Travel and Risk-Related Activities
The University’s Release and
Indemnification Agreement and Medical Information Release forms must be
completed and signed by each student or member of the public prior to
participating in University-sponsored travel or a risk-related activity (see
Exhibits B4 through B4-E). There are separate forms for adults and minors and
for foreign travel. In the case of a minor, the parent or guardian must sign
the forms. A minor is any person who has not yet attained the age of eighteen
(18). A student is any person presently enrolled in The University of Texas at
A designated contact person in the
academic or student affairs unit that is sponsoring the travel or activity must
maintain the completed forms for a period of two years. When travel is
involved, a Student Travel/Off-Campus Activity Checklist form (Exhibit B14-A),
indicating that the required Release and Indemnification Agreements have been
completed, should be attached to the unit’s copy of Student/Team/Group Travel
Authorization (Exhibit B14) and must be provided to the Office of Procurement
Management. (NOTE: If the travel is to a foreign country, Exhibit B14 must be
approved by the President.)
In those cases where participants in
the travel/activity have multiple events and the persons participating do not
change, each participant may complete the Medical Information and Release form
once at the beginning of a semester. Participants must update information on
the form, as necessary, prior to each trip/activity.
These policies and procedures apply
to all University sponsored travel and other activities associated with high
risks that involve one or more students and members of the public. In general,
the applicable travel/activities may be categorized as follows:
- • Activities associated with organizaed courses or officially recognized
independent study, either for credit (e.g., field trip courses) or
- • Activities associated with
individual work or research off-campus; e.g., co-ops, internships, student
teaching, and practica.
- • Extracurricular activities
including, but not limited to intramural sports, intercollegiate
athletics, and similar activities.
NOTE: This policy also applies to
registered student organizations if the activity or event is organized and
sponsored by UTD and if travel to the activity or event is funded and
undertaken using a vehicle owned or leased by UTD. Registered student
organizations may not require members to travel beyond 25 miles from UTD.
Activities sponsored by an academic
unit are under the purview of the Office of the Executive Vice President and
Provost. Questions regarding the policies, procedures, or forms should be
directed to the Vice Provost at extension 2791.
Activities sponsored by Student
Affairs are under the purview of the Office of the Assistant Vice President for
Student Affairs and Dean of Students. Questions regarding those activities
should be directed to the Office of the Assistant Vice President for Student
Affairs and Dean of Students at extension 6391.
Students should be thoroughly
informed through the catalog, the class schedule, and the course syllabus about
all travel and other risk-related activities required by or associated with a
credit course. For non-credit courses or programs, the course or program
materials should provide this information.
Students and members of the public
engaged in travel or other high-risk activities associated with the University
should be informed of the nature of such risks prior to participating in the
activity. An attachment to the Release and Indemnification Agreement that would
be referenced on the form may be appropriate for this purpose.
Prior to each travel of other
risk-related activity, the administrator of the unit sponsoring the activity
must provide the Police Chief with the name of the faculty or staff member in
direct charge of the activity, the name of a member of the unit not
participating in the activity who can be contacted if needed, and, for travel-related
activity, the names of the students and members of the public who are
traveling. For the risk-related activities not involving travel, the
administrator must notify the Police Chief regarding the site of the activity
and the approximate number of participants. The Student/Team/Group/Travel
Authorization form (Exhibit B14) and the Student Travel/Off-Campus Activity
Checklist (Exhibit B14-A) are used for these notifications.
Incidents of a serious nature should
be reported immediately to the administrator in charge of the sponsoring unit.
Issues and Modes of Travel
Circumstances such as terrain, road
conditions, length of trip, etc., may make it prudent that students and/or
members of the public go with available group transportation rather than travel
by personal vehicle. In some situations, it may be that travel with the group
should be required. The faculty, staff member, and/or supervisor in charge of
the travel should consider this issue as he or she would any safety matter. As with
all of these issues, the use of caution and common sense are an important part
of this process.
In all cases where an adult
participant is permitted to choose to drive/ride in private transportation,
that circumstance should be described in the Mode of Transportation line on the
Release and Indemnification Agreement.
For minor participants, the key
issue is giving notice to parents/guardians exactly how their child is to be
transported to/from the activity. The Mode of Transportation information should
provide notice. It would be best to limit the transportation of minors who are
not accompanied by a parent/guardian to UTD owned/leased/rented vehicles, or
vehicle driven by UTD employees acting within the scope of their employment.
Such a requirement should be stated on the Release and Indemnification
All Motor Vehicle Travel
The administrator of the unit
sponsoring an activity involving travel for students or members of the public
must ensure that the following safety precautions are followed:
- • Seat Belts: Occupants of motor
vehicles shall use seat belts or other approved safety restraint devices
as required by law at all times when the vehicle is in operation.
- • Weapons, alcohol, and illegal
substances prohibited: Occupants of motor vehicles shall not consume,
possess, or transport any weapons, alcoholic beverages, or illegal
substances at any time when the vehicle is in operation.
