SAME-DAY TRAVEL

NON-SAME-DAY TRAVEL

PROBATIONARY RESTRICTIONS

STUDENT GROUP ADVISOR RESPONSIBILITIES

FUNDING STUDENT TRIPS

REGULAR STUDENT BUSINESS AND ACTIVITIES TRAVEL

MODE OF TRAVEL

INSURANCE-PERSONAL & PRIVATE VEHICLE

TRAVELING COMPANIONS

INFORMATION

Updated: 13 April 1998

The University recognizes student travel activities may provide outstanding learning experiences. To promote such safe and quality educational learning experiences, all University-approved student travel must follow the procedures outlined in the Student Travel Policy and University Travel Policy. ("Approved" and "authorized" are intended to be interchangeable terms in this policy.) In addition, the conduct and dress of all participants must be in accordance with the Honor Code and Dress and Grooming Standards. The Student Travel Policy does not generally apply to students who travel in University vehicles in the performance of their employment at BYU, nor to students traveling to fulfill the requirements of cooperative education/internship credit bearing courses. Except where the context otherwise requires, any reference in this policy to "students" shall be understood to exclude such students. This policy does apply to travel where student employees are transporting other non-employed students.

Same-day travel is authorized travel initiated from Provo and completed back to Provo during the same calendar day. If such travel does not require commercial transportation, participants are not required to complete a travel application. Full-time faculty, administrative or staff personnel are encouraged, but not required, to accompany students in same-day travel when such travel does not exceed 300 miles. Otherwise, if the travel exceeds 300 miles, such accompaniment is required. All same-day student travel must be authorized by the Department Chair/Manager and Dean/Director. Any exceptions to the guidelines for same-day travel must be in writing, explaining the reason for the exception and signed by the appropriate Dean/Director and by the Managing Director of Risk Management and Safety. Unless specifically stated, all other sections of the Student Travel Policy apply to same-day travel.

Non-same-day travel is authorized travel initiated and completed during two or more calendar days. Non-same-day travel generally requires the supervision and accompaniment of full-time faculty or staff. Students and personnel traveling on University-approved activities must file a Travel Application form:

The above information must be provided for all University-approved non-same-day travel, which is by non-BYU private vehicle and not required (see explanation of required below) of students to participate in University programs or activities.

Departments should attach a copy of the completed forms to the trip roster and keep them with the roster for the duration of the trip. Travel Management Services will send a copy of the roster to the Student Life Office (3500 ELWC).

Student travel is considered to be "required" if the travel is necessary for the student to fulfill the requisites of a course or to participate in an official activity, and the trip is organized by the University and involves the supervision of University faculty or personnel. For example, a geology class traveling to Southern Utah as a group, with its instructor, to fulfill a class assignment is required travel. In this case, no roster or release form would be required. Conversely, if students were merely encouraged by the University to travel as a group in a private vehicle to attend a professional conference, such travel would not be considered to be required and rosters and signed release forms would need to be submitted. This is true even if the University contributes to the expenses of the trip and/or a faculty member accompanies the student group. This policy does not address circumstances where students travel on their own to fulfill class assignments or to conduct research since this travel is personal to the students.

Any authorizations for exceptions to the guidelines for non-same-day travel must be in writing, explaining the reason for the exception, and signed as approved by the applicable Dean/Director AND the Managing Director of Risk Management and Safety. In addition, any travel which may involve an unusually high level of risk should be reviewed in advance by the Managing Director of Risk Management and Safety.

Those students who are on academic, Honor Code, or other probation with sanctions may not generally be allowed to travel with official University groups or on University business, except to fulfill academic requirements. However, before issuing a probation with loss of such privileges, the Academic Support Office or Honor Code Office will meet with the respective program administrator or coach to clarify the basis for the proposed action. The purpose of the meeting will be to discuss compliance with the terms of the probation in a manner which preserves the integrity of University policy, and recognizes the circumstances of the student. In the case of differences, the specific circumstances which led to the loss of privilege will be reviewed between the Academic Support Office or the Honor Code Office and the program administrator or coach. ANY LOSS OF PRIVILEGE DECIDED UPON BY THE ACADEMIC SUPPORT OFFICE OR HONOR CODE OFFICE WILL PREVAIL.

