UPPS No. 05.06.03
Issue No. 3
Effective Date: 10/15/2015
Next Review Date: 2/01/2020 (E5Y)
Sr. Reviewer: Associate Vice President and Dean of Students
- The purpose of this policy is to provide the university community and specifically, students and student organizations, with procedures and safety guidelines for student, student organization, and sponsored program participant travel that is 25 or more miles away from campus. Student travel is an important activity in the course of a student experience at Texas State University. This policy addresses the following three types of student travel at the university: university-sanctioned student travel, student travel regarding registered student organizations, and international travel for students.
PROCEDURES FOR UNIVERSITY-SANCTIONED STUDENT TRAVEL
University-sanctioned student travel is an organized event that is initiated, planned, and arranged by a member of the university’s faculty, staff, or chartered student organization and is approved by a university department.
In this policy statement, university-sanctioned travel is defined as travel more than 25 miles away from campus, which occurs when any of the following applies:
travel is recognized by the university as professional, educational, or is one in which the student group is serving as a representative of the university;
travel is supervised by a faculty or staff member serving in her or his official capacity;
institutional, departmental, or organizational resources are used; or
travel to the activity or event is funded and undertaken using a vehicle owned, leased, or rented by the university, including other modes of transportation.
The policy does not apply to travel undertaken by students to attend out-of-town recreational activities, or to engage in student-teaching, internships, practicums, observations or research, unless the research is organized by a member of the faculty.
To request approval, members of the faculty, staff, or chartered student organizations who organize activities covered by this policy must submit completed applicable attachments described in Section 05., along with the required documents and information, to the appropriate administrator for approval. The request should be submitted at least 10 working days in advance of travel to the activity or event. A copy should be submitted to Student Involvement @ LBJSC by the appropriate administrator.
PROCEDURES FOR STUDENT TRAVEL REGARDING REGISTERED STUDENT ORGANIZATIONS
Registered student organization travel is an organized event or activity that is required by the student organization when it occurs more than 25 miles away from campus.
Registered student organizations that require travel from student members must submit completed applicable attachments described in Section 05., along with the required documents and information, to Student Involvement @ LBJSC for approval. The request should be submitted at least 10 working days in advance of travel to the activity or event.
PROCEDURES FOR INTERNATIONAL TRAVEL FOR STUDENTS
If the program includes international travel, the faculty or staff member sponsoring the program should follow the requirements on the Travel Office website and contact the Travel Office at 512.245.2775 for guidance on additional procedures and policies that may be in effect.
Registered student organizations planning international travel should contact Student Involvement @ LBJSC.
Study abroad programs should coordinate with the Texas State Study Abroad Office to ensure compliance with policies and procedures established for out-of-country programs. Please see the Study Abroad website for more information.
TRAVEL AUTHORIZATION PROCEDURES
In order to assure that events or activities that involve student travel are within the scope of the university’s mission, and that student safety issues have been addressed, travel undertaken pursuant to this policy must be authorized in advance by an appropriate administrator.
To request authorization, members of the faculty, staff, or sponsored student organizations who organize activities covered by this policy must submit a completed Request for Authorization form, along with the required documents and information, to the appropriate administrator for approval. Whenever possible, the request should be submitted at least 10 working days in advance of travel to the activity or event.
Complete the Student Travel Group List.
Complete the Student Travel Activity Release and Indemnity Agreement.
Complete the Authorization for Medical Treatment for Minors, for minors only.
Copies of all attachments should be submitted to the department authorizing travel. The student organizations should also maintain copies of these forms.
DRIVER REQUIREMENTS AND VEHICLE USE GUIDELINES
Drivers must be at least 18 years of age, with a valid driver’s license and valid liability insurance or lease policy insurance.
If a university-owned vehicle is used, all drivers must be university-approved drivers as defined in Section 04.01 a. of UPPS No. 05.05.02, Driver Selection.
Specifically, a student driver is required to hold a valid driver’s license and have less than 10 penalty points under the system set forth by UPPS No. 05.05.02, Driver Selection.
No driver shall have consumed any alcoholic beverages or ingested any chemical substance (prescriptive or over-the-counter) that would impair her or his ability to operate a motor vehicle within 12 hours of operating a vehicle (please refer to the Texas State Student Handbook for more specific information regarding the university’s alcohol and drug policies).
No student shall be required to use her or his personal vehicle to perform university-related activities.
The Study Abroad Office does not allow use of vehicles or rental of vehicles by university staff, students, or faculty. In all cases, professional drivers must be hired and used at all times overseas.
Other Modes of Travel
Any Texas State students or student organizations approved for travel by modes of transportation other than cars, vans, or personally-operated vehicles (e.g., bus, train, airplane) must comply with all rules, regulations, and requirements of the organizations, industries, or groups providing such means of travel.
STANDARD OF CONDUCT DURING TRAVEL
- Any student involved in travel that violate The Texas State University System Board of Regents and Texas State University policies, or local, state, and federal laws, will be subject to disciplinary action notwithstanding any action taken by appropriate authorities because of the violations.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
Position Date Associate Vice President and Dean of Students February 1 E5Y Director, Campus Recreation Center February 1 E5Y Director, LBJ Student Center February 1 E5Y Associate Vice President for Academic Affairs February 1 E5Y Associate Director, Student Involvement @ LBJSC February 1 E5Y
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Associate Vice President and Dean of Students; senior reviewer of this UPPS
Vice President for Student Affairs