The Risk Management Team provides Student Organizations with information on travel. Please read the statement below regarding the Student Travel Rule:
What is this Student Travel Rule
and How Does It Apply to My Organization?
This page provides a general explanation of the new student travel policy and how it may affect your organization. As such, it should be read in conjunction with the and the Standard Administrative Procedure.
Here are the answers to a few Frequently Asked Questions:
Why is there a travel rule?
Passed in response to a call by the Texas Legislature in the 2000 Legislative Session, this is actually not a new Student Activities "Rule." Rather it is a University rule and a companion Standard Administrative Procedure (SAP). This means that it potentially applies to all student travel whether that travel is sponsored by an academic department, university unit OR a student organization.
So do I have to follow this rule every time my group goes somewhere together?
Not necessarily. The rule and SAP only apply when the intended travel is to an activity or event located more than 25 miles from the university and that activity is:
- sponsored by the University
- funded by the University, and the travel is undertaken using a vehicle owned or leased by the University; OR
- required by a student organization registered at the University.
What do I need to do?
There are several things. If your group is authorizing/sponsoring the travel, then the student organization/Department is responsible for:
- Complete the CIRT Travel Form within 48 hours before you leave. Please note that filling out this form is not that difficult, but you will need to have access to the names/student ID's/emergency contact info/etc., for all the people going on the trip.
- You will need to have waiver and release forms designed specifically for your event signed by each of the traveling members. Click here for a link to a sample waiver/release form. If you need help modifying this form for use by your group, please call a member of the Risk Management Team in the Department of Student Activities. (Please note: we usually need a little bit of lead time on this, so please/please/please do not call the day before your activity and expect to get everything done in time. It just doesn't work like that!)
- Please note that the SAP specifically exempts certain categories of organized student travel from the waiver requirement. Specifically, it states: An undergraduate or graduate student who participates in travel related to academic course requirements (e.g. field trips), or their assigned duties as a University employee, (e.g. research data collection) shall not be required to sign a waiver or release in relation to that travel.
- If there are Texas A&M students under the age of 18 traveling with you, those students will need to have a release form signed by their parent or legal guardian.
What if we are taking a University vehicle?
If you are traveling in a vehicle owned by or leased from the University, you should know that all drivers must:
- be at least 18 years of age
- possess personal automobile insurance coverage as mandated by the state of Texas
- possess a valid Texas or other state driver's license
be approved in accordance with the Office of Transportation Services procedures
NOTE: if you are traveling in a large capacity van owned by the University and you lease it through the Department of Student Activities, you will need to fulfill some additional requirements.
What if we will be driving our own vehicles?
Students driving privately owned vehicles must have a valid Texas or other state driver's license and possess auto insurance coverage as mandated by the State of Texas. In addition, the vehicles must have a current state inspection and registration. Groups traveling outside the US must have all the appropriate licenses, certificates and insurance that is required by the country in which the travel occurs. (As to the last point, CHECK IT OUT BEFORE YOU GO! There are not many things more annoying than getting stuck at the border!)
Finally, you should know that in the event of an accident, it is the DRIVER'S insurance that may be used to pay for damages to the vehicle(s) involved in an accident and/or any injuries to a passenger or occupant of another vehicle. This is a potentially large responsibility; if you are not comfortable with it, consider making other transportation arrangements.
Are there safety guidelines that we should follow?
Well, of course there are! First of all, as with all complex student organization activities, we suggest that you thoroughly plan the entire trip.
In addition, the SAP lists several other safety requirements and guidelines. Drivers and passengers must act responsibly and use sound judgment when traveling. Further, drivers must:
- obey all traffic laws and regulations, including posted speed limits
- not drive under the influence of alcohol or illegal drugs or transport or possess alcoholic beverages, illegal drugs, unauthorized firearms or other types of weapons.
- wear seat belts at all times. The number of occupants in the vehicle must not exceed the number of seat belts.
- Avoid horseplay, racing or other distracting or aggressive behavior.
Drivers should also:
- Begin the trip well rested.
- Notify a designated contact person upon departure and arrival.
- Avoid driving when conditions are hazardous (this includes but is not limited to fog, heavy rain, snow or ice conditions). Be prepared to stop the trip and check into a motel when fatigue or travel conditions warrant.
- Plan routes in advance, and carpool and caravan when possible.
- Divide the trip into segments, stopping for rest as necessary.
- Carry at least one cellular telephone or other two-way communication device in each vehicle for emergency purposes.
- Establish a reasonable departure and arrival time to and from the activity or event.
- Avoid driving between midnight and 6 a.m.
- Whenever possible, on extended trips using University vehicles, have at least one other approved University driver in the vehicle. It is recommended that drivers rotate every two hours. A passenger or second driver should ride in the front passenger seat and remain awake at all times to help the driver maintain alertness.
- Carry a flashlight and approved fire extinguisher.
- Avoid taking medication prior to driving, especially if the label warns against operating a vehicle while taking the medication
Although these questions and answers explain many of the travel procedures, please read the rule on your own to be sure that you have all the relevant information. Also please remember the following things:
This is NOT a Department of Student Activities rule; it is a Texas A&M University Rule and Standard Administrative Procedure! The rule and SAP states that the organization sponsoring the trip is responsible for assuring compliance with all the provisions. THIS MEANS YOU ARE RESPONSIBLE FOR KNOWING AND FOLLOWING THE PROCEDURE!
The requirements listed in this policy are the MINIMUM acceptable. If your group decides to do so, though, you may make additional reasonable requirements as you deem necessary.
If you do not understand some of the elements of this rule and procedure, please give us a call in Student Activities. (979.458-4371 or email at risk@stuact.tamu.edu- ask for a member of the Risk Management Team.)
We want your activity to be safe, enjoyable and productive. Let us know what we can do to help you make it so!
