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Travel Policy

Drury University seeks to promote safe travel to events and activities occurring beyond the boundaries of University property by students and recognized student organizations. Drury University supports the philosophy that student activities are an integral component of the collegiate experience and understands that student organizations have a variety of travel needs based on the nature of their organization.

This Policy applies to individual student and recognized student organization travel both in cases where the travel is sponsored by a Drury University student organization and in cases where the travel is independent of student organization sponsorship but where an individual student or recognized student organization travels on behalf of, or with the financial support of, one or more recognized student organizations of Drury University.

Examples of activities and events that fall under this policy include, but are not limited to: Division of Student Affairs-sponsored field trips, club sports trips, the activities of recognized student organizations, Student Government Association-funded travel, University-sponsored community service travel, and in situations where a student or recognized student organization officially represents the University, e.g., leadership academies, conferences, and other programs.

All travel by recognized student organizations must relate to the purpose of the organization and comply with the policies of the Drury University and applicable local, state, and national laws. The purpose of student organization travel and transportation to and from the event is to be reviewed and authorized by the campus advisor prior to travel. These guidelines are designed to reduce risk and provide protection for all student organization travel. All student organizations must comply with the requirements for travel as outlined here.
This policy does not apply to travel undertaken by individual students attending out of town athletic/recreational events as a non-participant (except when traveling on behalf or with the financial support of a recognized student organization as described above), engaging in student teaching, internships, practicums, observations or research, or participating in intercollegiate athletics competitions under the auspices of the Department of Athletics.

Travel on behalf of Drury University by non-recognized student organizations and non-approved entities is prohibited.

Travel Definitions
Distance & Leadership Requirements
Participant Behavior
Drugs & Alcohol
Accidents
Meeting
Transportation
Driver Standards & Authorization
Air Travel
Commercial Travel
International Travel

DRURY UNIVERSITY TRAVEL DEFINITIONS
Travel is considered Drury University travel if any one of the following conditions are met:

• The University or student organization pays for any part of the event, through an institution or organization account or collection of funds from individual members.
• There is transportation, reimbursement for expenses, food, registration fees, etc.
• The organization and University names are advertised or used in any way
• You are representing the University or organization at conferences, using promotional flyers/handouts advertising the event, announcements at meetings, email/listserv/Facebook distributions, website calendar of events, registration materials, etc
• Attendance of the members (regardless of how many there are) present at the event is based on their affiliation rather than individual initiative (i.e. it is more likely that they attended because of their organization affiliation).
• Travel that is an expectation placed upon a student as a component of the students experience at Drury University, or a travel experience sponsored by the University.
• A group is defined as an organization sponsored by the University or an event promoted by the organization.

While the above guidelines serve as the general policy, the Dean of Students may approve alternative travel arrangements for certain events involving individual students, regularly scheduled repetitive travel, or unusual circumstances.

TRAVEL DISTANCE & LEADERSHIP REQUIREMENTS
Drury University values faculty/staff mentored student travel as a developmental and educational experience. For this reason, resources and guidelines are provided for student travel. Campus Advisors are responsible for sharing the travel policy with their members before the start of each year and prior to travel. In order to make the most of the mentoring process, it is vital that all parties be informed of these guidelines, as well as the specifics of the proposed travel, and that proper follow-up occur following travel.

• For travel within Springfield city limits:
•  the Campus Advisor should be aware of the group's general travel plans and participants.
• Student Activities Office does not need to be notified.  
• For travel outside of a 300-mile radius of Springfield, MO:
•  the University requires that a Campus Advisor accompany the organization. In cases where the official Campus Advisor is unable to travel with the organization/class, a substitute full time faculty/staff member or otherwise approved Advisor must travel with the group.
• Campus Advisor or substitute faculty member must carry a copy of emergency contact information, liability release form, and each student’s insurance card at all times.
• For the purpose of determining the 300-mile radius or anticipated distance to destination use 900 N. Benton, Springfield, MO, 65802 as the starting point.
• After the trip has been completed, the Campus Advisor must complete the Travel Follow-up & Safety Report.
• For travel outside of Springfield city limits, but within the 300-mile radius of Drury University, it is strongly recommended that a Campus Advisor accompany the group. For travel within the 300-mile radius where no Campus Advisor is traveling:
• All trips must be Day Trips only. Groups may leave no earlier than 6:00 am and return no later than midnight of the same day.
• The organization and Advisor should identify an "Approved Drury Trip Leader" (ADTL) who will coordinate required paperwork, submit required forms to the Student Activities Office, meet with the Campus Advisor prior to the trip for planning and to read through the Student Organization Travel Policy together, serve as primary contact while traveling, and communicate regularly with the Campus Advisor should any problems arise while travelling (accident, injury, illness, travel disruption, natural disaster, local emergency, etc.).
• The ADTL should also be instructed to call Campus Safety and Security to have the University's Administrator on Call paged in the event of any illness or injury requiring medical treatment or causing a travel disruption).
• The ADTL should be an approved university driver and have a Motor Vehicle Report completed, approved, and on file with Drury University (regardless of mode of transportation).
• The ADTL should leave with the Campus Advisor a copy of Travel Registration Request Form which includes the travel itinerary, with destination contact information, list of all participants & their personal contact information, and if needed, the Motor Vehicle Report.
• The ADTL must carry a copy of each student’s emergency contact information, liability release form, and insurance card at all times.
• The ADTL should communicate with the advisor upon departure from Drury University, arrival at destination, departure from destination, and arrival back at Drury University.
• After the trip has been completed, the ADTL will complete the Travel Follow-up & Safety Report.

