University Rule
13.04.99.J1 Student Travel
Approved: November 13, 2025
Next Scheduled Review: November 13, 2030
Rule Summary
This rule is designed to promote the health and welfare of Texas A&M University-Victoria (A&M-Victoria) students by regulating travel that is undertaken by one or more registered university students presently enrolled at the university to reach an event organized or sponsored by the university that is located more than 25 miles from the university.
This rule is required by System Policy 13.04, Student Travel.
Rule
1. INTERNATIONAL TRAVEL
1.1 All international/study abroad-related travel must be coordinated and approved through the International Programs Office. All student paperwork for international travel must be submitted to that office according to their published deadlines. The International Programs Office will assist departments, programs and organizations in complying with all travel guidelines and/or international travel warnings from the State Department during the planning process to ensure all safety and additional travel approval steps are met. Information related to international travel is located at this link: https://www.tamuv.edu/international/
2. DOMESTIC TRAVEL
2.1 In compliance with state law and System Policy 04, Student Travel, the following provisions apply to any student who travels more than 25 miles from campus to an activity or event that is organized or sponsored by the university (including, but not limited to, travel under the scope and/or direction of a college, department, class, office, learning community, study abroad program, registered organization, or their representatives) that meets at least one of the following criteria:
(a) The travel is organized through or funded by the university; or
(b) The travel will use a vehicle owned or leased by the university; or
(c) The travel is organized and/or funded by a student organization registered at the university.
2.2 These provisions apply to faculty, staff and students who engage in transporting students off campus on any university business or related travel activities, except as noted in Section 2.3 and Section 2.4, below. It is the responsibility of the entity (e., university department, recognized student organization, academic program) that sponsors the organized student travel to ensure compliance with these procedures.
2.3 This rule is not applicable to students who are responsible for their own transportation to an off-campus site (e., internships, practicum experiences, clinical and/or student teaching sites).
2.4 This rule is not applicable to students traveling due to participation in an intercollegiate athletic team or as support personnel. Athletic team-related travel is coordinated, monitored and tracked through the Department of Athletics’ policies and procedures.
2.5 These regulations are a minimum standard; departments may mandate additional procedures to address the unique requirements associated with a particular type of organized student travel. Departments or units should submit proposals for additional standards through the chain of command to the appropriate vice president.
3. MODES OF TRAVEL
Organized student travel may require various modes of transportation. Each form of transportation requires students to follow common and mode-specific safety precautions.
3.1 Vehicles Owned or Leased (including rental) by the university: Only university employees (including student employees) may be authorized to drive university-owned vehicles. Rental car companies may have minimum age requirements for drivers. Students driving rental vehicles must include the optional insurance coverage from the rental company when leasing a vehicle, except when a student employee is renting the vehicle as a function of their employment. Drivers must possess a valid driver's license appropriate for the types of vehicles they are operating. Non-employees may be allowed to rent/lease vehicles on the state contract when traveling on official state business or on behalf of the university, including approved student travel.
3.2 Privately Owned Vehicles: Students and/or staff who use a privately owned vehicle or any vehicle other than those owned and/or leased by the university for travel to and from activities and events organized and/or sponsored by the university that are covered by this student travel rule are expected to follow the safety requirements related to student travel set out in this policy. Drivers on student travel trips in privately owned vehicles must have a valid driver's license that is appropriate for the classification of the vehicle being driven, motor vehicle insurance and current state registration.
3.3 Commercial Carrier Travel (air travel, charter travel, boat, ferry and/or rail travel): Students and/or staff traveling by commercial carrier transportation must comply with all international, federal, state and/or local laws regulating the specific mode of travel and the rules of the specific carrier. This includes laws and rules regarding carry-on baggage and baggage weight restrictions. When arranging commercial travel, every effort should be made to use an official state travel card for the purposes of the additional insurance coverage provided by the travel card. Refer to documentation regarding the travel card for details regarding the coverage or contact the Travel Office.
