Student Travel

Overview

The purpose of UPPS 05.06.03 - Student Travel is to provide the university community, specifically students and student organizations, with procedures and safety guidelines for student, student organization and sponsored program participant travel 25 or more miles away from campus and sanctioned by the university.

Types of Student Groups

University-sanctioned Groups 
This includes travel activity facilitated by any university department, office, center, academic course, program, etc.

Registered Student Organization
For a list of registered student organizations, visit: Bobcat Organization Hub

Safety Guidelines

Review, download, print, and retain thisl list of guidelines as part of all travel-related activities. 

Expand FAQ List

    1. Motor vehicles used for travel covered by this policy shall have a current proof of
      liability insurance card and a state inspection certification.
    2. Keep a copy of all emergency and insurance information for each travel
      participant in accessible location. 
    3. Fifteen passenger vans are not approved.

    1. All students who will operate vehicles while engaged in travel covered by this
      policy must have a valid operator's license and be trained as required by law to
      drive the vehicle that will be used.
    2. Operators shall comply with all laws, regulations and posted signs or directions
      regarding speed and traffic control.
    3. Operators break every two hours and change every four hours. Trips exceeding 14 hours should be completed in two days and have no less than three drivers.

    1. Seat Belts. 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.
    2. Operators must abstain from drinking alcohol at least 12 hours prior to driving;
      abstain from illegal drug use. Occupants of motor vehicles shall not possess,
      consumer, or transport any alcoholic beverages or illegal substances.
    3. Passenger Capacity. The total number of passengers in any vehicle at any time 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.

    1. If an accident occurs which involves injuries to a university student, employee or
      any individual in any other vehicle, the highest priority is to summon emergency
      medical personnel to the accident scene immediately.
    2. If an accident occurs, the appropriate law enforcement agency should be
      summoned to the scene for an accident report and an investigation. If possible,
      vehicles should not be moved, unless a significant traffic hold-up or safety hazard
      exists. The Texas Department of Public Safety Roadway Emergency and Stranded
      Vehicle number is 1(800) 525-5555.
    3. If an accident occurs, the Texas State University Police Department (512-245-
      2805) should be contacted.
    4. There are a number of Texas State departments that have travel regulations for
      departmental travel-related activities. Student organizations must check with any
      advising departments to obtain copies of specific departmental policies if the
      department sanctions the travel-related activity.

Excused Absence System & Calendar

All approved travel packets will be entered in the Excused Absence System & Calendar. SI&E will provide travel arranger a link for the approved travel activity and to be shared with the student group. It is the responsibility of the travel arranger and/or student participant to share this information with their respective faculty/course instructor.

IMPORTANT: 
An excused absence can only be determined and granted by a student's faculty/course instructor. SI&E is unable to provide an excused absence. 

IMPORTANT UPDATE

Forms via Bobcat Organization Hub

As of Thursday, September 19, 2024, Student Involvement & Engagement (SI&E) will no longer accept printed or PDF versions of travel forms. We have successfully migrated to online forms and process via Bobcat Organization Hub.

10 Business Day Requirement

All forms related to Student Organization Travel must be completed via the Bobcat Organization Hub at least 10 business days prior to the first date of travel. This is to ensure that information is reviewed and approved in a timely manner.

Travel Forms