Sending Course Equipment/Supplies/Kits (“Materials”) to Students
This guidance is provided to Princeton University instructors and program administrators who will provide remote instruction opportunities to students and other educational program participants. It describes the process for requesting approval to send equipment, kits, supplies and other materials (“Materials”) other than textbooks to students/participants, and related recommendations. The purpose of establishing this approval process is for the health and safety of students/participants and to protect the University’s interests. Representatives from various academic and administrative campus units have collaborated to establish this approval process and prepare this guidance. Questions about this guidance and this approval process can be sent to email@example.com.
If you anticipate that your course or program is likely to require sending Materials to students/participants, we recommend that you include information about this in your course or program description. Department undergraduate administrators should insert the following statement, “Supplies/materials will be sent to students to complete this course. Students will need to sign an Assumption of Risk and Release form to receive these materials” under “Other Information” on the course listing.
Each University approved remote course or program that proposes sending Materials to students/participants must submit their proposal to Remote Learning Review committee by emailing firstname.lastname@example.org with “Remote Learning Review” in the subject line.
Each proposal must include the following information:
- Inventory of Materials will be shipped?
- Where will the Materials be shipped? (If on-campus, provide the name of each dorm. If off-campus, name each state/country where it will be sent.)
- How will the Materials be shipped? (For example, directly from manufacturer or from campus)
- What training and instructions will be provided to the intended recipients and how will these instructions and training materials be communicated?
- Will the Materials generate waste or other byproduct material that require non-standard disposal and if so, how will disposal be handled?
- Will the recipients be required to ship back the Materials at the completion of the program or class? If not, are any special disposal steps required?
Upon receipt of your proposal, the Remote Learning Review committee will review the proposal and may request additional information and/or clarification. We will do our best to respond within a short timeframe.
Assumption of Risk and Release
If your proposal is approved, you will be required to have each student/participant sign an Assumption of Risk and Release form that has been developed by the committee before the Materials are sent to the participant. Students/participants who do not sign the form should not be sent the Materials.
You will be provided with a form template, which you will be responsible for tailoring for the specifics of your program. We recommend that you notify students/participants of the requirement to sign the Assumption and Release while they still have the ability to withdraw from the program and/or provide an alternative means of completing the course without the Materials.
Preparing and Sending Materials
Materials proposed to be shipped to students must be reviewed and approved by EHS and the Export Control office. Items used in experimental courses may be controlled/regulated in transit and therefore would require specialized shipping review.
Materials must be packed to prevent shifting and damage to the contents as well as the packaging.
Whenever possible, it is preferable to have Materials shipped directly from a third-party vendor.
Returning/Disposing of Materials
Programs must prepare for return shipping when there is an expectation of material return. Return shipping labels, reusable packaging and packing materials and explicit instructions for packing and returning Materials must be addressed.
Updated 10 August 2020