TRAVEL PARTICIPANT BEHAVIOR
Participants in activities involving student travel are responsible for their own behavior and any resulting consequences. The University shall not be liable for any loss, damage, injury or other consequence resulting from a participant's failure to comply with University rules and regulations, the direction of University employees, or applicable laws.
While traveling, participants are bound by University policies as stated in Community Standards Handbook/Website, including the Student Code of Conduct as well as local and state traffic laws and regulations. All trip participants are required to comply with University policies and procedures understanding that such compliance is important to the success of the trip and to the University's willingness to permit future similar activities. Students must conform their conduct to the standards surrounding the trip and assume responsibility for their own actions, understanding the circumstances of an off-campus activity may require a standard of good behavior which may differ from that applicable on campus.
Failure to abide by these policies and violations may subject participants and sponsoring organizations to University review and disciplinary action pursuant to the Drury University Community Standards.
All participants are required to engage in the planned activities of the trip. Unstructured time should be kept to a minimum to reduce the risks inherent in unsupervised activity. The sponsoring department or organization should keep a list of all participants involved in the trip.

ALCOHOL & DRUGS
During any organization/class activities, practices, conferences, retreats, etc., no alcohol/drugs are to be present. No alcoholic beverages or beverage containers (open or closed) are allowed. This includes transporting alcohol in a University vehicle or on a University trip. Consumption of alcohol by drivers and passengers is prohibited at least 24 hours before driving for student organization activities.
If alcohol/drugs are found, have been used, or proved to be present at any of these activities, the organization will have all travel privileges suspended by the University for a minimum of one calendar year. This means that all organizations found in violation will be denied access to University vehicles, travel policies, or reimbursement for such expenses (hotels, off campus tournaments, registration fees, etc.).

ACCIDENTS
In case of an accident or injury:

• First contact local police to seek medical attention and obtain a police report.
• Then the organization must contact Drury Security immediately 417-873-7911 and file the Accident & Injury Reporting form with the Student Activities Office.

The Campus Advisor responsible for the trip shall communicate to the participants that the University does not provide medical insurance for any student's participation in trips. All student participants shall be responsible for any medical costs they incur during and/or as a result of the trip.

PRE-TRIP MEETING
The faculty member, administrator, and/or recognized student organization in charge of the trip, whether sponsored or not sponsored, should hold a pre-trip planning meeting with all participants to discuss the planned itinerary, behavioral expectations, and transportation details.

SAFE TRANSPORTATION

• All trip participants must complete a Liability Release Form and an Emergency Information Form.
• Students under the age of eighteen (18) must have the Liability Release Form signed by their parents or legal guardian.
• Students using personal vehicles for student organization travel must sign a Liability Release Form and an Emergency Information Form acknowledging the risks involved in the travel activity and assuming responsibility for liability for themselves and the passengers traveling in their vehicle.

DRIVER STANDARDS & AUTHORIZATION
Individuals requesting permission to drive vehicles for authorized student organization travel must meet the following minimum qualifications:

• Drivers must have a valid U.S. driver's license for the vehicle being driven with the appropriate classifications, restrictions, and endorsements.
• Drivers must agree to operate the vehicle in a safe and prudent manner.
• Drivers for student organization travel must be members of the organization who are currently enrolled as Drury University students, staff, or faculty.

Drivers must abide by university policies and any applicable federal or state regulations that govern individual actions including, but not limited to, ethical behavior, confidentiality, financial responsibility, alcohol and drug use.

• The number of drivers required may vary depending on the distance and duration of the trip.
• Each driver is allowed to drive a reasonable amount of hours and must take regular breaks.
• One person must be in the front passenger seat and awake at all times to assist with navigation and trip safety.
• Drivers must obey traffic laws and regulations, including posted speed limits.

Drivers of University owned or rented vehicles must be registered and approved by the University before departure. If students will be driving personal vehicles, each driver should sign a Driver Responsibility Form and leave it with the Advisor and the Student Activities Office.
The Campus Advisor should retain this form on file for the period of three years.
To become a certified Drury University Driver:

• Drivers must have no less than three years of driving experience, must not be a freshman and must submit a clear copy of their valid driver's license and completed Motor Vehicle Report.
• Once the application form is approved, drivers must read and become familiar with the University Guidelines for Student Organization Travel. The rental of 12-passenger vans or mini vans must meet the requirements of the rental company. 15-passenger vans are not permitted.
• Drury University Dean of Students may make exceptions to the policies based on an individual's driving history or special needs.

