UAS Drones Procedures at Utah Tech

Small Unmanned Aircraft Systems and Drone Procedures for Utah Tech University.

Download the procedures (PDF)

I. Purpose

1.1 These procedures implement University Policy 401, Environmental, Occupational Health, and Safety, section 6.1.5. They govern the safe and lawful acquisition, approval, operation, and reporting of small unmanned aircraft systems (sUAS), also called drones or unmanned aircraft systems (UAS), used on University property or for University purposes.

II. Authority

2.1 The President exercises the authority delegated under Utah Code ยง 53B-2-106 and applicable Utah Board of Higher Education requirements. The Office of Audit, Risk and Compliance (Risk Management) administers the University approval process under Policy 401. A University approval does not replace an authorization required by the Federal Aviation Administration (FAA) or another authority.

III. Scope and Definitions

3.1 These procedures apply to University departments, employees, student employees, students, faculty, contractors, vendors, visitors, and private parties conducting UAS operations from University property or for a University purpose. University-owned aircraft remain covered when operated off campus. A person using a personally owned aircraft for University business must follow both the University-operation requirements and any applicable insurance or contracting requirements determined by Risk Management.

3.2 For this procedure, University property includes property owned, leased, or controlled by Utah Tech University. A University operation is a flight for University employment, instruction, research, events, marketing, facilities, public safety, or another University purpose, regardless of who owns the aircraft. A third-party operation is a flight by a vendor, contractor, visitor, or private party on University property or for the University. The Remote Pilot in Command (Remote PIC) has final responsibility and authority for flight safety under Part 107.

3.3 FAA rules vary by operation. Part 107 is the usual path for nonrecreational small UAS flights; a qualifying educational operation may use another lawful FAA pathway. The operator and sponsoring department must identify the applicable authority before applying. Aircraft or operations outside Part 107 require individual Risk Management review and documented FAA authority before University approval.

IV. Procedures

4.1 University Approval and Advance Planning

4.1.1 Risk Management must approve covered flights before operation. Submit the University UAS Use Application and a flight plan at least five business days before flight whenever practicable. Requests involving controlled airspace, major events, crowds, night flight, third parties, sensitive areas, or complex coordination should be submitted earlier. Risk Management may expedite a time-sensitive University operation, but only after confirming required FAA authority and workable safety controls.

4.1.2 Risk Management coordinates with Central Scheduling for University property and events and, as appropriate, University Police, Emergency Management, Facilities, Athletics, Marketing, academic units, and affected occupants. The applicant must obtain any separate location or event permission. Submission, scheduling, and FAA authorization alone do not constitute University approval.

4.1.3 The application must identify the purpose, sponsor, owner and make/model/serial number of each aircraft, FAA registration and Remote ID information where applicable, Remote PIC and credentials, other crew, dates and times, exact flight area and path, maximum altitude, takeoff and landing areas, planned recording, hazards and mitigations, emergency response, insurance, and FAA authorizations or waivers. Risk Management may request more information or approve a series of similar flights with defined dates, areas, aircraft, pilots, conditions, and expiration. Material changes require renewed approval.

4.2 University-Owned UAS and University Business

4.2.1 Before purchasing or leasing a UAS, a department must consult Risk Management about coverage, registration, Remote ID, operator qualifications, and intended use; consult other University offices on procurement, information security, and data handling where relevant. University-owned aircraft must be registered with the FAA when required and recorded in the Risk Management inventory. Departments must report changes in owner, custodian, aircraft status, or registration.

4.2.2 University-owned aircraft may be operated only by authorized employees or student employees performing assigned duties, or students participating in an approved academic or research program, subject to the applicable FAA pathway and supervision. Departments must provide current Remote Pilot Certificates when Part 107 applies. A noncertificated person may manipulate controls only when permitted by FAA rules and directly supervised by a Remote PIC able to take immediate control.

4.2.3 Risk Management must confirm applicable University liability and property coverage before operation. Coverage cannot be assumed solely from University ownership or a prior flight approval. University-owned operations off campus require the University flight approval and permission from the property owner or controlling entity, together with applicable local rules.

4.3 Third-Party and Private Operations

4.3.1 A vendor, contractor, student using a personal aircraft, visitor, or private party must obtain Risk Management approval before launching or landing from University property or flying for a University event or purpose. Recreational use is subject to University property permission and the applicable FAA recreational rules; a flight does not qualify as recreational merely because the operator is a student.

4.3.2 Third-party operators must submit the UAS Use Application, flight plan, pilot credentials as applicable, FAA registration, Remote ID details, airspace authorizations or waivers, and proof of aviation/UAS liability insurance. Retain the current minimum of $1 million per occurrence and $3 million aggregate; the certificate and policy endorsements must name Utah Tech University and the State of Utah as additional insureds where required by the University. Risk Management may assess whether different limits or terms are appropriate for a particular risk. The operator must also submit the University UAS Use Indemnification Agreement, subject to University legal and contracting review. A certificate alone does not establish additional insured status.

