Fillable Student Travel Form (University of Nebraska, Kearney)

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Student Travel Form (University of Nebraska, Kearney)

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Document Last Revised 2/13/2018
University Travel
See University Travel-Travel Overview
Student Travel Policy
1. Purpose
1.1 The University of Nebraska at Kearney seeks to promote safe student travel to events and
activities. University travel involving students is limited to:
1.2 Students who are:
1.2.1 Employees of the University.
1.2.2 Members of the Board of Regents.
1.2.3 Members of an official University committee approved by the Chancellor’s Office
traveling on University business.
1.3 Students on field trips conducted as part of an approved instructional program.
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1.4 Students who travel as representatives of the University, such as members of performing
groups or teams.
1.5 Students who have obtained proper insurance coverage.
2. Objectives
1.1 The Procedures for Travel Involving Students are as follows:
1.2 The Procedures for Travel Involving Students applies to student travel that extends beyond a
ten-mile radius of the campus of the University of Nebraska at Kearney and is done with the
financial or partial financial support of an office or department of the University. Examples
of travel that fall under this Policy include: field trips or community service travel, trips to
attend and/or present at professional conferences, travel for recognized student organizations,
and students traveling with Student Event Ticket (SET) and/or Pepsi funding.
1.3 The Procedures for Travel Involving Students does not apply to travel undertaken by students
engaging in student teaching, field experiences, internships, practicums, observations,
independent research, sports clubs, international travel, study abroad or to travel for
participation in intercollegiate athletics under the auspices of the Athletic Department.
Additionally, the policy does not apply to travel carried out by individual students attending
out of town athletic or recreation events as non-participants.
1.4 The Procedures for Travel Involving Students is intended to cover travel that originates from
the campus of the University of Nebraska at Kearney. A student residing in a city other than
Kearney who travels from his or her home city to another location is excluded from the
Procedures for Travel Involving Students.
3. Processes
1.1 The procedures in this policy govern student travel that extends beyond a ten-mile radius of
the campus of the University of Nebraska at Kearney and meets the criteria for student travel
as outlined in “Section 2: Objectives” of this document.
1.2 The University Employee Requesting Student Travel will complete, at least one week prior to
travel, a Student Travel Insurance Form available through the Office of Business Services.
1.3 The Student Travel Insurance Form will be used to document student travel. The form will
state: the purpose of the trip, the intended destination, the departure and return to campus
dates, the name of the hotel if the trip is an overnight stay, the name of the Responsible Party
Traveling with the Group, the mode of transportation, the list of students who will participate
in the trip.
4. Transportation Arrangements
1.1 Procedures for obtaining transportation for students and for transporting students are
governed by the UNK Driving and Motor Pool Vehicle Policy. Travel involving students
must comply with this policy. Prior to traveling, the University Employee Requesting Student
Travel and the Responsible Party Traveling with the Group are required to carefully review
the complete UNK Driving and Motor Pool Vehicle Policy.
1.2 Vehicles are available for students to use through the UNK Driving and Motor Pool
department. Moreover, students are encouraged to utilize vehicles from the UNK Driving and
Motor Pool department. Students may contact (308) 865-1800 for more information.
1.3 As outlined in the UNK Driving and Motor Pool Vehicle Policy: “Any individual who drives
his or her personal vehicle to a University activity or on University business is responsible
for the safety of himself/herself as well as all passengers. The University bears no
responsibility and is not liable for the operation or operating condition of personal vehicles
and expects such drivers to comply with state law requirements regarding insurance coverage
and to carry appropriate automobile liability insurance. Personal automobile insurance is the
primary insurance coverage when a personal vehicle is used for a University activity or
University business. All costs, including fuel, maintenance, or damage, which may occur
while on University business is the responsibility of the owner of the personal vehicle.”
