Travel Checklist for Required Course Field Trips

 

Required Course Field Trips

• Dates for required field trips for a course should be listed in the course description/time requirements and must be listed in the syllabus.
• Students must complete the Student Activity Release Form from OP 79.13 (university-sponsored travel) or OP 34.06 (Student Org. Travel) prior to travel, and these forms must be kept on file for 3 years.
• Excuse letters must be submitted to the department chair, Associate Dean for Academic & Student Programs (Robert.cox@ttu.edu), and Associate Director for Student Success (maeley.stroupe@ttu.edu) for approval prior to distribution to students.

 

Principles for Student Travel

• Instructors 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 (travel agenda, behavioral expectations, attire, sleeping arrangements etc.) in writing.
  • Prior to travel, employee/sponsor must have all students’ emergency contact information collected to 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 if concerns arise about weather or other situations impacting student safety.
• 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 travel their sponsor or supervisor when they arrive at their destination, at least once per day during the trip, and when they arrive back in Lubbock.