Student Travel Rule

The opportunity to represent Texas A&M University throughout the state, nation, and world is one of the many benefits of being a recognized student organization. The university has established a travel registration process to promote the health and welfare of students. This Student Travel Rule in the Texas A&M University Standard Administrative Procedures applies to student travel sponsored by an academic department, university unit, or student organization. Specifically, the standard procedure is required when the intended travel is to an activity or event located 25 miles or more away from the university and any of the following circumstances apply:

• The event is sponsored by the University,
• The travel or activity is funded by the University,
• The travel is undertaken using a vehicle owned or leased by the University, or
• The activity is required by a recognized student organization.

If your group is authorizing or sponsoring the travel, the student organization is responsible for the following tasks to ensure the safety of all participants in any emergency situations.

1. Submit a Travel Information Form to the Critical Incident Response Team (CIRT) at least 48 hours before your group departs. The CIRT form asks for names, UIN's, and emergency contact information of all participants traveling with your organization. This information will be used by CIRT staff members to serve as your campus liaisons in case of an emergency, so it is imperative that we have a correct and up-to-date list of your participants and your travel plans.
2. Have each traveling participant sign an Assumption of Risk form acknowledging the risks associated with travel and waiving the organization from liability for any potential injuries. You can use our department's standard waiver form, modifying it for your event by adding information about your activities in the Indemnity Clause section. Please note that if any participants traveling are under the age of eighteen, the release form will need to be signed by their parent or legal guardian.

*While all student travel necessitates a CIRT travel notification, there are certain categories of student travel that are exempted from a waiver requirement. The Student Travel Rule states that, "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."

Means of Transportation

If you are traveling in a vehicle owned by or leased from the University, be aware that all drivers must be at least eighteen (18) years of age, possess personal automobile insurance coverage, and possess a valid Texas or other state driver's license. The rental of a large capacity van from the university requires additional training steps; please refer to the van rental section of this website for more information.

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. 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. If your organization will be using rental vehicles, be sure to inquire with the company about insurance, gas, mileage, and other policies or requirements associated with your rental. Please see the transportation section of this website for more information about using your personal vehicles or commercial rental vehicles for student organization travel.

Finally, groups traveling outside the United States must have all the appropriate licenses, certificates and insurance that is required by the destination country. Please refer to the international travel section of this website for more in-depth information!

Safety Guidelines

Student organization events involving travel are complex and risky activities, so they necessitate thorough planning and proactive risk management. The Student Travel Rule lists a few safety requirements and guidelines:

• Drivers and passengers must act responsibly and use sound judgment when traveling;
• Drivers must obey all traffic laws and regulations, including posted speed limits;
• Drivers must not drive under the influence of alcohol or illegal drugs, nor transport or possess alcoholic beverages, illegal drugs, unauthorized firearms, or other types of weapons;
• Drivers and passengers must wear seat belts at all times, and the number of occupants in the vehicle must not exceed the number of seat belts; and
• Drivers and passengers must avoid horseplay, racing, and other distracting or aggressive behavior.

Some additional safety suggestions and best practices include the following:

1. Drivers should begin the trip well rested, rotate every two hours, and divide the trip into segments to allow stops for rest,
2. Students should notify a designated contact person upon the group's departure and arrival,
3. Students should avoid driving when weather conditions are hazardous, and be prepared to pause the trip should travel conditions (or fatigue) warrant,
4. Drivers should plan their routes in advance, and carpool or caravan when possible,
5. Students should carry at least one cellular telephone or other two-way communication device, a flashlight, and an approved fire extinguisher in each vehicle for emergency purposes,
6. Students should establish reasonable departure and arrival times to and from the activity, avoiding driving between the hours of midnight and 6:00 a.m.,
7. Each vehicle should have at least one extra approved driver, and the second driver or another passenger should ride in the front passenger seat to remain awake with the driver and maintain alertness, and
8. Drivers should avoid taking medication prior to driving, especially if the label warns against operating a vehicle while under the influence of the medication.

The Texas A&M Standard Administrative Procedure for student travel places the responsibility for ensuring compliance with these provisions on the student organization sponsoring the trip, so it is imperative that you are familiar with and follow these safety procedures. Please note that the requirements and suggestions listed in this policy are the minimum acceptable provisions, and we encourage you to create thorough plans for safety during travel events.