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1.4 If a personal vehicle is utilized for student travel, the University Employee Requesting
Student Travel is responsible for verifying that the personal vehicle is insured. The Campus
Risk Manager may require that drivers of personal vehicles submit copies of insurance to
his/her office.
1.5 Owners/drivers of personal vehicles are advised that, whenever a personal vehicle is driven
for university use, the owner’s personal insurance will be utilized. Regardless of the vehicle
driven, travel must comply with the UNK Driving and Motor Pool Vehicle Policy.
1.6 When more than one vehicle is utilized, it is recommended that the vehicles travel as a
caravan. Additionally, when more than one vehicle is driven, the Responsible Party
Traveling with the Group is advised to maintain a list of student travelers in each vehicle.
5. Lodging Arrangements
1.1 Student rooms will be maintained as same sex. No overnight guests are allowed. Students,
who for health or other reasons prefer not to lodge with other students, should lodge in a
single room.
1.2 Advisors and/or part- or full-time employees of the University (including graduate assistants)
will not room with students. Additionally, advisors and/or part- or full-time employees of the
university will not room with graduate assistants. The Responsible Party Traveling with the
Group is advised to create a roommate list.
6. Conduct
1.1 Travelers are expected to maintain professional conduct. Students are governed by the
Student Code of Conduct as outlined in the Student Handbook, as well as by the guidelines
of their academic classes and organizations, while engaging in travel governed by this policy.
This regulation includes attendance at conferences, workshops, programs, events, and
activities from the time of departure until returning to the campus. Students are accountable
under the UNK Student Code of Conduct throughout the duration of the travel, including, but
not limited to:
1.1.1 Use, possession, distribution, or being in the presence of alcoholic beverages,
except as expressly permitted by state and federal law and University regulations,
is prohibited.
1.1.2 Additionally, use, possession, distribution, or being in the presence of narcotics,
marijuana, drugs or other controlled substances or possession of paraphernalia for
their administration, is prohibited.
1.2 Students traveling for the purpose of attending conferences, workshops, programs, and events
representing the University must follow the procedures as prescribed herein:
1.2.1 Participants should conduct themselves in a manner that positively reflects upon
themselves and the University of Nebraska at Kearney.
1.2.2 Participate fully in the conference or workshop by attending all programs,
workshops, activities, and events as outlined by the hosts or sponsors.
1.2.3 Attend as many different sessions as possible in order to obtain the greatest
amount of information and/or resources.
1.2.4 Dress appropriately for the conference or event based on the guidelines provided
by the conference or event organizers. Students should direct any questions
regarding dress to the instructor or advisor of the group prior to leaving campus.
1.3 Students who fail to follow these procedures will be subject to disciplinary action and may be
returned to campus prior to the rest of the group. Participants may be held responsible for
additional expenses as a result.
7. Reporting a Safety Concern, Emergency or Accident
1.1 In the event of a safety concern, violation of the Procedures for Travel Involving Students,
and/or other emergency, the Responsible Party Traveling with the Group should immediately
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contact local medical care and/or law enforcement and assistance in the area. Following this
notification, the Responsible Party Traveling with the Group should notify the UNK
Department of Police and Parking Services at (308) 865-8911, as well as the University
Employee Requesting Student Travel.
1.2 The University Employee Requesting Student Travel is expected to take an active role in
implementing contingency plans for the group in the event of a vehicle malfunction,
accident, illness or other travel disruption. The after-hours and weekend number for
Police and Parking Services is (308) 865-8911. Procedures for reporting an accident are
available in the Vehicle Travel Log Book. Additionally, complete procedures for reporting an
accident can be found in the UNK Driving and Motor Pool Vehicle Policy.
8. Definitions
8.1 Student Travel Insurance Form: (SAPPHIRE › Business Forms › UNK › Business Services
› UNK Student Travel Insurance) A signed or electronic document shall be submitted by the
University Employee Requesting Student Travel at least one week prior to the intended
travel.