4. SAFETY REQUIREMENTS
Efforts should be made, in advance, to identify and minimize risks associated with the student travel trip, including, but not limited to, safety with the modes of travel, events during travel, etc. It is strongly recommended that all departments, programs, and/or organizations conducting student travel covered under this rule purchase the additional “special risk accident insurance” available through the Office of Enterprise Risk Management. The application can be located on The Texas A&M University System Office of Risk Management website: Claim Reporting – Office of Risk Management. Select “Origami Portal” and then select “Submit a Special Event Insurance Request”.
4.1 General Driving Safety Recommendations:
(a) Plan routes in advance and carpool or caravan when possible
(b) The length of the trip should be considered when selecting the number of drivers needed. See Section 4.3 (Minimizing Driver Fatigue) below for more details.
(c) Notify a designated contact person upon departure and arrival.
(d) Drivers must have valid driver’s licenses for the types of vehicles they are operating. Individuals not familiar with driving large-capacity vehicles are encouraged to participate in training related to 12-to-15-passenger van operations.
4.2 Vehicle Operation Safety:
(a) All occupants must use seat belts and remain seated when the vehicle is in motion. The number of occupants in a vehicle must not exceed the number of working seat belts in the vehicle.
(b) Loading of the vehicle should be done in accordance with vehicle manufacturers' recommendations. Drivers, occupants, and luggage must not exceed the vehicle manufacturer's recommended capacity.
(c) Occupants and drivers of the vehicle must comply with all the university travel guidelines.
(d) Drivers will comply with all applicable traffic laws, posted speed limits, and regulations at all times, avoiding horseplay, racing, and/or other aggressive behavior.
(e) The driver must confront rowdy or disorderly behavior by the passengers that may cause driver distractions.
(f) Smoking or driving while under the influence of impairing drugs or alcohol is prohibited.
(g) Use of radar/laser detection devices is prohibited in the vehicle.
(h) Use of headphones or earphones by the driver is prohibited.
(i) Use of a cellular/mobile phone must be limited by the driver and must comply with all applicable local laws/ordinances.
(j) No alcohol, illegal drugs, unauthorized firearms, or other types of weapons are to be in the vehicle at any time.
(k) Driver must be 18 years of age or older (or meet the rental company’s age requirement).
(l) Any rental/leased vehicle must carry the optional insurance at the time of rental. Refer to Section 3.1 for more details.
4.3 Minimizing Driver Fatigue
Drivers should recognize that driving a vehicle for long hours is challenging and, therefore, should practice certain safety precautions to stay alert and safe. To help reduce fatigue, drivers should:
(a) Begin the trip well-rested.
(b) If there are two or more drivers per vehicle, drivers should rotate every two hours and divide the trip into segments to allow stops for rest. If a driver is traveling alone or is a sole driver, the driver should consider limiting the distance traveled to 400 miles and/or 8 hours per day.
(c) Schedule trips during normal waking hours. Establish a reasonable arrival time for the activity or event.
(d) Avoid driving when weather conditions are hazardous (including, but not limited to, fog, heavy rain, snow, or ice conditions) and be prepared to pause the trip or check into a motel should fatigue and travel conditions warrant.
(e) Avoid medication before driving, especially if the label warns against operating vehicles while taking the medication.
(f) Avoid taking any type of drug to stay awake.
(g) If traveling with others, it is recommended that a passenger ride in the front seat and always remain awake.
(h) It is recommended that drivers of all vehicles, including privately owned vehicles used on official business, travel with an Emergency Road Kit (first aid kit, flashlight, fire extinguisher, and traffic control devices such as roadside reflectors and flares). It is further recommended that groups traveling have someone who is certified in CPR/First Aid, have emergency supplies of food and water, have access to maps for the area in which they are traveling, and have a cellular phone.
5. TRAVEL PLANNING AND DOCUMENTATION REQUIREMENTS
5.1 It is recommended that a designated advisor, staff member(s), and/or faculty accompany each student travel group. If an advisor, staff member(s), and/or faculty cannot attend the function with the student group, the group should become familiar with expectations for behavior and all procedures pertaining to student travel. Travelers must adhere to all federal, state, and local laws and ordinances, as well as the Student Code of Conduct. The group should plan its itinerary in a manner that divides the trip into reasonable segments, avoids driver fatigue, and incorporates the necessary safety precautions.