All approved same-day travel in excess of 300 miles and all non-same-day student travel requires full-time faculty, administrative or staff personnel to supervise travel plans and to accompany the students. These student group advisors are responsible for the implementation of this policy for such travel. Exceptions allowing for supervision and accompaniment by part-time faculty or personnel must be authorized by the appropriate Dean/Director. In providing for such exceptions, the Dean/Director should approve only those part-time faculty or personnel who are sufficiently mature to responsibly discharge their duties.

Trip advisors should be aware of and take reasonable and necessary precautions against potential dangers associated with student travel. In each situation, the trip advisor should be aware that students may be unfamiliar with the area, are isolated from family and other familiar support systems, and lack experience in safe travel practices.

Trip advisors and planners have a responsibility to provide additional supervision if they can reasonably anticipate that the nature of the activity requires it. When a trip includes potentially hazardous elements or activities, the degree of supervision should increase proportionally. When students participate in University-approved travel activities, the advisor is responsible to give all participants reasonable instructions to be followed.

When traveling internationally, trip advisors should adhere to applicable University policy and take reasonable and necessary safety precautions given the circumstances of the trip. International travel should include briefing the students about potential dangers and any known areas or practices that should be avoided. Advisors planning international trips should obtain the latest copies of U.S. State Department travel advisories from the Travel Management Services Office and exercise due care in implementing trip plans.

Personnel in charge of student travel groups must be aware that students may not be taken off campus for any type of travel without following approved procedures when such an absence will cause students to miss University classes. Students must obtain a "Request for Excused Absence" form from their sponsoring department and receive signatures from all class teachers involved. These completed forms must be in the possession of the group advisor before departing for the trip.

When Sunday travel is absolutely necessary, the advisor should arrange schedules so that the group can attend or hold at least one Sunday meeting service.

If students should become ill, hospitalized, involved in accidents or die on an approved trip, the Dean of Students and the Risk Management and Safety Department should be notified immediately.

The costs of all required University student trips will be paid from department budgets or fees collected through the tuition process. Departments desiring additional University-approved student travel, which requires supplementary University funds or personal funds, must submit a trip request in memo form to the Assistant Administrative Vice President-Finance (AVP-Finance) at least 30 days prior to each trip for review of the application. The request should include the following information:

The AVP-Finance will determine if the application is complete. If for any reason the AVP-Finance does not approve the application, the AVP-Finance and the authorizing dean/director shall meet to further review the application and to correct any deficiencies.

If the trip is approved, Financial Services will provide fee cards to the department and collect the funds from the students at the Cashier's Office. CAMPUS DEPARTMENTS ARE NOT AUTHORIZED TO COLLECT FUNDS DIRECTLY FROM STUDENTS. If the fee card shows a balance in the account at the conclusion of the field trip or tour, the students should receive a refund. The sponsoring department will pay any deficit. Student field research assignments may be funded and processed through the normal University business travel guidelines and policies.

Reimbursement for travel expenses for University personnel accompanying student travel groups will be according to the current University Travel Policy. Regular meal and subsistence allowances will be in effect and the University Travel Policy will govern the payment and reimbursement process for both students and University personnel. Any additional travel costs not previously covered in the defined fee structure incurred by students will be paid by the individual student.

Student spouses or others accompanying students on any approved trip must pay all expenses from personal funds. University funds should not be used to pay personal travel expenses of those unaffiliated with BYU and who accompany University personnel or students. In the event accompanying individuals have a legitimate, approved University business purpose, incurred expenses may be authorized.

Students may travel to conferences or meetings with authorized University personnel where space is available without additional transportation costs. They must, however, pay all costs such as food, lodging, and convention or workshop fees from personal or other non-University funds. University personnel accompanying the students may be reimbursed according to normal University Travel Policy guidelines. The restrictions of this policy apply to any authorized personnel travel in which students are involved.

When student travel is determined to be justified under the terms of this policy and University funding is used to pay for student meals, lodging or other travel expenses, advisors should charge all expenses to account chart field 6470, if it is budgeted as non-travel. If it is budgeted as travel, it should be charged to account chart field 7030 if it is domestic, or 7080 if it is international.