4.3.3 Risk Management may deny or condition a third-party request and may require vendor coordination with the University sponsor. After the flight, the operator must close out the plan with Risk Management, including any deviation, incident, or near miss.

4.4 FAA Compliance and Airspace

4.4.1 Before each flight, the Remote PIC must confirm the correct FAA operating pathway, aircraft registration and marking where required, Remote ID compliance or lawful exception, current pilot qualification, any applicable waiver, airspace authorization, and current flight restrictions. FAA registration and Remote ID requirements differ by operating pathway; the current FAA rules control. Flights under Part 107 must comply with Part 107 operating limits, including applicable limits on visual line of sight, altitude, speed, visibility, weather, night operations, and operations over people or moving vehicles. An exception or waiver must be documented before a flight that relies on it.

4.4.2 For controlled airspace, obtain FAA authorization through LAANC or FAADroneZone as applicable. Check current airspace classification, UAS Facility Maps, Notices to Air Missions, Temporary Flight Restrictions, and event or emergency restrictions before departure and again before launch. A map, airport call, or University approval is not a substitute for FAA airspace authorization.

4.4.3 The operator must provide the approved flight plan and coordinate in advance with St. George Regional Airport and St. George Regional Medical Center Life Flight as directed by Risk Management for the proposed location. Risk Management will document the contacts, any required operational concurrence, and location-specific instructions under current local protocols. This coordination supplements, and does not replace, FAA authorization. The Remote PIC must yield to all crewed aircraft and immediately land or discontinue the flight when an approaching aircraft, medical transport, emergency operation, or other condition makes continued flight unsafe. Do not interfere with emergency or rescue activity.

4.5 Preflight Assessment and Operating Controls

4.5.1 Before takeoff and during flight, the Remote PIC must assess weather, wind, visibility, obstacles, structures, trees, towers, power lines, pedestrian and vehicle movement, events, construction, takeoff and landing access, aircraft activity, battery condition, aircraft condition, control link, and emergency landing options. Establish a landing area sized for the aircraft and conditions, clear of uninvolved persons and obstacles. Risk Management may require a visual observer, perimeter, spotter, or other controls; no fixed landing-area dimension is universally sufficient.

4.5.2 Maintain required visual line of sight and safe separation. Do not conduct a night flight or a flight over people or moving vehicles without specific University approval and the applicable FAA compliance documentation. Risk Management may impose stricter conditions, including a lower altitude or a prohibition on overflight, based on campus risk. The Remote PIC must stop or safely land whenever continued operation is unsafe or unlawful. Risk Management, University Police, or another authorized University official may suspend or terminate an operation for safety, security, privacy, event interference, or failure to comply with an approval.

4.6 Educational and Research Activity

4.6.1 A faculty sponsor must coordinate student instructional and research flights with Risk Management. The sponsor must document the FAA pathway and supervision arrangement and provide the proposed operating area, aircraft, and participants. An academic purpose by itself does not remove FAA, University approval, privacy, or insurance requirements. Repeat classroom flights may be approved as a defined series under section 4.1.3.

4.7 Privacy and Information Handling

4.7.1 Flight permission does not authorize photography, audio capture, surveillance, publication, or disclosure. The applicant must describe planned collection and obtain any separate University consent or approval required for that use. Avoid recording areas with heightened privacy concerns, including residence halls and windows, restrooms, locker rooms, healthcare and counseling facilities, childcare areas, private offices, and secure facilities. Coordinate handling, access, retention, and deletion of collected data under applicable University privacy, records, and information security requirements. A patient image or health information requires separate review under applicable healthcare privacy requirements; do not assume a flight approval permits capture.

4.8 Incidents, Reporting, Closeout, and Records

4.8.1 Immediately address emergencies and notify University Police when appropriate. Report every injury, property damage event, loss of control, collision, near miss, or significant safety event to Risk Management as soon as practicable and no later than 24 hours. Complete the University Injury Report for injury or property damage. Preserve relevant flight logs, images, approvals, and witness information. Do not resume flight after a significant incident without Risk Management approval.

4.8.2 The Remote PIC and responsible department or third party must assess FAA, NTSB, and other governmental reporting duties and meet the applicable deadlines. Under Part 107, FAA reporting within 10 days may be required for serious injury or loss of consciousness or for damage to property other than the UAS above the FAA threshold. NTSB immediate notification and other duties depend on the event and applicable rules. Internal reporting does not satisfy governmental reporting.

4.8.3 At completion, report the actual flight date and location, material deviations, and incidents to Risk Management to close the approved plan. Risk Management retains the inventory, applications, approvals, FAA documents, insurance and indemnification records, and incident reports under University records schedules. The operator retains any records the FAA requires.

4.9 Exceptions and Enforcement

4.9.1 Risk Management may grant a written exception to a University procedural requirement when authorized by University policy and when documented controls adequately address the risk. No University exception waives FAA or other legal requirements. Unauthorized or unsafe operations may be stopped and referred for action under University policy or applicable law.

V. References and Related Forms