Liability Waivers

Electronic Waiver Collection Tool

Event waivers protect UCLA from legal liability for injuries that may occur to individuals who participate in activities on or off campus. Use this page to learn how to electronically collect and manage your event waivers!

Overview

You can electronically collect event waivers for your department and student organization via our Electronic Waiver Collection Tool. This system:

  • Helps you identify which waiver(s) is appropriate for your needs,
  • Creates your event waiver based upon the details you submit,
  • Allows you to collect waivers via QR code, electronic link, or paper form,
  • Stores your waivers in accordance with UCLA's document retention policy.

It can be accessed by active UCLA staff members, active UCLA faculty, and the current signatories of student organizations. 

This tool should not be used by UCLA departments seeking a waiver of standard UC insurance requirements for vendors/subcontractors. Contact IRM for additional information. 
  • Creating Waivers

  • 1. Sign into the Electronic Waiver Collection Tool via SSO.

    2. Click on the Create Event Waivers tab. 
     
    Click on the "Create Event Waiver" tab


    3. Choose from the two waiver options: 
     

    •  Yes, I know what I need: allows you to directly select the needed waiver type(s).

    •  I am unsure. Please help me choose: provides on-screen prompts to help you select the proper waiver type(s).

     
    4. Answer the remaining prompts.

    5. Provide all the required event details.

    6. Review the Event Summary and select the appropriate next-step button: 
     
    •  Cancel Event: delete the event from the system.

    •  Edit Event Details: correct any mistakes you may have found in the Event Summary. 

    •  Save and Close: save the event for later. When you're ready, you can access the event and generate the associated waiver(s) through the View My Event Waivers tab.

    •  Save and Generate Waiver: create the waiver and access the collection methods. 

     7. Once submitted, a confirmation email will be sent to you.
     
    Some waiver types cannot be combined. If you select incompatible waivers, an error message will appear.
  • Editing and Canceling Waivers

  • 1. Sign into the Electronic Waiver Collection Tool via SSO.

    2. Click on the View My Event Waivers tab.

    3. Select the event waiver number located in the Id field.

    Select the event waiver number located in the Id field.


    4. The waiver details will populate.

    5. The Recommended Actions box will appear on the right side of the page.

    6. Select the Cancel Event Waiver button.
     

    Select the "Cancel Waiver" button in the "Recommended Actions" box


    7. Enter the cancellation reason (e.g., incorrect information submitted or event canceled).

    8. Once submitted, a confirmation email will be sent to you.

    9. If needed, generate a new waiver with the corrected details. 

    Once a waiver has been generated, it cannot be edited by the event organizer or IRM staff.
  • Sending Waivers

  • 1. Sign into the Electronic Waiver Collection Tool via SSO.

    2. Click on the View My Event Waivers tab.

    3. Select the event waiver number located in the Id field.
     
    Select the event waiver number located in the Id field.
    4. The waiver details will populate.

    5. The Electronic Waiver Links box is located on the right side of the screen. The following collection options will display:
     

    •  Waiver URL (English): directly share with participants

    •  Waiver QR Code (English)display at your event

    •  Paper Waiver (English): print copies for your event​​​​​​​​​

    •  Waiver URL (Spanish)*: directly share with participants

    •  Waiver QR Code (Spanish)*display at your event

    •  Paper Waiver (Spanish)*: print copies for your event


    * Only populates if the "Do you need an event waiver in Spanish?" box was checked on the initial creation form. 

    It is the responsibility of the event organizer to ensure all participants have signed an electronic or paper waiver. Participants must have the option to sign a paper waiver
  • Uploading Paper Waivers

  • 1. After your event, scan the signed paper waivers and save them as a PDF.

    2. Sign into the Electronic Waiver Collection Tool via SSO.

    3. Click on the View My Event Waivers tab.


    4. Select the event waiver number located in the Id field.

    Select the event waiver number located in the Id field.

    5. The waiver details will populate.

    6. The Files box is located at the bottom of the screen.

    Event waiver Files box with the dropdown, drag and drop, and upload buttons outlined.


    7. Upload your paper waiver file(s) by: 

    •  Selecting the Upload Files button

    ​​​​​​•  Dragging the file(s) directly into the box 

    •  Selecting the dropdown icon and clicking Add Files

     

    The maximum file size is 20 MB per upload.
  • Viewing Waiver Responses

  • 1. Sign into the Electronic Waiver Collection Tool via SSO.