Certain student travel may involve student participation in activities for the benefit of the University sufficient for the University to pay the expenses. This type of student travel may include, but is not limited to, participants involved in intercollegiate activities and students traveling to present papers or making formal performances or presentations on behalf of the University. With proper application and approval, this type of trip may be payable from University funding.

The University Travel Policy will govern student travel activities in all areas except meals. Special meal needs of athletic teams and other performing groups where the physical demands expected of the student participants require additional nourishment may be addressed. In these instances, individual college Deans/Directors may choose from the following meal provision options:

The University has no responsibility to provide transportation for students traveling to University-approved programs or activities or to fulfill course requirements. To promote proper safety and insurance coverage, all University-supplied transportation must be by University vehicle, public commercial carrier or other expressly approved modes of transportation. ANY EXCEPTION MUST BE APPROVED, IN WRITING, BY THE DEAN/DIRECTOR AND THE MANAGING DIRECTOR OF RISK MANAGEMENT AND SAFETY.

Travel by private vehicle is strongly discouraged, but may occur if the above options are not reasonably available. Students traveling by private vehicle must not be required to carry passengers, but may voluntarily elect to do so.

If trip advisors choose to provide University-approved transportation in connection with a University-approved program or activity, reasonable and ordinary care should be exercised when arranging transportation for students in order to reduce and, if feasible, to eliminate transportation-related liability to the University.

When using motor pool vehicles for student travel, participants must conform to the existing University Physical Facilities Policy-Transportation Services Section and the University Vehicle Policy. All drivers must qualify under existing guidelines in these policies

Drivers of vehicles should encourage vehicle occupants to use seat belts in accordance with applicable law.

When the University is not furnishing transportation, the choice of transportation mode may be determined by the individual student or staff member in a manner consistent with this policy.

To promote safety while traveling, no overnight driving by private vehicle or University vehicle is allowed under any circumstances between the hours of 12:00 midnight and 5:00 a.m. unless travel distance is not in excess of 50 miles one way. Night travel in commercial vehicles with professional drivers is permitted. To promote greater safety on longer trips involving more than one participant having a qualified driver's license, the drivers are encouraged to rotate the driving responsibilities every two to four hours depending upon the circumstances.

PERSONAL
All students enrolled at BYU are required to have accident and health insurance coverage. Student health insurance from the McDonald Health Center or individual/family coverage with a private carrier must meet BYU's requirements. Departments may purchase additional "field trip accident insurance" at a nominal cost, obtainable by CPO from the University Risk Management and Safety Office (TOMH).

PRIVATE VEHICLE
The owner of a privately-owned vehicle used for approved University travel shall have the sole responsibility for providing collision, comprehensive, and all other forms of personal insurance coverage for such a vehicle and as a condition of participation in the activity or program must assume all risk and potential liability associated with the vehicular travel activity.

An active insurance policy number must be supplied by the vehicle owner in advance of the trip to Travel Management Services and the Risk Management and Safety Department. The vehicle owner must provide to the sponsoring department or trip advisor, in advance of the trip, proof of insurance coverage on the vehicle used at no less than the following minimums:

$100,000 single injury limit
$300,000 multiple injury aggregate
$ 50,000 for property damage limit

In the event a University student is injured in a personal vehicle accident, the vehicle owner's liability insurance shall be primary, to the full extent of its coverage limits and generally the driver's insurance shall be secondary.

An accident with injuries in any mode of travel should be reported to the Risk Management and Safety Department as soon as practical.

Non-related students, faculty or staff of the opposite sex should not travel together unless trip participants include several members of both genders. When both genders are traveling together, all individuals should exercise sensitivity and good judgment to avoid the appearance of impropriety while on University business.

All questions concerning student travel should be referred to the Office of the Dean of Students located at 3500 ELWC, ext. 2-4668 or the University Travel Management Services Office located at C-40 ASB, ext. 2-3872. All risk and insurance issues should be addressed through consultation with the University Risk Management and Safety Department located at TOMH, ext. 2-4468.

This policy has been summarized to assist in educating the campus community to understand the standards and procedures governing student travel. Copies of this summary may be obtained at the Dean's Office of each College, the Office of Dean of Students (3500 WSC), the Offices of Men's and Women's Athletic Directors, the Office of Travel Management Services (C-40 ASB), and the Office of Risk Management and Safety (207 TOMH).