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FAYETTEVILLE STATE UNIVERSITY (Fayetteville State University)

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FAYETTEVILLE STATE UNIVERSITY

TRAVEL INVOLVING STUDENTS

Authority: Issued by the Chancellor. Changes or exceptions to administrative policies issued

by the Chancellor may only be made by the Chancellor.

Category: Students

Applies to: Administrators Faculty Staff Students

History: Approved - August 28, 2011

Related Policies: N/A

Contact for Info: Division of Academic Affairs (910) 672 -1460

Division of Student Affairs (910) 672-1201

Office of Legal Affairs (910) 672-1145

I. PURPOSE

Fayetteville State University (University) organizes and sponsors numerous off-campus activities

involving students. To effectively manage these activities and the University’s risk, the

University has established this policy which applies to University sponsored/organized travel

involving enrolled undergraduate and graduate students. The types of off-campus activities and

events covered by this policy include, but are not limited to, course-related activities, intramural

sports activities and meetings or conferences where a student is officially representing the

University.

This policy does not apply to travel undertaken by students who are attending out-of-town athletic

events (unless such events are sponsored by the University), or to students engaged in student

teaching, internships or research, unless the research is organized by a member of the

University’s faculty. This policy also does not apply to study abroad programs or activities

organized or sponsored by the University.

Exceptions to this policy may only be granted by the Vice Chancellor of the respective division.

II. DEFINITIONS

The following definitions apply to this policy:

A. Approving Administrator is a vice chancellor, dean, department chair, or director of an

administrative unit.

B. Off-campus activity is an activity or event that requires travel beyond 25 miles from the

University’s main campus.

C. Organized activity is an activity or event that is initiated, planned, and arranged by a

member of the University’s faculty or staff and is approved by Approving

Administrators.

D. Responsible University Employee is the faculty or staff member(s) who will be

responsible for the sponsored/organized activities.

E. Sponsored activity is an activity or event that the University endorses by supporting it

financially, or by sending students to participate in it as official representatives of the

University.

F. Student is an individual currently registered as an undergraduate or graduate student.

III. RESPONSIBLE UNIVERSITY EMPLOYEE

At least one Responsible University Employee must accompany students on any

organized/sponsored activity. The Responsible University Employee is also to be responsible for

the following:

 Completing and submitting the Authorization for Student Travel form (Attachment A) to

the Approving Administrators;

 Completing and providing each participant with a completed copy of the University’s

Organized/Sponsored Event Information Form (Attachment B);

 Ensuring that individuals participating in an organized/sponsored activity are current

University employees and/or students;

 Ensuring that no individuals are allowed to participate in the organized/sponsored activity

unless a Release and Waiver of Liability form is completed, signed and on file in the

Responsible University Employee’s office;

 Discussing the potential risks and precautions with students in advance of the

organized/sponsored activity;

 Communicating to the participants that the University does not provide medical insurance

for any student's participation in off-campus activities and thus all student participants

shall be responsible for any medical costs they incur during and/or as a result of the off-

campus activity; and

 Ensuring compliance with all applicable University policies and procedures by

participants in the organized/sponsored activity.

IV. REQUEST FOR AUTHORIZATION TO TRAVEL

To seek authorization for an off-campus organized/sponsored activity, a request must be made by

the Responsible University Employee to the Approving Administrators. Whenever possible, the

request should be submitted at least thirty (30) days in advance of the travel date. The request

must include the following items:

A. Travel Plan

To request authorization to travel for an off-campus organized/sponsored activity

involving students, the Responsible University Employee must submit a travel plan

which shall include the following:

 Purpose of the travel (educational, cultural or other objective);

 Complete itinerary (activities, time and date of departure/arrival, destinations,

transportation, etc.);

 Name(s) of instructor(s)/supervisor(s) who will accompany students;

 A list of any risks or dangers (strenuous activities, falling hazards, dangerous

animals, poisonous plants, crime, etc.) and how the risks will be minimized;

 A list of all participants and their banner id numbers;

 Protocols for possible emergencies; and

 Information on how issues involving requests for reasonable accommodations or

other ADA issues will be addressed.

B. Request Form

A completed Authorization for Student Travel form must accompany the Travel Plan and

be submitted to the Approving Administrators for approval.

