Student Organization Travel Online Training Module

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Student Organization TravelOnline Training Module

• HB 2639 RISK MANAGEMENT EDUCATION PROGRAM

Program Safety Education Services Office of the
Dean of Students Division of Student Affairs
The University of Texas at Austin
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Learning Objectives

• Learn the steps to take in planning a safe and
  effective trip
• Review the university policies and procedures
  associated with student organization travel
• Understand the recommended safety procedures for
  car, air, and international travel
• Review what steps to take during an emergency
  while traveling
• Identify the resources available to assist you
  and your student organization with travel
  planning

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Student Organization Travel

• SECTION 1 PLANNING A RESPONSIBLE TRIP

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Deciding to Take a Trip

• Who is coordinating the trip and on whose behalf?
• How was information about the trip communicated
  to your members?
• Who will be attending? Are members of your
  organization required to attend?
• Is the trips purpose consistent with your
  organization's purpose?
• Has it been approved through your organization's
  standard decision-making process?
• How would an objective person define your trip?
• Have you discussed the trip with your advisor?

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Deciding How to Get There

• What transportation options are available?
• Planes, cars, trains, and commercial carriers
• If you plan to use personal vehicles, who should
  drive?
• Carefully select and train drivers/check driving
  records
• Do you need insurance? If so, what kind?
• Health, auto, trip, rental, etc.

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Keeping it Safe

• What are the expectations for participation in
  the trip?
• Attend an orientation meeting review emergency
  procedures, discuss appropriate conduct, fill out
  required forms, etc.
• What about safe travel practices?
• Plan carefully, follow rules and regulations,
  protect yourself and others, use common sense
• What needs to go with you on the trip?
• First aid kit, itinerary, emergency numbers,
  required forms, maps of route, cell phones

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Student Organization Travel

• SECTION 2 UNIVERSITY TRAVEL POLICIES

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University Travel Policies

• Depends on where you are going
• Policies apply to any destination more than 25
  miles away from the UT main campus
• Depends on the type of student organization
• Different policies for sponsored student
  organization (SSO) versus registered student
  organization (RSO)
• Depends on whether or not the travel is required
  applies only to RSOs
• Consider whether or not there are negative
  consequences if a member/potential member does
  not participate

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University Travel Policies(When does it apply?)

• SSO Travel Policy
• Applies to all travel more than 25 miles away
  from the main campus that involves
• sponsored student organizations, OR
• enrolled students attending events or activities
  that are organized and/or sponsored by the
  university.

• RSO Travel Policy
• Applies to all travel more than 25 miles away
  from the main campus in which
• a registered student organization requires a
  student member(s) to attend the activity or event.

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University Travel Policies (What are we required
to do?)

• SSO Travel Policy
• Must obtain prior approval from appropriate UT
  administrator and fill out
• Request for Student Travel Authorization
• Release and Indemnification Agreement
• Medical Authorization Form
• Request for Special Event Health Insurance

• RSO Travel Policy
• Must obtain prior approval from staff in SALD and
  fill out
• Information Sheet for Registered Student
  Organization Travel
• Travel Information Packet
• Release and Indemnification Agreement
• Medical Authorization Form
• Request for Special Event Health Insurance

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Required Travel

• Student organizations should not require travel
  of members unless it is fundamental to the
  purpose of the organization or otherwise critical
  to its mission or goals.
• Required travel can be generally defined as
  travel that is mandated by the organization and
  for which there may be significant negative
  consequences imposed on a student member for not
  participating in the travel.

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Student Organization Travel

• SECTION 3 GENERAL TRAVEL TIPS

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General Car Travel Tips(Complying with
Federal/State Law or UT Rules)

• Occupants of motor vehicles shall use seat belts
  or other approved safety restraint devices
  required by law or regulation at all times when
  the vehicle is in operation
• Occupants of motor vehicles should never possess,
  consume or transport any alcoholic beverages or
  illegal substances
• The total number of passengers in any vehicle, at
  anytime it is in operation, shall not exceed the
  manufacturers recommended capacity, or the
  number specified by University Policy, or federal
  or state law or regulations, whichever is lowest.
• Make sure all drivers have valid driver licenses
  and proof of insurance. Also ensure each vehicle
  has a current registration and emissions sticker.

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General Car Travel Tips

• Drivers should not drive more than 10 hours in
  any twenty-four (24) hour period
• Make sure to check the safety and condition of
  all vehicles used (even if using a rental
  vehicle)
• All vehicles should have directions, phone
  numbers, and address of locations
• Carry sufficient safety supplies, emergency
  funds, and emergency contact numbers (UTPD, SALD,
  and advisor)
• A navigator should be assigned to each vehicle to
  assist the driver
• Drivers should take a break at least every 4 hours

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General Air Travel Tips

• Always carry a current U.S. federal or
  state-issued photo ID
• Always carry a current passport for international
  trips
• Follow all rules related to what you can and
  cant carry on an airplane
• Remember the 3-1-1 for Carry-On Items
• Review the list of prohibited items
• Place your name, home address, itinerary, and
  destination inside each bag
• Always book a place to stay before you leave
• Keep your small expensive items and other small
  personal items in your carry-on bag

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General Air Travel Tips

• Learn what the weather conditions are like in the
  place you are planning to visit
• Leave copies of your itinerary, passport data
  page and visas with a trusted friend or family
  member, so you can be contacted in case of an
  emergency
• Bring only as much luggage as airline rules
  permit
• Consider costs of check-in or additional bags
• Make sure your identification, passport, driver
  license, emergency contact lists, and insurance
  are all up-to-date
• Arrive early at the airport
• Recommended check-in times vary by carrier

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International Travel Tips

• Check Travel Warnings for Your Destination
• http//travel.state.gov/
• Be familiar with Foreign Exchange Rates
• http//www.oanda.com/convert/classic
• Have all necessary documentation (passport, etc).
  
