Student Organization Travel Online Training Module

1. Student Organization TravelOnline Training Module HB 2639 RISK MANAGEMENT EDUCATION PROGRAM Program Safety Education Services ∙ Office of the Dean of Students ∙ Division of Student Affairs ∙ The University of Texas at Austin

2. Learning Objectives • Learn the steps to take in planning a safe and effective trip • Review the university policies and procedures associated with student organization travel • Understand the recommended safety procedures for car, air, and international travel • Review what steps to take during an emergency while traveling • Identify the resources available to assist you and your student organization with travel planning

3. Student Organization Travel SECTION 1: PLANNING A RESPONSIBLE TRIP

4. Deciding to Take a Trip • Who is coordinating the trip and on whose behalf? • How was information about the trip communicated to your members? • Who will be attending? Are members of your organization required to attend? • Is the trip’s purpose consistent with your organization's purpose? • Has it been approved through your organization's standard decision-making process? • How would an objective person define your trip? • Have you discussed the trip with your advisor?

5. Deciding How to Get There • What transportation options are available? • Planes, cars, trains, and commercial carriers • If you plan to use personal vehicles, who should drive? • Carefully select and train drivers/check driving records • Do you need insurance? If so, what kind? • Health, auto, trip, rental, etc.

6. Keeping it Safe • What are the expectations for participation in the trip? • Attend an orientation meeting: review emergency procedures, discuss appropriate conduct, fill out required forms, etc. • What about safe travel practices? • Plan carefully, follow rules and regulations, protect yourself and others, use common sense • What needs to go with you on the trip? • First aid kit, itinerary, emergency numbers, required forms, maps of route, cell phones

7. Student Organization Travel SECTION 2: UNIVERSITY TRAVEL POLICIES

8. University Travel Policies • Depends on where you are going • Policies apply to any destination more than 25 miles away from the UT main campus • Depends on the type of student organization • Different policies for sponsored student organization (SSO) versus registered student organization (RSO) • Depends on whether or not the travel is required [applies only to RSOs] • Consider whether or not there are negative consequences if a member/potential member does not participate

9. University Travel Policies(When does it apply?) SSO Travel Policy Applies to all travel more than 25 miles away from the main campus that involves: • sponsored student organizations, OR • enrolled students attending events or activities that are organized and/or sponsored by the university. RSO Travel Policy Applies to all travel more than 25 miles away from the main campus in which: • a registered student organization requires a student member(s) to attend the activity or event.

10. University Travel Policies (What are we required to do?) SSO Travel Policy Must obtain prior approval from appropriate UT administrator and fill out: • Request for Student Travel Authorization • Release and Indemnification Agreement • Medical Authorization Form • Request for Special Event Health Insurance RSO Travel Policy Must obtain prior approval from staff in SALD and fill out: • Information Sheet for Registered Student Organization Travel • Travel Information Packet • Release and Indemnification Agreement • Medical Authorization Form • Request for Special Event Health Insurance

11. Required Travel • Student organizations should not require travel of members unless it is fundamental to the purpose of the organization or otherwise critical to its mission or goals. • Required travel can be generally defined as travel that is mandated by the organization and for which there may be significant negative consequences imposed on a student member for not participating in the travel.

12. Student Organization Travel SECTION 3: GENERAL TRAVEL TIPS

13. General Car Travel Tips(Complying with Federal/State Law or UT Rules) • 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 • Occupants of motor vehicles should never possess, consume or transport any alcoholic beverages or illegal substances • The total number of passengers in any vehicle, at anytime 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. • Make sure all drivers have valid driver licenses and proof of insurance. Also ensure each vehicle has a current registration and emissions sticker.

14. General Car Travel Tips • Drivers should not drive more than 10 hours in any twenty-four (24) hour period • Make sure to check the safety and condition of all vehicles used (even if using a rental vehicle) • All vehicles should have directions, phone numbers, and address of locations • Carry sufficient safety supplies, emergency funds, and emergency contact numbers (UTPD, SALD, and advisor) • A navigator should be assigned to each vehicle to assist the driver • Drivers should take a break at least every 4 hours

15. General Air Travel Tips • Always carry a current U.S. federal or state-issued photo ID • Always carry a current passport for international trips • Follow all rules related to what you can and can’t carry on an airplane • Remember the 3-1-1 for Carry-On Items • Review the list of prohibited items • Place your name, home address, itinerary, and destination inside each bag • Always book a place to stay before you leave • Keep your small expensive items and other small personal items in your carry-on bag

16. General Air Travel Tips • Learn what the weather conditions are like in the place you are planning to visit • Leave copies of your itinerary, passport data page and visas with a trusted friend or family member, so you can be contacted in case of an emergency • Bring only as much luggage as airline rules permit • Consider costs of check-in or additional bags • Make sure your identification, passport, driver license, emergency contact lists, and insurance are all up-to-date • Arrive early at the airport • Recommended check-in times vary by carrier

17. International Travel Tips • Check Travel Warnings for Your Destination • http://travel.state.gov/ • Be familiar with Foreign Exchange Rates • http://www.oanda.com/convert/classic • Have all necessary documentation (passport, etc). • Confirm Departure Times and Arrive Early • Contact the UT International Office • http://www.utexas.edu/international/