5.2 Groups traveling must submit the following paperwork as a complete packet:
1. Trip Itinerary (one for entire group) (Form 1)
2. Travel Passenger List (one for entire group) (Form 2)
3. Emergency Notification Form (one for each traveler) (Form 3)
4. Assumption of Risk Indemnification Agreement (one for each student traveling; faculty and staff traveling within their job duties are not required to submit this form) (Form 4)
5. A copy of the Incident/Accident Report should be taken with the group. (Form 5)
6. Special Event Insurance Application (optional but strongly recommended).
The sponsoring department and/or organization should keep a copy of the Emergency Notification and Assumption of Risk Indemnification Agreement forms for each member of the group while traveling. This information will be needed in the event of an accident or other incident.
5.3 Access to Student Travel Forms
Student travel forms listed in Section 5.2 are provided online and can be accessed at this link: www.tamuv.edu/student-services/travel-policy.
(a) Faculty and/or staff accompanying students as a part of their university duties must complete and submit a travel request in Emburse.
(b) Student travel forms are retained by the director of student services according to the state record retention schedule.
5.4 Individuals or groups that travel frequently to the same location(s) may be eligible to submit student travel paperwork that covers more than one student travel trip. Inquiries about whether an individual or a group of students is eligible to submit a “blanket travel” request may be made to the director of student services.
5.5 All travel paperwork listed in Section 5.2 must be turned into the Student Services Office no less than four business days before the date of departure (departure day does not count toward the four days). All paperwork will be reviewed for compliance with the travel rules. Departments, programs, and/or organizations will be notified of any areas of non-compliance with the paperwork. All areas of non-compliance must be rectified prior to the travel departure. Failure to rectify any areas of non-compliance will result in the trip being designated as “not approved.” Trips designated as “not approved” are not eligible to be covered under university liability insurance, and no department/organization/entity may use university resources to fund and/or support the trip. Repeated non-compliance with complete travel paperwork, guidelines, and/or deadlines may result in the suspension of student travel for the department, program, and/or organization until re-training on proper procedures occurs. Travel paperwork must be completed for each person attending the trip, and driver record checks must be conducted in advance on all individuals who may be operating a vehicle during the trip.
5.6 Requests for exceptions must be made to the vice president of student affairs. Exception requests may be made regarding the four-day rule, as stated in 5.6, or to have a “not approved” designation reviewed.
5.7 The director of student services will share completed trip paperwork with the University Police Department.
6. IN THE EVENT OF AN ACCIDENT
The following procedures should be used whenever members of a university group are involved in an accident, regardless of the extent of the injury and/or damage:
(a) Stop immediately; do not leave the scene; take necessary steps to prevent another accident; and notify the proper law enforcement agency and/or emergency medical services (9-1-1) so that an official report of the accident is made.
(b) Render aid to the injured until help arrives.
(c) Call the University Police Department at 361-570-4357. Do not call the family members of the injured university students and/or employees. The University Police Department will do this in accordance with university policies.
(d) Record the names, addresses, and phone numbers of all witnesses.
(e) Provide all required information to the law enforcement officer.
(f) When returning to campus, the driver must immediately contact the University Police Department and Office of Student Services to follow up on the completion of the accident report forms. Any incident must also be reported to The Texas A&M University System, Office of Risk Management via OrigamiRisk.
(g) In the event of an automobile accident, gather the following information on any vehicles involved in the accident:
1. Year of vehicle
2. Make and model of vehicle
3. Color of vehicle
4. License plate number
5. Driver's license number of the other driver
6. Insurance information of the other driver
(h) If a university vehicle is involved in an accident and it is inoperable, the driver should contact the University Police Department at 361-570-4357 for instructions.
(i) If a rental vehicle is in an accident, contact the rental agency for instructions.
(j) If a vehicle in an accident must be towed, remove any keys, fuel/credit cards, and all personal property, which might be lost or stolen.
(k) DO NOT make any statements, oral or written, as to who was at fault. Any admission of fault may impair the insurer's ability to defend a case of questionable legal liability. The appropriate legal authority will decide fault or liability.
Related Statues, Policies, or Requirements
System Policy 13.04, Student Travel
Form 3- Emergency Notification Form
Contact Office
Student Services Office
(361) 485-4590