C. Approval

If the request for student travel is approved, the Responsible University Employee shall

provide each participant with a completed copy of the Organized/Sponsored Event

Information Form and a Release and Waiver of Liability form. The Release and Waiver

of Liability form must be signed and submitted to the Responsible University Employee

no later than five (5) days before the scheduled off-campus activity.

If the request for student travel is denied, the Responsible University Employee shall

discontinue any further planning related to the off-campus activity.

V. TRANSPORTATION

Only vehicles owned or contracted for by the University may be used to transport students to

activities or events organized/sponsored by the University. If a decision is made to use a

common carrier, a request must be made to the University’s Purchasing Director.

Only a duly licensed University employee may operate any State-owned or rented vehicle for the

purpose of transporting students. Drivers must operate such vehicles in accordance with

University policies and procedures. Under no circumstance shall a University employee use the

employee’s personal vehicles to transport students for off-campus activities.

VI. DOCUMENT RETENTION

The Responsible University Employee shall ensure that the following documents are retained in a

secure location until such time as the documents may be destroyed.

 Travel Plan

 Authorization for Student Travel form

 Organized/Sponsored Event Information Form provided to participants

 Release and Waiver of Liability form for each participant

The Responsible University Employee must contact the Office of Legal Affairs or consult the

University’s Records Retention and Disposition Schedule prior to destroying any documents.

ATTACHMENT A

FAYETTEVILLE STATE UNIVERSITY

AUTHORIZATION FOR STUDENT TRAVEL

Part I. Requestor/Sponsor Information

University Employee Responsible for Off-Campus Activity:

Position /Title: Administrative/Academic Unit:

Phones: Office Cell Email

Part II. Information on Activity/Event

Purpose of Activity/Event

Destination:

Dates of Travel: Departure Return

Total Number of Student Participants: Number of Faculty/Staff Participants:

Lodging Arrangements: Address and Phone Number Required

Phone ( )

Transportation Arrangements

Vehicle: Rental Car Van Common Carrier

Name(s) of Drivers:

University Employee Available for Contact in Event of Emergency:

Phones: Office Home Cell

Part III. Administrator Approval

Comments___________________________________________________________________________________

____________________________________________________________________________________________

Director/Department Chair Signature Title:

Dean or Vice Chancellor Signature Date

ATTACHMENT B

FAYETTEVILLE STATE UNIVERSITY

ORGANIZED/SPONSORED ACTIVITY INFORMATION FORM

Course: (if applicable) ____ _________

Activity/Event

Destination:

Dates of Travel: Departure Return

Responsible University Employee: _______________________________ Telephone Number: ____ ______

Equipment/supplies to be provided:

 By participant:_____________________________________________________________________

 By the University:___________________________________________________________________

Immunizations required (if any):__________________________________________________________

Physical activities to be undertaken include: _________________________________________________

Risks inherent in this activity: __________ ________________ _______________________

_____________________________________________________________________________________

Vaccinations required (if any):____________________________________________________________

_____________________________________________________________________________________

ATTACHMENT C

FAYETTEVILLE STATE UNIVERSITY

RELEASE

AND

WAIVER OF LIABILITY

In consideration for the right to participate in _________________________________________

from ______________________ to _____________________, I agree that neither Fayetteville

State University, its trustees, employees, agents, nor servants shall be liable for personal injury or

property damage sustained by me during or because of my participating in this activity.

I voluntarily assume full responsibility for any risks of loss, property damage or personal injury

that may be sustained by me, or any loss or damage to property owned by me, as a result of my

being participating in this activity. Thus, I do hereby forever release and discharge Fayetteville

State University, its trustees, employees, agents, and servants from all such claims, demands,

injuries, damages or causes of action.

I further state that there are no health-related reasons or problems which preclude or restrict my

participation in this activity, and that I have adequate health insurance necessary to provide for

and pay any medical costs that may be attendant as a result of injury to me.

This Release shall be construed in accordance with the laws of the State of North Carolina. If

any term or provision of this Release shall be held illegal, unenforceable, or in conflict with any

law governing this Release the validity of the remaining portions shall not be affected thereby.

In signing this release, I acknowledge and represent that I have read the foregoing, understand it

and sign it voluntarily and that I am at least eighteen (18) years of age and fully competent.

______________________________

Signature Date

______________________________

Printed Name

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