- • Passenger Capacity and Hours of
Driving: The total number of passengers, including the driver, in any
vehicle at any time it is in operation shall not exceed the manufacturer’s
- • The distance to the
destination and/or the number of participants needing transportation
should determine the type of transportation to be used. On long trips,
each vehicle should have a minimum of two drivers certified by the UTD
Safety Officer. Drivers should rotate periodically, and no more that 10 hours of driving should be completed during
any one day. Trips requiring more that 10 hours
driving to reach the destination will require overnight lodging. There
should be no driving between the hours of 11:00 p.m. and 6:00 a.m.
without prior approval of the appropriate administrative official. Van
drivers must take a thirty-minute rest break every four hours.
- • For trips scheduled for longer
than 2 hours, a navigator must be assigned to assist the driver. The
navigator must stay awake while on duty.
- • No more than nine (9) people,
including the driver plus gear, should be loaded on any one 15- passenger
van. The weight of the passengers and their gear should be distributed
evenly throughout the van. Luggage should be placed in the rear behind
the last seat and is not allowed on the roof when the van is being
- • On trips where the number of
participants exceeds that which can comfortably fit in two or three vans,
a chartered bus should be considered. All vehicles should have access to
a cellular phone, and the number should be indicated in the notification
to the Police Chief.
- • Medical Insurance: Students
traveling on a University-sponsored overnight trip must have medical
insurance. Student health insurance is available at minimal cost through
the Student Insurance Division of UICI, a local company that provides
tailored health insurance programs for students enrolled in universities.
Contact the representative for UTD at 469-229-6700 for information on
insurance for special events such as field trips and off-campus
activities. Insurance may be provided by the sponsoring office as part of
the cost of the activity, or may be purchased by individual students.
- • Driver Authorization: All
University employees who drive University owned vehicles or who drive a
rental vehicle that is used to transport students must be certified by the
UTD Safety Officer as having met the requirements for the authorization of
drivers in this policy and The U.T. System Business Procedure Memorandum
No. 16-05-02. This does not apply to employees who are driving rental
vehicles on University business but are not transporting students.
Requirements for being an authorized driver include a 36-month Motor
Vehicle Record score of 2 or less, as well as appropriate driver training.
Van-specific training, including on-the-road training, is required for
drivers of 15-passenger vans.
- • Insurance Coverage: The U.T. System
Business Procedure Memorandum No. 16-05-02 includes information, policies,
and procedures regarding insurance policies covering the authorized use of
owned, hired and non-owned vehicles; requirements for the safe use of
vehicles; requirements for authorization of drivers; and procedures for
reporting vehicle accidents or occurrences which may lead to claims. This
Memorandum may be found at http://www.utsystem.edu/bpm/16.htm.
- • Valid Driver’s License: An
employee who operates a University-owned, rented, leased, or personal
vehicle for official University business at a time when his or her license
was suspended or revoked shall be subject to disciplinary action up to and
- • Emergency Procedures.
Important: Copies of participant Medical Information Release forms and the
Emergency Procedures Checklist must accompany the responsible faculty or
staff member assigned to each vehicle for University-sponsored travel.
For University-Owned or Rental Vehicles:
- • Notify local authorities @ 911.
- • Notify UTD Police @
972-883-2331 who will notify the Safety Officer, the Risk Manager, and the
administrator in charge of the sponsoring unit. The need for follow-up
with the participants’ emergency contact persons or others is discussed at
- • Leave a cellular phone number
with the University Police dispatcher. For rentals, call the 800 number
provided by the rental company.
- • While at the scene of the
accident, authorized drivers must attempt to obtain as much information as
- • The license plate number of
any vehicles at the scene;
- • The names and telephone
numbers of the other parties;
- • Insurance information from the
other parties involved in the accident;
- • As soon as possible, the
authorized driver will provide this information to the fleet contact at
- • Authorized drivers of the
University-owned vehicles should advise other parties involved in the
accident that the accident will be reported to the University’s insurance
company who will be in contact with the claimant.
- • In the case of rental vehicles,
the University has an insurance policy that becomes applicable if the cost
exceeds what is covered by the rental agency’s insurance policy.
Authorized drivers of the University-owned vehicles should advise other
parties involved in the accident that the accident will be reported to the
rental agency and to the University’s insurance company.
- • Authorized drivers should not
make any representations regarding insurance coverage to other parties
involved in the accident, because the insurance company’s adjuster will
make the determination of coverage available under the insurance policy.
Should the other party require some type of insurance information, a copy
of UTD’s insurance policy is in the glove compartment (University-owned
vehicles only) or they may contact UTD’s fleet contact at 972-883-2249 for
- • Upon returning to campus, the
fleet contact will provide you with insurance claim forms to be filled out
with all pertinent information about the accident. The fleet contact will
then forward the claim form to the insurance company for handling.
Mechanical Breakdown (University-Owned Vehicles):
- • Notify the dispatcher in the
UTD Police Department @ 972-883-2331 who will the supervisor of the
- • Contact some form of roadside
assistance (local auto dealer service department, garage, etc.)
- • Leave a cellular phone number
for someone to call you back.
- • Do not attempt to make repairs,
including changing a tire. Wait for roadside assistance.
Mechanical Breakdown (Rental Vehicles):
- • Call the 800 number provided by
the rental company.