Subject: Uncrewed Aircraft Systems Administration and Guidance

Organizational Area: APL II – Asset Management
Proposal Date: 6/1/2025
Effective Date: 5/20/2025
Review Cycle: Every 3 years
Revision and Review History: Implemented 2025
Corresponding BOT Policies: Section 1002 Environmental and Safety Policy

 I. Purpose and Scope

The University of Maine System (UMS) advances learning and discovery through excellence, innovation, and research-based knowledge, and recognizes that the operation of uncrewed aircraft systems (UAS) has the potential to enhance our teaching, research, and public service missions.

However, as domestic UAS continues to grow, there are concerns about safety, privacy, regulation, and the potential for abuse. These guidelines have been developed to assist departments with UAS planning and operations in support of university activities, to help reduce risks to safety, security, and privacy. Additional guidance is available in Appendix A, UAS Checklist and Appendix B, Uncrewed Aerial System (Drone) Occupational Safety Guidance.

This policy applies to all UMS employees, students, and visitors, and to all UAS operations that occur on university property or in connection with any university-related activities, regardless of the location.

II. Definitions

  • “Drone” or “UAS” refers to any uncrewed aircraft system that is operated without the possibility of direct human intervention from within or on the aircraft.
  • “Remote Pilot in Command” (Remote PIC) refers to a person who holds a Remote Pilot Certificate with a small UAS rating and has the final authority and responsibility for the operation and safety of a small, uncrewed aircraft operation conducted under Part 107 of the Federal Aviation Administration regulations.
  • “University property” refers to any land, or buildings owned, leased, or controlled by the University.
  • “Campus Proper” refers to the main buildings and land controlled by the University.
    • University Campus Maps
  • ‘Responsible Department’ refers to university department or unit that owns, operates, or oversees the use of a UAS device for university-related activities.
  • Part 107 refers to flying UAS for commercial operations. This included research conducted as part of grant-funded activity.
  • 44809 (Recreational) refers to flying only for fun. Payment, work, or part of any business is not considered for recreational purposes. If you post your photos or videos anywhere, it is not considered recreational. Anytime they are monetized or could have been monetized, it is not recreational.
    • Education: If flying is strictly for the education of learning how to fly and the design, build and testing for education purposes.

III. Policy

A. Flying in the US

  • All UAS operations must comply with applicable laws and regulations, including but not limited to the Federal Aviation Administration (FAA) regulations.
  • All Pilots in Command (PICs) operating under Part 107 must possess a valid FAA Remote Pilot Certificate.
    • PICs must complete the Part 107 small UAS recurrent (ALC-677) online training course bi-annually.
  • All PICs operating under 44809 (Recreational) – must have passed the TRUST test.
  • All UAS devices operating under part 107 must be registered with the FAA and UMS Risk and Safety Management.
  • All UAS devices operating under 44809 (Recreational) must be registered with Risk and Safety Management or fall under an approved operations plan with UMS Risk and Safety Management.

Note: Restricted airspace is defined by the FAA. Please review FAA regulations to determine if you are permitted to fly. This may or may not include airspace above university-owned or controlled land.

Note: Per APL IV-L – Exceptional circumstances include the use of video surveillance technology by recognized law enforcement officials for covert surveillance purposes. Covert surveillance by law enforcement is governed by the U.S Constitution; Maine State Law; and any associated policies established at the campus level.

B. Flying on Campus Proper

  • Flights need to be pre-registered using the UAS Flight Registration Google form.
  • UAS operations are prohibited near sensitive areas such as residence halls, administrative buildings, classrooms, or any area where privacy may be expected, unless explicit permission is granted by the University.

C. Flying Internationally

  • All exports of UAS must comply with U.S. Export Control Regulations.
  • UAS operations occurring internationally need to follow regulations of the host country.
  • UAS pilots flying internationally must possess the appropriate and required certifications required by the host country.
  • All UAS devices used for university business must be registered with the FAA and UMS Risk and Safety Management.

