Planning a Responsible Trip - Things You Should Know When You're On the Go!
Is Your Organization Going to Take a Trip?
• Is this going to be an organizational trip?
• Is this trip something your organization should do?
• Has the trip been approved through an organizational decision making process?
• Have you discussed the trip with your advisor?
How Are You Going To Get There?
• What transportation options are available?
• Who should drive?
• Do you need insurance?
How Are You Going To Get There SAFELY?
• What are the expectations for participation in the trip?
• What about safe driving practices?
• What needs to go with you on the trip?
What Happens If Something Goes Wrong?
• What can you do just in case?
• Who needs to know?
• What would you do?
Is Your Organization Going to Take a Trip?
1. Is this going to be an organizational trip?
Factors to consider:
• Who organized the trip?
• How was the trip communicated to your members?
• Who is attending the trip?
• What would an objective person say about this trip?
2. Is this trip something your organization should do?
Factors to consider:
• Is the trip in line with the mission and purpose of your organization?
• Is the trip in line with your vision and goals for the organization?
• Does your organization have the capability to plan such a trip?
• Does this trip make sense for your organization's membership?
3. Has the trip been approved through an organizational decision making process?
Factors to consider:
• Have you assessed the risk issues associated with this trip?
• Have you made a decision about accepting, reducing, or eliminating
those areas of risk?
• Do you have a plan for addressing the risk issues?
4. Have you discussed the trip with your advisor?
How Are You Going To Get There?
1. What transportation options are available?
• Planes, Trains, & Automobiles
• Using a Commercial Carrier (Air, Train, Bus)
• University Vehicles
2. Who should drive?
• Selection & Training Process
• Personal Liability & Responsibility
• Qualifications
3. Do you need insurance?
• Health Insurance
• Auto Insurance
• Trip Insurance
• Commercial Carriers & Rentals
How Are You Going To Get There SAFELY?
1. What are the expectations for participation in the trip?
• Orientation Meeting
• Emergency Procedures
• Waiver & Release Forms
• CIRT Notification
• Behavior
2. What about safe driving practices?
Suggestions:
Obey all traffic laws, especially speed limits. - No horseplay or racing.
- Plan routes out in advance, carpool and caravan where possible.
- Break up the trip into segments, stopping at least once every hour to 90 minutes.
- Do not consume, possess, or transport alcoholic beverages or illegal drugs.
- Each passenger has and wears a seat belt.
- Check in with advisor upon each departure and arrival if the advisor is not present.
- Driver has medical release forms and emergency contact numbers.
- At least one cell phone per car, everyone has numbers and there are designated check-in times.
- No driving between 10 PM and 6 AM.
- Drivers have at least six hours of sleep before driving.
- At least two people in the front seat while driving, and all must remain awake during the trip.
- Pull over in a safe location if you become drowsy and let someone else drive (if they are able).
- Follow the rules and safety tips provided in your driver's manual from the Texas Department of Public Safety ("DPS").
- When in doubt, use common sense when you drive.
- If an accident or breakdown occurs, know and follow set emergency procedures.
3. What needs to go with you on the trip?
Suggestions:
- First Aid Kit & Flashlight
- Cell Phones: one for each vehicle/group leader
- Credit Cards (for gas or emergencies)
- Maps of your route
- Waiver & Release Forms: two sets, one master set that stays with the advisor and one that travels in the same vehicle as the student.
- Emergency Phone Numbers: everyone should have these, and should include your advisor, the University Police Department (UPD-(979) 845-2345), the Department of Student Activities, cell phone numbers for others traveling in your group, and emergency numbers for the areas you plan to visit.
What Happens If Something Goes Wrong?
1. What can you do just in case?
• Waiver & Release Forms
2. Who needs to know?
• CIRT Notification
3. What would you do?
Emergency Procedures
If you are involved in an accident:
- Stop immediately and notify local police or call 911.
- Assess the situation and render aid as appropriate.
- Contact your advisor.
- Fill out police report-necessary for insurance purposes.
- Obtain names and addresses of all witnesses.
- Do not make any statements as to who is at fault, nor should you make any offers to pay damages. Fault or legal liability will be decided by the appropriate authority.
- If you are driving a university vehicle or a rental vehicle, follow the procedures outlined in the rental packet.
If someone is injured in the accident:
- Call 911 immediately and obtain medical attention.
- Render aid as appropriate.
- Consult medical release form for any special needs.
- Contact CIRT via the UPD at 845-2345.
- Contact your advisor.
If a breakdown occurs:
DPS Non-Emergency Roadside Assistance #:
(800) 525-5555 (also *DPS on many wireless phones)
