Overview

The purpose of this page 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.

For more information, visit: UPPS 05.06.03 - Student Travel.

Excused Absence

An excused absence is determined and granted by a student's course instructor. 

Excused absence is an absence for which a student is not penalized by the instructor for being absent from class and is allowed to make up any missed class work or examinations assigned or scheduled during the specified time period requested or approved.

Contact

Operations & Assessment
Student Involvement and Engagement
campusaccess@txstate.edu
(512) 245-3219
LBJ Student Center, Suite 425

University-sanctioned Travel Activity

A university organized travel activity is initiated, planned, arranged, and supervised by a full-time university employee (i.e., faculty or staff) serving in their official capacity, approved by an appropriate administrator, and when any of the following applies: 

  • a student is officially representing the university in an educational, entertainment, or sporting activity that enhances the image of the university. 
  • a university employee is accompanying a student on the travel activity.
  • institutional or departmental resources including, but not limited to, funds are used to support the travel activity; 
  • mode of transportation including, but not limited to, a vehicle that is owned, leased, rented, or paid by the university
  • a student participating in an activity under the supervision of a college, department, class, university office, learning community, education abroad program, or Study-in-America.

University-sanctioned Groups 

This includes travel activities undertaken by any group who meets the definition of who meet the definition of university-sanctioned travel activity:

  • University departments
  • Registered student organizations
  • Performance groups 

Academic Performance Groups - College of Fine Arts and Communications
The following groups will complete the forms on this webpage. 

  • Choral groups and vocal ensembles
  • Dance groups
  • Debate team
  • Music instrumental ensembles
  • Theatre productions

Athletic Performance Groups - TXST Athletics
For travel authorization for athletic performance groups, visit: A/PPS 03.01 - Business Operations.

  • Cheerleaders
  • Strutters
  • Student-athletes

Registered Student Organization Travel

Not all travel by a registered student organization meets definition of university-santioned travel activity. 

RSOs are required to document their travel
Registered student organizations are required to document their travel via the appropriate forms below.

List of Registered Student Organizations
For a list of registered student organizations including sports clubs, visit: Bobcat Organization Hub.

Sports Clubs
Sports Clubs are registered student organizations and whose travel authorization is reviewed and approved by Campus Recreation. 

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.

Absence Calendar: List of Approved Activities

All approved university-sanctioned travel activities are entered and listed in the Absence Calendar. 
SI&E will provide the travel arranger a unique link for the listed activity in the calendar. 

It is the responsibility of the travel arranger and/or student traveler to share this information with their respective 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. 

Forms via Bobcat Organization Hub

As of Thursday, September 19, 2024, Student Involvement & Engagement (SI&E) no longer accepts printed or PDF versions of travel forms. All forms and processes are facilitated via Bobcat Organization Hub.

10 University 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

Request for Student Travel Authorization

Required

One submission per individual travel activity and completed by travel arranger.

Student Travel Activity Release, Indemnity Agreement, and Emergency Contact Information

REQUIRED

Completed by each individual student traveler.

Authorization for Medical Treatment for Minors, Student Travel Activity Release, and Indemnity Agreement

REQUIRED, IF APPLICABLE.

Completed by the parent or guardian of a student traveler.