Managing the Risks - Student Travel - Presentation 8 of 9

Managing the Risks
A Risk Management Presentation
For UT Dallas Student Organizations

Student Travel
Presentation 8 of 9

Objectives
• Learn the steps to take in planning a safe and effective trip
• Review the university policies and procedures associated
with student organization travel
• Understand the recommended safety procedures for car,
air, and international travel
• Review what steps to take during an emergency while
traveling
• Identify the resources available to assist you and your
student organization with travel planning

MANAGING THE RISKS ● Student Travel

Definition
Student travel incorporates any travel planned or sponsored
by the student organization or its members as part of the
organization’s activities.


FACTS

16-24
13,470

People ages

Were involved in 28% of all alcohol related traffic
accidents. This same age group makes up 14% of the
U.S. population.

People died in crashes involving someone with a
Blood alcohol level of .8 or above in 2006.

Driver inattention,
cell phone usage and fatigue

are contributing factors in over 46% of college student accidents.


Policy
The UT Dallas Student Travel Policy governs any group/
Organization travel as part of a trip planned and/or funded by
UT Dallas and is more than 25 miles away from campus.
For more information on the Student Travel Policy, please refer
to utdallas.edu/deanofstudents/travel.
Please contact the Student Organization Center for Assistance
with your organizational travel at 972-883-6551 or
utdallas.edu/soc.

Planning A Responsible Trip


Deciding To Take A Trip
• Who is coordinating the trip and on whose behalf?
• How was information about the trip communicated to your
members?
• Who will be attending? Are members of your organization
required to attend?
• Is the trip’s purpose consistent with your organization's
purpose?
• Has it been approved through your organization's standard
decision-making process?
• How would an objective person deﬁne your trip?
• Have you discussed the trip with your advisor?


Deciding To Get There
• What transportation options are available?
- Planes, cars, trains, and commercial carriers

• If you plan to use personal vehicles, who should drive?
- Carefully select and train drivers/check driving records
• Do you need insurance? If so, what kind?
- Health, auto, trip, rental, etc.


Keeping It Safe
• What are the expectations for participation in the trip?
- Attend an orientation meeting: review emergency
procedures, discuss appropriate conduct, ﬁll out required
forms, etc.
• What about safe travel practices?
- Plan carefully, follow rules and regulations, protect
yourself and others, use common sense

• What needs to go with you on the trip?
- First aid kit, itinerary, emergency numbers, required
forms, maps of route, cell phones


University Travel Policies


• Depends on where you are going
- Policies apply to any destination more than 25 miles away
from the UTD main campus
• Depends on the type of student organization
- Different policies for sponsored student organization
versus registered student organization
• Depends on whether or not the travel is required
- Consider whether or not there are negative
consequences if a member/potential member does not
participate

(When does it apply?)
SSO Travel Policy
Applies to all travel more
than 25 miles away from the
main campus that involves:
- sponsored student
organizations, OR
- enrolled students attending
events or activities that are
organized and/or
sponsored by the
university.

RSO Travel Policy
Applies to all travel more
than 25 miles away from
the main campus in which:
- a registered student
organization requires a
student member(s) to
attend the activity or
event.

(What are we required to do?)
SSO Travel Policy
Must obtain prior approval
from appropriate UTD
administrator and fill out:
- Request for Student Travel
Authorization
- Release and
Indemnification Agreement
- Medical Authorization Form

RSO Travel Policy
Must obtain prior approval
from staff in the Center
For Student Involvement:
- Travel Information
Packet
- Release and
Indemnification
Agreement
- Medical Authorization
Form

Required Travel
• Student organizations should not require travel of members
unless it is fundamental to the purpose of the organization
or otherwise critical to its mission or goals.

• Required travel can be generally deﬁned as travel that is

mandated by the organization and for which there may be
signiﬁcant negative consequences imposed on a student
member for not participating in the travel.


General Travel Tips


General Car Travel Tips
(Complying with Federal/State Law or UTD Rules)
• 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
• Occupants of motor vehicles should never possess, consume
or transport any alcoholic beverages or illegal substances
• The total number of passengers in any vehicle, at anytime 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.
• Make sure all drivers have valid driver licenses and proof of
insurance. Also ensure each vehicle has a current
registration and emissions sticker.