18. Student Organization Travel SECTION 4: RESPONDING DURING AN EMERGENCY

19. General Emergency Procedures If you are involved in an accident or someone becomes ill or injured: • Stop immediately and call 911 or local police • Assess the situation and render aid as appropriate • Fill out a police report • Obtain the names and addresses of all witnesses • Contact your advisor • Avoid making statements as to who is at fault, nor should you make offers to pay for damages • Contact the Student Activities and Leadership Development area in the Office of the Dean of Students

20. Student Travel Insurance • Proof of health insurance is required for all students who are engaged in travel that falls under the UT travel policies (both RSOs and SSOs) • http://www.utexas.edu/student/vpsa/travel/ • You can purchase Special Events Insurance for $2.00 per day for each student using a special form available from the Office of the Vice President for Student Affairs.

21. Student Organization Travel SECTION 5: TRAVEL RESOURCES

22. University Resources • Registered Student Organizations (RSOs) • Student Activities and Leadership Development (SALD) http://deanofstudents.utexas.edu/sald/riskmgmt_travel.php • Sponsored Student Organizations (SSOs) • Office of the Vice President for Student Affairshttp://www.utexas.edu/student/vpsa/travel/ • Sponsoring department or college/advisor

23. Travel Assistance Resources • Texas DPS Non-Emergency Roadside Assistance • 1-800-525-5555 • AAA Texas 24-hour Roadside Assistance (must be a member) • 1-800-222-4357 • US Department of Transportation Toll Free Hotline for Air Travelers with Disabilities • 1-800-778-4838 (voice) or 1-800-455-9880 (TTY) • Fuel Cost Calculator • http://www.roadtripamerica.com/fuel-cost-calculator.php • Other • OnStar, Cell Phone Providers, Credit Card Providers, GPS unit

24. Government Resources • National Weather Service • http://www.weather.gov/ • Centers for Disease Control and Prevention • http://www.cdc.gov/travel/ • U.S. Customs Information for Travelers • http://www.cbp.gov/xp/cgov/travel/

25. Government Resources • U.S. Department of State • http://www.state.gov/travel/ • Federal Aviation Administration • http://www.faa.gov/passengers/ • U.S. Department of Transportation • http://airconsumer.ost.dot.gov/org.htm

26. Student Organization Travel SECTION 6: SUMMARY AND REVIEW

27. Summary • When planning a responsible trip make sure to • Inform the membership, determine who needs to go. • Consider the purpose and/or goals of the trip. • Carefully consider the risks associated with the trip. • Discuss the trip with your advisor. • All student organizations are required to adhere to the University Travel Policies. Both organizations and individual students can be disciplined for not following these policies • All members who will be going on a trip should be required to attend an orientation meeting to review emergency procedures, discuss appropriate conduct, and fill out required forms.

28. Summary • University Travel Policies vary depending on the type of student organization – registered student organization (RSOs) vs. sponsored student organization (SSOs). • University Travel Policies only apply to student organization travel that is more than 25 miles from the Main Campus • When traveling, student organizations and their members are required to comply with all federal and state laws as well as university rules. • Proof of health insurance is required for all members of student organizations engaging in travel covered under the University Travel Policies.

29. Summary • Contact your sponsoring department/college or Student Activities & Leadership Development (SALD) at 512-471-3065 for travel assistance. • The most important steps you can take in an emergency include calling 911 for help, rendering assistance to organization members, and accessing appropriate university resources upon your return. • Required travel can be generally defined as travel that is mandated by the organization and for which there may be significant negative consequences imposed on a member for not participating.

30. Additional Questions • Discuss with your organization’s leadership • Faculty/staff advisor • Risk Management Officer (or other officer) • Alumni members/organization • Contact Program Safety Education Services (PSES) in the Office of the Dean of Students • Phone: 512-471-5017 • Email: SafetyEducation@austin.utexas.edu • Web site: http://deanofstudents.utexas.edu/pses/

31. HB 2639 Risk Management Education Program Planning Committee A special thanks to the student, faculty, and staff members of the committee: Adrienne Mackenzie, Office of the Dean of Students (SALD) Bobby Jenkins, U T Student Organization Safety Board Chad McKenzie, Division of Recreational Sports Christa Lopez, Office of the Dean of Students (SES) David Cronk, Office of Campus Safety and Security Diane Ginsburg, College of Pharmacy Erik Malmberg, Office of the Dean of Students (PSES) Heather Davies, Counseling and Mental Health Center Kathy Chung, Office of the Dean of Students (PSES) Kevin Prince, University Health Services Linda Álvarez Alcántara, Office of the Dean of Students (SJS) Marilyn Russell, Office of the Dean of Students (GLIE) Manuel Gonzalez, Office of the Dean of Students (PSES)

32. Review Your Knowledge • This concludes our presentation on student organization travel. • Following are ten questions to review your knowledge of the information presented in the module. • You must answer 8 of the 10 questions correctly to receive credit for completing this module. • Just click the “Go To Review” button.