Appendix L. Student Travel Policy for Registered Student Organizations
It is the policy of the University of Texas at Austin to promote safe travel by
members of its registered student organizations to certain events and activities.
This policy applies to the travel of student members of a registered student
- the organization requires its student members to attend an activity or event; and
- the activity or event occurs more than twenty-five miles from the campus of
Registered student organizations that require student members travel to and
from events or activities that are covered by this policy must obtain prior authorization for such travel from the Office of the Dean of Students,
Office of Campus and Community Involvement.
To obtain authorization, the registered student organization must submit
a completed Student Travel Request Authorization Form to the Office of
Campus and Community Involvement (forms are available from that office).
Whenever possible, the request should be submitted at least five working days prior to
the proposed trip along with the following documents and information:
A list with the names, local addresses, phone numbers, and the name
and number of an emergency contact for each student participant.
Copies of valid operators' licenses for any students who will operate vehicles.
Copies of current medical insurance certificates or a copy of both sides of
an insurance group membership card for each person who wishes to
participate in the activity or event. Purchase of a reasonably priced, short-term
special events policy can be arranged by the Office of Campus and
Community Involvement on behalf of students who do not have, or cannot verify,
current medical coverage. Information concerning this coverage is available from
the Office of the Vice President for Student Affairs, (512) 471-1133.
Motor vehicles used for travel covered by this policy shall have a current proof
of liability insurance card and a state inspection certification.
All students who will operate vehicles while engaged in travel covered by
this policy must have a valid operator's license and be trained as required by law
to drive the vehicle that will be used.
Operators of motor vehicles shall comply with all laws, regulations,
and posted signs or directions regarding speed and traffic control.
Operators shall drive no more than four hours without a minimum rest stop
of thirty minutes.
Operators shall drive no more than ten hours in any twenty-four-hour period.
A navigator shall be assigned for all trips that are scheduled to take more
than two hours; and the navigator shall remain awake while on duty.
Trips requiring more than ten hours of driving time shall include
Seat Belts. 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.
Alcohol and Illegal
Substances. Occupants of motor vehicles shall
not possess, consume, or transport any alcoholic beverages or illegal substances.
Passenger Capacity. The total number of passengers in any vehicle at
any time it is in operation shall not exceed the manufacturer's
recommended capacity, or the number specified by University policy, or federal or state
law or regulations, whichever is lowest.
For assistance: Questions regarding this policy should be directed to the Office of
the Dean of Students, Office of Campus and Community Involvement.
Source: Revised Handbook of Operating Procedures, Policy 12.B.1