    2. Click on the View My Event Waivers tab.

    3. Select the event waiver number located in the Id field.

    Select the event waiver number located in the Id field.


    4. The waiver details will populate.

    5. Select the View Waiver Responses Report button located at the top of the page. 

    Select the View Waiver Responses Report button located at the top of the page. 


    6. You will now see the first and last names of all participants who have electronically signed the waiver.

    5. Select the Print or Export to Excel buttons to export the information.

  • Completing Your Event 

  • 1. After your event is over and you have uploaded all paper waivers, sign into the Electronic Waiver Collection Tool via SSO.

    2. Click on the View My Event Waivers tab.

    3. Select the event waiver number located in the Id field.
     

    Select the event waiver number located in the Id field.

    4. The waiver details will populate.

    5. The Recommended Actions box will appear on the right side of the page.

    6. Select the Complete Event Waiver button.
     
    The system will not automatically complete the event for you. 

FAQs 

We've compiled our most frequently asked questions and outlined the best practices for managing/collecting waivers! Can't find the answer you need? Send us a message.

General

  • What is a waiver?
  • A waiver is a legally binding agreement, frequently leveraged as a risk transfer tool for events. A person signs a waiver, which educates on the event risks. By signing the waiver, the participant acknowledges those risks. The University allows the event participant to engage in the activity in exchange for holding the University not responsible for any loss or injury that might result from their participation.
  • Why should we collect waivers?
  • The participant must sign the waiver before participating in the activity – absent a signature, a waiver is not a binding agreement. Without producing a signature on a release, the University loses any risk transfer capacity that it might otherwise retain.
  • When should we use waivers?
  • IRM strongly encourages departments collect waivers for all optional UCLA-sponsored activities. For this purpose, we define “optional” as any activity that is not part of UC employment or receiving academic credit for participating. All non-UC affiliates should almost always sign a waiver in exchange for participating in voluntary activities.
  • Who is an affiliate?
  • An affiliate is an individual to whom UCLA may owe special legal duties. For our purposes, currently enrolled UCLA students, UCLA faculty, and UCLA staff are considered affiliates. While we certainly have close ties to our Bruin alumni and parent communities, they are not legally considered affiliates.
  • What types of waivers are available? 
  • UCOP has created five waivers and release agreements:
     
    •  General Waivers: intended for voluntary, in-person activities

    •  Virtual Waivers: intended for voluntary, virtual activities

    •  Photo Release: intended for use when the department wishes to photograph and/or record an event

    •  Facilities Use Waivers: intended for individuals using campus facilities, equipment, and service

    •  RCO Waivers: intended for events and activities sponsored by Registered Campus Organizations (RCOs)
  • Which waiver do I need?
  • The electronic waiver system has a self-guided option that allows you to insert specific details of your proposed event. The system will then instruct you on the appropriate waiver type. If you still have questions, IRM is always available for consultation. Send us an email for more information.
  • Who can set up waivers on behalf of a department or registered student organization?
  • All UCLA faculty and staff have the requisite permissions to set up waivers on behalf of a department. The registered campus organization's authorized signatories are permitted to set up waivers.

Collection and Storage

  • What if someone wants to edit the waiver by crossing out or adding text?
  • Event organizers should not allow event participants to edit text without either IRM or Campus Counsel consultation. If the edits occur while on-site, the individual should not be permitted to participate in the event.
  • What are some best practices for collecting waivers on the day of the event?
  • We recommend: 
     
    •  Bookmarking the URL on a device

    •  Displaying QR codes to encourage participants to sign using their own device
  • Why do we still have to collect paper waivers if we have an electronic system?
  • Under California state law, the University must offer participants the option to sign a paper waiver.
  • How do I store paper waivers?
  • The Electronic Waiver Collection Tool allows you to store any collected, signed paper waivers directly in the event record. Review our Uploading Paper Waivers instructions for more information. 
  • Do I need to store signed waivers? How long do I need to keep them?
  • Through the Electronic Waiver Collection Tool, IRM has eliminated the common department problem of remembering UCLA’s document retention policy. However, as a general rule, departments should retain signed waivers for five (5) years after the event, or, if a participant is under the age of eighteen (18), five (5) years after they reach the age of 18.