Student Travel Policy for University Organized or Sponsored Events
This
policy applies to the travel of enrolled undergraduate and graduate students
to attend activities or events that are:
organized and/or sponsored by The University of Texas at Austin; and
occur more that twenty-five (25) miles from the University campus.
An organized event is one that is initiated, planned, and arranged by a member of the University's faculty or staff, or by the members of a sponsored student organization, and is approved by an appropriate administrator.
A sponsored event or activity is one that the University endorses by supporting it fiinancially, or by sending students to participate in it as official representatives of the University.
Student Travel Policy for Registered Student Organizations
This
policy applies to the travel of student members of a registered student
organization when:
the organization requires its student members to attend an activity
or event; and
the activity or event occurs more than twenty-five (25) miles from the
University campus.
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 Dean of Students, Student Activities & Leadership Development.
Travel related forms:
Linked below are various forms that may be required for student travel. If the forms cannot be downloaded, paper copies are available from the Office of the Vice President for Student Affairs, 471-1133.
- Request for Authorization for Student Travel
- Release and Indemnification Agreement for Adult Students
- Release and Indemnification Agreement for Adult Non-Students
- Release and Indemnification Agreement for Minors (under 18)
- Authorization for Emergency Medical Treatment for Adults
- Authorization for Emergency Medical Treatment for Minors (under 18)
Special
Events Insurance
Special Events Insurance is required if a student does not have proof of current medical insurance. This short-term accident and sickness insurance is offered by the Student Insurance Division.
Student Insurance related forms:
The request form below is to be used to obtain Special Events health insurance coverage for uninsured students who are engaged in travel to University Organized or Sponsored Events or travel required by Registered Student Organizations. The form should include information for each traveling student who does not have proof of current medical insurance. Fax the form to the Student Insurance Division at the number shown at the bottom of the form before travel begins. Questions may be addressed to the insurance company representative named on the form. The insurance company will bill the agency or department completing the form, which must be prepared to make payment from program or departmental funds or from funds collected from the students involved. The billing will be at the rate of $2.00 per day for each student for the duration of the event, including travel to and from the location(s) involved.