Student Travel Policy

Student Travel Policy

This rule is designed to promote the health and welfare of Texas A&M University-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 and that is located more than 25 miles away. This rule is required by System Policy 13.04, Student Travel.

International Travel

All international/study abroad-related travel must be coordinated and approved through the International Programs Office. Information relating to international travel can be located on the International Programs website.

Domestic 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 that meets at least one of the following criteria:

• The travel is organized through or funded by the university; or
• The travel will use a vehicle owned or leased by the university; or
• The travel is organized and/or funded by a student organization registered at the university.

These rules apply to faculty, staff, and students who engage in transporting students off campus on any university business or related travel activities. It is the responsibility of the department, student organization, or academic program that sponsors the student travel to assure compliance with these procedures.

This is not applicable to traveling related to participation on an intercollegiate athletic team or as support personnel or student who are responsible for their own transportation to an off-campus site (internships, practicum experiences, clinical and/or student teaching, etc.)

Travel Planning and Documentation Requirements

It is recommended that a designated advisor, staff member(s), and/or faculty accompany each student travel group.

Groups traveling must submit the following paperwork as a complete packet:

1. Trip Itinerary- Form 1 (one for entire group)
2. Travel Passenger List- Form 2 (one for entire group)
3. Emergency Notification Form- Form 3 (one for each traveler)
4. Waiver Indemnification and Medical Treatment- Form 4 (one for each student traveling; faculty/staff traveling within their job duties are not required to submit this form)
5. Incident/Accident Report- Form 5 (recommended to be taken on the travel activity)

All travel paperwork must be turned in to the Student Services Office via email to Hannah Hayward no less than four (4) 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 area of non-compliance with the paperwork. All areas of non-compliance must be rectified prior to travel departure. Failure to rectify any area 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 must use university resources to fund and/or support the trip. Requests for exceptions can be made to the Vice President of Student Affairs.

The full policy related to Student Travel including modes of travel, mode-specific safety precautions, safety requirements, minimizing driver fatigue, accident procedures, and related statues, policies or requirements can be viewed in Rule 13.04.99.Jl Student Travel.