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Travel Policy and Resources

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Student Travel Approval Process

Student travel will not be considered for approval unless proper procedures are followed. Trip coordinators/leaders who do not follow this approval process risk no reimbursement of funds and personal legal liability for any harm that may result.

Prior to trip approval, the person(s) planning the trip must complete the Online Student Travel Request Form a minimum of two weeks in advance of the trip. Note that the approval process may take longer for student travel of greater distances and/or with activities involving greater risk. Persons planning a trip must include ample time for trip approval.

The person(s) planning the trip must work with the university official responsible for approving student travel to develop approaches to lessen risk. Higher risk activities may require that participation is limited to students with documented health insurance. Any travel or related activities deemed extremely high risk will not be approved.

Online Student Travel Request Form

  • Begin the process of proposing a trip/student travel by completing the Online Student Travel Request Form. The completion of the online form results in an email containing the submitted information being sent to the trip approver with a copy sent to the trip coordinator.
  • The information requested on the Online Travel Request Form is designed to make the university official approving the student travel aware of the upcoming trip by providing some specifics about the event and to ensure acceptable trip arrangements.
  • When the travel is approved, the persons planning the trip should obtain from the university official approving the trip a compiled report of all trip participants’ Emergency Contact and Medical Information and verification that all student trip participants have completed the Student Participant Assumption of Risk and Release of Liability Form.
  • A copy of the compiled report of all trip participants’ Emergency Contact and Medical Information and verification that all student trip participants have completed the Student Participant Assumption of Risk and Release of Liability Form must be given to each of these three individuals at least 48 hours in advance of the trip: the trip leader, the Director of Campus Safety, and the supervising dean or vice president.