• Confirm Departure Times and Arrive Early
• Contact the UT International Office
• http//www.utexas.edu/international/

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Student Organization Travel

• SECTION 4 RESPONDING DURING AN EMERGENCY

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General Emergency Procedures

• If you are involved in an accident or someone
  becomes ill or injured
• Stop immediately and call 911 or local police
• Assess the situation and render aid as
  appropriate
• Fill out a police report
• Obtain the names and addresses of all witnesses
• Contact your advisor
• Avoid making statements as to who is at fault,
  nor should you make offers to pay for damages
• Contact the Student Activities and Leadership
  Development area in the Office of the Dean of
  Students

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Student Travel Insurance

• Proof of health insurance is required for all
  students who are engaged in travel that falls
  under the UT travel policies (both RSOs and SSOs)
  
• http//www.utexas.edu/student/vpsa/travel/
• You can purchase Special Events Insurance for
  2.00 per day for each student using a special
  form available from the Office of the Vice
  President for Student Affairs.

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Student Organization Travel

• SECTION 5 TRAVEL RESOURCES

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University Resources

• Registered Student Organizations (RSOs)
• Student Activities and Leadership Development
  (SALD) http//deanofstudents.utexas.edu/sald/riskm
  gmt_travel.php
• Sponsored Student Organizations (SSOs)
• Office of the Vice President for Student
  Affairshttp//www.utexas.edu/student/vpsa/travel/
  
• Sponsoring department or college/advisor

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Travel Assistance Resources

• Texas DPS Non-Emergency Roadside Assistance
• 1-800-525-5555
• AAA Texas 24-hour Roadside Assistance (must be a
  member)
• 1-800-222-4357
• US Department of Transportation Toll Free Hotline
  for Air Travelers with Disabilities
• 1-800-778-4838 (voice) or 1-800-455-9880 (TTY)
• Fuel Cost Calculator
• http//www.roadtripamerica.com/fuel-cost-calculato
  r.php
• Other
• OnStar, Cell Phone Providers, Credit Card
  Providers, GPS unit

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Government Resources

• National Weather Service
• http//www.weather.gov/
• Centers for Disease Control and Prevention
• http//www.cdc.gov/travel/
• U.S. Customs Information for Travelers
• http//www.cbp.gov/xp/cgov/travel/

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Government Resources

• U.S. Department of State
• http//www.state.gov/travel/
• Federal Aviation Administration
• http//www.faa.gov/passengers/
• U.S. Department of Transportation
• http//airconsumer.ost.dot.gov/org.htm

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Student Organization Travel

• SECTION 6 SUMMARY AND REVIEW

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Summary

• When planning a responsible trip make sure to
• Inform the membership, determine who needs to go.
• Consider the purpose and/or goals of the trip.
• Carefully consider the risks associated with the
  trip.
• Discuss the trip with your advisor.
• All student organizations are required to adhere
  to the University Travel Policies. Both
  organizations and individual students can be
  disciplined for not following these policies
• All members who will be going on a trip should
  be required to attend an orientation meeting to
  review emergency procedures, discuss appropriate
  conduct, and fill out required forms.

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Summary

• University Travel Policies vary depending on the
  type of student organization registered student
  organization (RSOs) vs. sponsored student
  organization (SSOs).
• University Travel Policies only apply to student
  organization travel that is more than 25 miles
  from the Main Campus
• When traveling, student organizations and their
  members are required to comply with all federal
  and state laws as well as university rules.
• Proof of health insurance is required for all
  members of student organizations engaging in
  travel covered under the University Travel
  Policies.

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Summary

• Contact your sponsoring department/college or
  Student Activities Leadership Development
  (SALD) at 512-471-3065 for travel assistance.
• The most important steps you can take in an
  emergency include calling 911 for help, rendering
  assistance to organization members, and accessing
  appropriate university resources upon your
  return.
• Required travel can be generally defined as
  travel that is mandated by the organization and
  for which there may be significant negative
  consequences imposed on a member for not
  participating.

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Additional Questions

• Discuss with your organizations leadership
• Faculty/staff advisor
• Risk Management Officer (or other officer)
• Alumni members/organization
• Contact Program Safety Education Services (PSES)
  in the Office of the Dean of Students
• Phone [phone]
• Email SafetyEducation_at_austin.utexas.edu
• Web site http//deanofstudents.utexas.edu/pses/

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HB 2639 Risk Management Education Program
Planning Committee

• A special thanks to the student, faculty, and
  staff members of the committee
• Adrienne Mackenzie, Office of the Dean of
  Students (SALD)
• Bobby Jenkins, U T Student Organization Safety
  Board
• Chad McKenzie, Division of Recreational Sports
• Christa Lopez, Office of the Dean of Students
  (SES)
• David Cronk, Office of Campus Safety and Security
• Diane Ginsburg, College of Pharmacy
• Erik Malmberg, Office of the Dean of Students
  (PSES)
• Heather Davies, Counseling and Mental Health
  Center
• Kathy Chung, Office of the Dean of Students
  (PSES)
• Kevin Prince, University Health Services
• Linda Álvarez Alcántara, Office of the Dean of
  Students (SJS)
• Marilyn Russell, Office of the Dean of Students
  (GLIE)
• Manuel Gonzalez, Office of the Dean of Students
  (PSES)

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Review Your Knowledge

• This concludes our presentation on student
  organization travel.
• Following are ten questions to review your
  knowledge of the information presented in the
  module.
• You must answer 8 of the 10 questions correctly
  to receive credit for completing this module.
• Just click the Go To Review button.