General Car Travel Tips
• Drivers should not drive more than 8 hours in any twentyfour (24) hour period
• Make sure to check the safety and condition of all vehicles
used (even if using a rental vehicle)
• All vehicles should have directions, phone numbers, and
address of locations
• Carry sufﬁcient safety supplies, emergency funds, and
emergency contact numbers
• A navigator should be assigned to each vehicle to assist the
driver
• Drivers should take a break at least every 3 hours


General Air Travel Tips
• Always carry a current U.S. federal or state-issued photo ID
- Always carry a current passport for international trips
• Follow all rules related to what you can and can’t carry on
an airplane
- Remember the 3-1-1 for Carry-On Items
- Review the list of prohibited items
• Place your name, home address, itinerary, and destination
inside each bag
• Always book a place to stay before you leave
• Keep your small expensive items and other small personal
items in your carry-on bag


General Air Travel Tips
• Learn what the weather conditions are like in the place you
are planning to visit
• Leave copies of your itinerary, passport data page and visas
with a trusted friend or family member, so you can be
contacted in case of an emergency
• Bring only as much luggage as airline rules permit
- Consider costs of check-in or additional bags
• Make sure your identiﬁcation, passport, driver license,
emergency contact lists, and insurance are all up-to-date
• Arrive early at the airport
- Recommended check-in times vary by carrier


International Travel Tips
• Check Travel Warnings for Your Destination
- http://travel.state.gov/
• Be familiar with Foreign Exchange Rates
- oanda.com/convert/classic
• Have all necessary documentation (passport, etc).
• Conﬁrm Departure Times and Arrive Early


Responding During An
Emergency


General Emergency Procedures
If you are involved in an accident or someone becomes ill or
injured:
• Stop immediately and call 911 or local police
• Assess the situation and render aid as appropriate
• Fill out a police report
• Obtain the names and addresses of all witnesses
• Contact your advisor
• Avoid making statements as to who is at fault, nor should
you make offers to pay for damages
• Contact the Ofﬁce of the Dean of Students


Student Travel Insurance
Proof of health insurance is required for all students
who are engaged in travel that falls under the UTD travel
policies:
http://www.utdallas.edu/deanofstudents/travel/


Travel Resources


University Resources
• Registered Student Organizations (RSOs)

- Student Organization Forum www.utdallas.edu/sof

• Sponsored Student Organizations (SSOs)
- Ofﬁce of the Dean of Students www.utdallas.edu/
deanofstudents
- Sponsoring department or college/advisor


Travel Assistance Resources
• Texas DPS Non-Emergency Roadside Assistance
- 1-800-525-5555
• AAA Texas 24-hour Roadside Assistance (must be a member)
- 1-800-222-4357
• US Department of Transportation Toll Free Hotline for Air
Travelers with Disabilities
- 1-800-778-4838 (voice) or 1-800-455-9880 (TTY)
• Fuel Cost Calculator
- roadtripamerica.com/fuel-cost-calculator.php
• Other
- OnStar, Cell Phone Providers, Credit Card Providers, GPS unit


Government Resourcess
• National Weather Service
- weather.gov
• Centers for Disease Control and Prevention
- cdc.gov

• U.S. Customs Information for Travelers
- cbp.gov


Government Resources
• U.S. Department of State
- state.gov

• Federal Aviation Administration
- faa.gov
• U.S. Department of Transportation
- http://airconsumer.ost.dot.gov/org.htm


Summary And Review


Summary
• When planning a responsible trip make sure to
- Inform the membership, determine who needs to go.
- Consider the purpose and/or goals of the trip.
- Carefully consider the risks associated with the trip.
- Discuss the trip with your advisor.
• All student organizations are required to adhere to the
University Travel Policies. Both organizations and
individual students can be disciplined for not following
these policies
• All members who will be going on a trip should be required
to attend an orientation meeting to review emergency
procedures, discuss appropriate conduct, and ﬁll out
required forms.

Summary
• University Travel Policies vary depending on the type of
student organization – registered student organization
(RSOs) vs. sponsored student organization (SSOs).
• University Travel Policies only apply to student organization
travel that is more than 25 miles from the Main Campus
• When traveling, student organizations and their members
are required to comply with all federal and state laws as
well as university rules.
• Proof of health insurance is required for all members of
student organizations engaging in travel covered under the
University Travel Policies.


Summary
• Contact your sponsoring department/college or the Office
of the Dean of Students for travel assistance.
• The most important steps you can take in an emergency
include calling 911 for help, rendering assistance to
organization members, and accessing appropriate
university resources upon your return.
• Required travel can be generally defined as travel that is
mandated by the organization and for which there may be
significant negative consequences imposed on a member
for not participating.


Additional Questions
•

Discuss with your organization’s leadership
- Faculty/staff advisor
- Risk Management Ofﬁcer (or other ofﬁcer)
- Alumni members/organization


Review Your Knowledge
1) Clink on the link below to get started
https://elearningpilot.utdallas.edu/webapps/portal/frameset.jsp
2) Login with your netID and Password
3) In the my organizations box click on Risk Management Quizzes
2012-2013
4) Click on the quiz title that you will take.
5) Click Begin. As you proceed make sure all answers are saved.
6) Once you have answered and Saved all ten questions click save
and submit.
7) Wait for the submission report. Click ok to view results
8) If you have scored an 80% you may move on to the next quiz.
If you have not scored an 80% you must retake the quiz until
you have received a score of 80%

Managing the Risks - Student Travel - Presentation 8 of 9

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