Travel Checklist for Student Organizations & Competitive Teams

 

Davis College Travel Compliance

• Send excuse letter and team/organization roster to department chair, Dr. Robert Cox, and Maeley Stroupe at least two weeks prior to event.
  • Roster needs to have each student’s legal first and last name with their R# (please make sure names & R#s are typed correctly).
• Students must complete the Davis College Code of Expectations online form to allow Maeley Stroupe  to proceed with academic and conduct standing checks.
• Students must also complete the Student Activity Release Form each semester they are traveling on behalf of the college or department. The advisor/coach is responsible for keeping these documents on file for the next three years for liability reasons.
• Once Maeley receives the group’s roster and all students have completed the online form, she will conduct academic and conduct checks to ensure students are eligible to participate.
  • Students must be in Good Academic Standing (2.0 or higher institutional GPA).
  • Students must be in Good Conduct Standing with the Conduct Office.
• Distribute excuse letter(s) once Academic and Conduct Standing checks are completed and Maeley Stroupe confirms which students are/are not eligible to travel.

 

Principles for Student Travel

• Coaches/Advisors are encouraged to collect each student’s emergency contact information prior to the trip and have this information on hand in case of emergency.
• Students traveling for any university-sponsored event, whether for field trips, competitions, recruiting, or other events, should be well trained and briefed beforehand.
  • Prior to traveling students must be trained on emergency procedures, liability issues, travel route, and options for paying travel fees (airfare, uber, tolls, etc.)
  • All travelers must be provided with event information and expectations (booth setup and diagram, inventory, event agenda, attire, etc.) in writing.
  • Prior to travel, employee/sponsor must collect all students’ emergency contact information and have accessible during travel and event.
• Students must be made aware that no TTU insurance coverage is provided or available if they drive their personal vehicles (OP 79.13.2f).
  • All travel arrangements for student travel must be made in advance, and students should be provided with travel details (hotel reservation, flight/ticket information, rental car, etc.) in writing.
  • All reservations must be made in the traveler’s name, as shown on their state issued ID.
  • Be aware that some hotels require minors to be 21 years of age for reservation- this should be checked with each hotel before making reservations for students.
  • Consult your department chair or Dean’s Office if concerns arise about weather or other situations impacting travel.
• Whenever possible, students who are traveling should be accompanied by an employee for safety, coordination, and logistics. This may not be possible for all events but should be observed in most cases.
  • All employees and students traveling to the same event, or traveling at the same time, must have each other’s contact information for coordination and communication.
  • Students traveling alone are encouraged to check-in with their travel sponsor or coach when they arrive at their destination, at least once per day during the trip, and when they arrive back in Lubbock.