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.
Distance & Leadership Requirements
Drugs & Alcohol
Driver Standards & Authorization
DRURY UNIVERSITY TRAVEL DEFINITIONS
Travel is considered Drury University travel if any one of the following conditions are met:
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.
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.).
In case of an accident or injury:
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.
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.
DRIVER STANDARDS & AUTHORIZATION
Individuals requesting permission to drive vehicles for authorized student organization travel must meet the following minimum qualifications:
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.
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 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.
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.
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.
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 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.