D. Insurance Requirements

  • All University owned or leased UAS devices are required to carry the University liability coverage. Please reach out to Risk and Safety Management for questions regarding insurance requirements.
  • All UAS devices with a value (payload included) above $10,000 are required to have full coverage. If the value is below $10,000, physical damage coverage is optional.
  • If the department chooses to not enroll their device in physical damage coverage, they are responsible for replacement/repairs to the device.
  • UAS users must immediately reach out to Risk and Safety Management at the time of acquiring a new UAS device to discuss insurance options.
  • Removing the UAS device from insurance: Please complete a help desk form to remove the device from insurance policy. RSM will need to see a copy of your bill of sale to remove the device.

E. UAS Committee Operations           

This policy will be reviewed at minimum annually by the University UAS Committee to ensure it remains current with evolving technology, laws, and regulations. The UAS Committee is responsible for implementing and reviewing this policy on an annual basis.

UAS Committee Members

  1. Committee Chair
  2. Faculty Representative(s)
  3. Student Representative
  4. Risk and Safety Management Representative
  5. Campus Security Representative
  6. Legal Counsel Representative
  7. Information Technology (IT) Representative
  8. Public Relations Representative
  9. Aviation Program Representative
  10. Facilities Management Representative

F. Roles and Responsibilities

  1. Pilot in Command (PIC)
  • The PIC must complete the UAS Flight Registration Google Form prior to each flight that occurs on campus proper. The Google form results will be shared with campus Police Departments, Security, Marketing offices, Incident Commanders and Risk and Safety Management.
  • The PIC must immediately notify Risk and Safety Management within 24 hours of any accident/incident. 
  1. Risk and Safety Management (RSM)
  • RSM approves certificates of insurance and tracks drone related incidents and claims using the Risk Management Help Desk.
  • RSM reviews hazard mitigation plans and occupational health and safety requirements.
  • RSM will keep record of UAS training of all employees, students and visitors involved in UAS operations. Pilots need to submit the following:
    • Part 107 Pilots
      • Copy of Remote Pilots License
      • Copy of most recent training certificate (All pilots are required to participate in bi-annual follow-on training)
    • 44809 (Recreational) Pilots
      • Copy of TRUST test certificate.
  1. University Police/Campus Safety

In a critical event involving the safety and security of the university community, UAS may be deployed by law enforcement and their public safety partners or respective offices performing security functions for their respective campus without submitting the UAS Flight Tracking Google Form. This submission will be completed after the situation has safely terminated.

  1. University Visitors

Non-university owned drones flown on campus require a contract and certificate of insurance (COI). The following must be completed prior to the flight.

  1. Please complete a third-party flight request on the Risk Management Help Desk. The following items will be required.
    1. A drafted contract that includes language for UAS/Drone work either for mapping surveying, photography and videography needs.
    2. COI from the contractor that shows proof of UAS liability insurance
    3. A copy of the Pilot’s FAA Certificate for UAS.
    4. A copy of the FAA Registrations of all the aircraft to be used.

Once the request has been approved, entry into a Google form to notify the UAS Committee and Campus Police Department that a flight has been scheduled.

IV. Office of Risk and Safety Management

The University of Maine System’s Risk and Safety Management (RSM) serves as the centralized authority overseeing the administration, safety, insurance, and compliance of all University-related Uncrewed Aircraft Systems (UAS) operations. RSM is responsible for ensuring that all UAS activities across campuses align with university policies. RSM also acts as a consultative body for campuses, providing guidance and clarification on UAS matters and maintaining records of certifications, insurance coverage, and incident reports. Any exceptions to the UAS Administrative Practice Letter (APL) must be formally approved by RSM. Additionally, RSM retains the authority to override campus-level decisions related to UAS operations when necessary to uphold the University’s safety, compliance, and legal obligations. In accordance with Section XII of the APL, all incidents, insurance claims, and reports of misuse must be submitted promptly to RSM for review and resolution.

V. Contact Information

For questions regarding the APL on Uncrewed Aircraft Systems, please contact the Office of Risk & Safety Management. 207-581-4055

VI. Additional Resources