8.2 University Employee Requesting Student Travel: A member of the faculty or
administration/managerial staff of the University of Nebraska at Kearney with the authority
to expend University funds. This individual is responsible for confirming that the travel has
been properly approved and authorized. The University Employee Requesting Student
Travel is expected to help outline and implement contingency plans for the group in the
event of a vehicle malfunction, an accident or illness, or other travel disruption.
8.3 Financial Support: Funds for travel, including, but not limited to funds and/or
reimbursement for: meals and lodging, transportation, conference registration, access to
vehicles, tickets, or use of any funds under University control.
8.4 Student: The term “student” includes persons taking courses at the University of
Nebraska at Kearney, whether full-time or part-time, pursuing undergraduate,
graduate, or professional studies.
8.5 Representing the University: Each student and/or member of a student group, as well as
each faculty and staff member, will be considered to be representing the University while
attending University funded activities, conferences, and events during travel.
8.6 Responsible Party Traveling with the Group: The Responsible Party Traveling with the
Group may be the University Employee Requesting Student Travel. He or she shall be
approved to travel with the group by the University Employee Requesting Student Travel.
The Responsible Party Traveling with the Group will accompany students during the trip
and ensure that travel guidelines are followed. The Responsible Party Traveling with the
Group is responsible for proper preparation of the participants concerning behavior and
travel guidelines. The Responsible Party Traveling with the Group will serve as the first
contact with the University. Additionally, the Responsible Party Traveling with the Group
is expected to communicate with the campus and help outline and implement contingency
plans in the event of a vehicle malfunction, accident, illness, or other travel disruption.
8.7 Student Group: A group of students recognized by a University department as such.
8.8 Additional Travel Contact: The University Employee Requesting Student Travel may
designate an Additional Travel Contact. This individual may be a part- or full-time
employee and/or a graduate student of the University, or an advisor or upper-class student
approved by the University Employee Requesting Student Travel. This position is not
required, but is encouraged. The Additional Travel Contact will provide support to the
Responsible Party Traveling with the Group and serve as an ancillary contact with the
University.
8.9 Recognized Student Organization: A group of students officially recognized by UNK
Student Government (Associated Students of the University of Nebraska at Kearney).
STUDENT TRAVEL INSURANCE
Student Travel insurance is provided by the University of Nebraska at Kearney for students traveling as a
representative of the school. This insurance provides additional coverage for students should an accident occur
causing injuries or fatalities. Completed forms must be returned prior to departure in order for coverage to be in
place for the student. Please deliver to Michael Christen, Business Services, Founders Hall, Room 119.
Date submitted:______________________ Name of program:____________________________________
Destination:_________________________ Trip Itinerary:_______________________________________
___________________________________________________________________________________________
Departure date:______________________ Return to campus date:________________________________
Responsible Party Traveling with Group:_______________________________ Phone:_________________
Name of additional travel contact:____________________________________ Phone:_________________
Mode of travel, check all that apply: ☐University vehicle ☐Personal vehicle ☐Airline
☐Charter bus: ☐Other_________________________
If a motor vehicle is being used, complete the shaded area below:
Driver(s) name
Date of birth
License number
State issuing license
Lodging dates:_____________ to _____________ Name of hotel:_________________________________
Hotel address:______________________________________ Hotel phone:____________________________
Total Number of Students:_____ Total Number of Travel Days :______
Advisor/Faculty Signature:______________________________________
Date:_____________________
Required student information:
Students’ Name
Students’ NU ID Number
Limits of Coverage: Accidental Death $30,000; Accidental Dismemberment $30,000; Accidental Medical Expense $2,500 /
Dental $250 per tooth; Emergency Evacuation $10,000; Repatriation of Remains $5,000 aggregate limit.
The Advisor/Faculty members should remind student to update their emergency contact information in MyBlue.
Copies of the Assumption of Risk & Liability form should be retained in the group’s Advisor/Faculty member’s office.
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Completed 29 August 2020

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