned with the following items:
      • Printed Class roster sheet(s)
      • X1 printed copy of the course syllabus
      • Extra printed copies of UofU Release Form and UofU Driving Form
      • UofU Release Forms alphabetically
      • UofU Driving Forms alphabetically
      • Student paper assignments alphabetically
      • Extra MED UofU Marketing Cards
      • Extra MED Stickers
      • Extra MED wilderness medicine discount cards
      • Extra Cassin Stickers
      • Extra CAMP Stickers
      • MED emergency action plan packet. 
        • If no emergency occurred during the Field Session, check for the following items:
          • X1 MED laminated Emergency Action Plan (EAP) card
          • X1 printed copy of MED Incident Report Form
          • X1 printed copy of MED Witness Statement Form
          • X2 printed copies of MED SOAP Note Form
          • X1 printed copy of UofU Incident Response Plan
          • X1 printed copy of UofU Incident/Accident Form
        • If an emergency occurred, check for the following:
          • X1 MED laminated Emergency Action Plan (EAP) card
          • Completed MED Incident Report Form(s)
          • Completed MED Witness Statement Form(s)
          • Completed MED SOAP Note Form(s)
          • X1 printed copy of UofU Incident Response Plan
          • Completed UofU Incident/Accident Form(s)
      • MOAB Specific.
        • BLM - Moab UofU Permit.
        • BLM - Moab UofU Operations Plan.
        • Instructor(s) qualification sheets. 
      • ST. GEORGE Specific.
        • BLM - St. George MED Permit.
        • BLM - St. George MED Operations Plan.
        • Instructor(s) qualification sheets.
    • "Necessary Equipment" "Equipment Check In" form equal to "Equipment Check Out 1," "Equipment Check Out 2" and/or "Equipment Check Out 3" form.
    • Returned "Necessary Equipment" equal to "Equipment Check In" form.
    • Extra "Food" items returned. 
    • Returned "Kitchen" equal to "Kitchen Inventory" form.
  • Equipment/Food/Kitchen processing:
    • Maintain and return all "Necessary Equipment.
      • Hardgoods: Visually inspect and check all batch coloring. Recolor as needed. 
      • Helmets & Harnesses: Visually inspect and clean all items as needed. Helmets should be cleaned using a Simple Green solution. Harnesses should be cleaned using water and if necessary, a diluted simple laundry detergent. 
      • Climbing Shoes: Visually inspect and clean all items as needed. Climbing shoes should be cleaned using water and if necessary, a diluted simple laundry detergent. 
      • Ropes: All ropes should be visually inspected. A Rope Log form should be completed per each live dynamic and static rope. As needed, a rope should be cleaned using the high pressure water spigot rope cleaner and hung in large coils elevated from the ground. Check end caps and maintain as needed. Stretch and trim sheath slippage as needed. Cut rope, remeasure and remark both ends as needed. 
      • Group First Aid Kit: Determine if the kit has been used (visually inspect the zip ties). If it has, perform a complete large first aid kit inventory check, include a completed checklist and secure all openings using zip ties. 
    • Maintain and return all "Food" items. 
    • Maintain and return all "Kitchen" items.
  • Course processing:
    • Instructors paperwork compliance check performed no earlier than 8:00am two business days following the final Field Session day:
      • "UofU Student Grade Submission Form" completed. Total number of submissions equal to total number of students listed on the associated Student Information Sheet.
      • "Program Evaluation - UofU UEXPLORE Specific" completed. 
        • Compare to applicable SAMPLE and assure proper completion.
      • "Instructor Evaluation Form" completed. Total number of submissions equal to total number of participating instructors. 
      • "UofU Course - Instructor Notebook Page Submission Form" completed. Total number of submissions equal to total number of participating instructors.
      • X3 photos per participating instructor submitted to Photo@MountainED.com. 
      • 2-3 paragraph blog post style write-up submitted to Photo@MountainED.com. 
    • Vehicle reconciliation:
      • Receive and process personal vehicle mileage at a rate of $0.565 per mile (if applicable).
      • Determine actual  MED truck or motorpool vehicle expense (if applicable).
    • Financial reporting:
      • Gather the following logistical information specific to the course including:
        • Course Name
        • Course Number
        • Semester/Year
        • 1st Class Meeting Date
        • Field Session Dates
        • Special Fee Amount
        • Number of students enrolled for credit
        • Number of students enrolled for non-credit
        • Number of students total
        • Number of instructors
      • Gather all variable financial information specific to this course including:
        • Vehicle cost (Personal, MED truck or motorpool)
        • Lodging/camping cost
      • Determine related UofU UEXPLORE Payroll Amount.
      • Create and complete a MED Post Trip Financial Report (Using the MED Google Drive). 
      • Publish and share the completed MED Post Trip Financial Report with appropriate UofU UEXPLORE administrative staff. 
    • Digitize necessary paperwork and add to digital archieve including:
      • UofU Release Forms 
      • UofU Driving Forms
    • Create a UofU UEXPLORE Course Packet and submit to the appropriate UofU UEXPLORE administrative staff. Include:
      • UofU Release Forms alphabetically
      • UofU Driving Forms alphabetically
      • Printed copy of the Program Evaluation - UEXPLORE Specific. Highlight the answer to the questions regarding problems and/or incidents during each Field Session day and who submitted the form. 
  • Check in with course instructors via phone and/or in person. 
    • Discuss Field Session and review any concerns. 
    • Discuss "Course Folder," "Necessary Equipment," "Food" and "Kitchen" items. Review any concerns. 
    • Discuss submitted "Program Evaluation - UEXPLORE Specific" forms and review any concerns. 
    • Discuss submitted "Instructor Evaluation" forms and review any concerns. 
    • Discuss submitted "UofU Course - Instructor Notebook Page Submission Form" and review any concerns.
  • Conclude Course.