Driver Responsibility

• Driver(s) must have a valid driver's license with them.
• Driver(s) or organizations are personally responsible for any law violations that result in warrants, fines, tickets, or damage.
• Driver(s) or organizations are financially responsible for uninsured costs, including the deductible, incurred in any accident in which they are involved.
• Ensure all passengers wear seatbelts.
• Do not use cell phones while driving. Calls or texting is prohibited.
• Drive no faster than the posted speed limit or 65 mph, whichever is lower.

Advisor's Responsibility

• verify the trip in regard to its appropriateness, length, destination, and purpose.
• Take responsibility for the group's reservation
• understand all policies and ensure all required travel information is provided.
• University policy requires an advisor to accompany all student trips outside of a 300 mile radius of Drury University.
• Carry a copy of Liability Release form, insurance card, and emergency contact information for each student.
• CA must not share a bed with a student. It is strongly recommended that the CA stays in their own room.

DRIVERS OF PERSONAL VEHICLES
Student organizations should minimize the use of personal vehicles for organization-related travel. Personal vehicles should only be used on a voluntary basis. The owners/drivers must provide their own insurance coverage and the driver assumes all liability associated with the trip. Drivers and passengers must comply with Drury University policies, transportation guidelines and all applicable laws.
Students using personal vehicles for student organization travel must sign a Liability Release Form and an Emergency Information Form acknowledging the risks involved in the travel activity and assuming responsibility for liability for themselves and the passengers traveling in their vehicle.
If a personal vehicle is used for any Student Organization or Academic sponsored trip a Motor Vehicle Report must be completed and submitted to the appropriate offices.

PASSENGERS OF PERSONAL VEHICLES
All student participants choosing to ride in a private automobile do so voluntarily and at their own risk. The University shall not insure or accept liability for any damage, loss or injury resulting from the use of a private vehicle. The University does not provide comprehensive or collision (physical damage) insurance for private vehicles driven on University business, and the owner is responsible for primary liability insurance. The University does carry non-owner excess liability coverage to protect the University and employee in the event of a suit resulting from an automobile accident in which an employee was driving on University business.

RENTAL VEHICLES
Whenever possible, student organizations should use rental vehicles for large group transportation. Student organizations are responsible for contacting rental companies and making the arrangements for travel. Student organizations are also responsible for complying with all policies and requirements of the rental company.
If student organizations use a rental vehicle that is rented with University funds, the group must comply with all terms of the rental contract, including whether or not students are allowed to drive the rental vehicle.

SPECIAL TRAVEL GUIDELINES
Due to the nature of the student organization, special instances may arise regarding the planning and execution of student organization travel. Review this section for guidelines and best practices for special travel.

• HAZARDOUS MATERIALS & WEAPONS: The transportation, use, or storage of any hazardous materials such as any firearms, weapons, and/or explosives is prohibited. FRIENDS/FAMILY PARTICIPATION: Except with the permission of the Dean of Students, non-student friends and family of students are not eligible to participate in travel opportunities.
• PASSENGER STANDARDS & AUTHORIZATION: Authorized passengers include members of officially recognized Drury University student organizations, university employees, or authorized volunteers while on approved university student organization travel. The maximum number of people in any vehicle must not exceed the number of seatbelts in the vehicle.
• PASSENGERS IN PICK-UP TRUCKS: Transporting people in the bed of a pick-up truck is not allowed on public roads.
• SEAT BELT USE: All vehicle occupants must wear seat belts at all times while traveling.
• WEATHER: In the event of adverse weather or other factors that affect the ability to drive safely, drivers are expected to use good judgment and take appropriate safety measures in observance of travel warnings as issued by the highway safety authorities or weather advisory services.
• WIRELESS PHONES AND OTHER COMMUNICATION DEVICES: The use of cell phones and other communication devices such as walkie-talkies while driving is hazardous. Only hands-free units should be used while driving. Drivers should stop and park the vehicle to use any other devices.

AIR TRAVEL
Scheduled commercial flights are the most closely regulated and safest form of travel. It is recommended that student organizations use commercial flights instead of other types of flights, such as charters or private planes.

COMMERCIAL TRAVEL
Student organizations that use commercial transportation for travel must comply with all company and university policies and all applicable state, local, and inter/national laws. This applies to domestic as well as international travel.

INTERNATIONAL TRAVEL
International travel by student organizations requires extensive planning and preparation. Student organizations that wish to travel outside of the United States must work closely with their campus advisor.
Student organizations cannot travel without first meeting with and obtaining approval from the Associate Dean for International Programs. In this meeting, student organizations will receive important information regarding travel precautions, immunizations, cultural information, specifics for destination, and other necessary travel details.

Approval must occur at least 12 months prior to planned travel.

Related Forms
Emergency Information Form
Liability Release Form
Motor Vehicle Report & Record Release Form
Travel Participant Information
Travel Registration Form
Travel Follow-Up Report

• Drury University
• 900 North Benton Avenue
• Springfield, Missouri 65802, USA
• 1.800.922.2274
• drury@drury.edu