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Publication Date:  July 23, 2002

Chapter 5

Students

5.18 UTSA Policy on Student Travel

  1. Student Travel

    This policy does not apply to NCAA Division I student athletes at UTSA. This policy is applicable to student travel undertaken by one or more currently enrolled students traveling to, from and during an activity, event, sports competition or required class related activity that meets all of the following criteria:

    1. An activity, event, sports competition or required class related activity organized and sponsored by the University of Texas at San Antonio (UTSA). An activity or event is considered to be organized and sponsored if it has been planned and funded by UTSA and approved by the designated administrator.

    2. The activity or event is located more than 25 miles from the component institution; and

      1. Travel to the activity or event is funded and undertaken using a vehicle owned or leased by UTSA; or

      2. Attendance at the activity or event is required by UTSA and approved in accordance with this Policy.

      3. Attendance at the activity or event is required by a registered student organization and approved in accordance with this policy.

  2. Students engaged in travel, as defined in section I, are required to:

    1. Obtain prior written approval for the proposed travel by the approved institutional officer. A UTSA Authorization for Student Travel form must be completed by the sponsoring department, including the names, student identification numbers and itinerary of the trip.

    2. At the institutional officer's approval, it may be determined that proof of medical insurance be provided by the student participants.

    3. Students wishing not to utilize transportation provided to or from the activity or event may sign a release that must be approved by the institutional officer. Use of personal vehicles by students to drive to University-related activities is discouraged. If, however, students use their own vehicles, and/or transport other students as passengers, they should be informed, in advance, that their personal insurance will be primarily responsible for any liability that may arise from such use.

  3. Travel by Registered Student Organizations

    Registered Student Organizations that require members to travel 25 miles or more from the campuses of the component institution to attend an activity or event covered by this policy must obtain prior written approval for the proposed travel by the appropriate institutional officer.

  4. Motor Vehicle Travel

    1. Twelve and fifteen passenger vans may not be used to transport students or equipment.

    2. The total number of passengers in any vehicle and the total weight capacity of the vehicle, including luggage, at any time the vehicle is in operation shall not exceed the manufacturer's recommended capacity or the number specified in applicable federal or state law or regulations, whichever is lower.

    3. Occupants of motor vehicles are required to use seat belts or other approved safety restraint devices required by law or regulation at all times the vehicle is in operation.

    4. Occupants of motor vehicles shall not consume, possess or transport any alcoholic beverages or illegal substances. The use of university-owned or leased vehicles to transport students to and/or from an establishment whose primary function is to sell and serve alcohol is also prohibited.

    5. Motor vehicles must be leased or rented from an approved vendor and those vehicles must have a current proof of liability insurance, state inspection certification, be equipped with all safety devices or equipment required by state or federal law or regulation, and comply with all other requirements of state or federal law or regulation.

    6. No personal vehicle may be "loaned" to the university.

    7. Children may not be transported under the provisions of this policy.

  5. Drivers

    1. Professional motor coach companies must provide drivers with the appropriate training and license for the vehicle driven.

    2. Drivers shall comply with all laws, regulations, and posted signs regarding speed and traffic control.

    3. Drivers must be paid students, faculty, staff or contractors, acting within the scope of their assigned duties, who have successfully completed drivers' orientation training through UTSA, who have an acceptable DMV driving record as determined by UTSA Police Department, who have a valid driver's license and who have been trained as required by law to drive the vehicle that will be used. The appropriate administrative official may require, as a consequence of a moving or traffic violation, an employee to take a Driver Safety course refresher before the employee can transport students on a subsequent University-related activity.

    4. There should be no driving between the hours of 11:00 p.m. and 6:00 a.m. without prior approval of the appropriate administrative official. The majority of travel hours should be during daylight. Drivers may not drive for continuous periods of more than two hours without a "safety" break of at least 15 minutes. Total behind the wheel driving time is not to exceed ten hours. Drivers are required to have eight hours off between periods behind the wheel. If travel time is to exceed 12 hours, 2 or more persons must share the driving responsibility and rotate time behind the wheel. Any deviation from this must be approved as part of the UTSA Authorization for Student Travel process by the institutional officer.

  6. Student Information

    The following is required if a student travels to an activity or event that is planned by UTSA.

    The sponsoring department is responsible for collecting and maintaining the following records:

    1. Approved Travel Authorization form with attached list of participants' names and student identification numbers.

    2. Medical insurance information for each student (if required by the institutional officer).

    3. Emergency contact list complete with the names, addresses and telephone numbers of people to contact for each student in case of an emergency.

    4. Waiver and Indemnification statement completed and signed by each student, or his or her legal guardian if not of age.

    5. Itinerary and on the road contact information so that traveling party can be contacted while en route and returning to campus.

    6. Information concerning what department is sponsoring the travel and who to contact at UTSA for information on the trip must be forwarded to UTSA Police Department so that information is available while the students are on the road.

    7. A complete copy of this information is to be taken on the trip with the students.

  7. Student Conduct

    1. Students are responsible for abiding by the rules and regulations contained in the UTSA Student Code of Conduct while they are traveling.

    2. The sponsoring department may promulgate additional rules concerning expectations of students while on the trip.

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