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Travel for Student Groups and Organizations

Groups of students who wish to travel more than 25 miles from campus for activities sponsored by the university or a registered student organization must comply with the institutional Student Travel Policy (STU § 6-600, HOP).  Groups should submit travel requests at least 10 days prior to the date of travel.  Authorization to travel will be granted by the appropriate administrator on campus (see details below). Copies of the travel documents shall be forwarded on to Student Activities and Organizations for final review.  SAO shall send the final reviewed documents to University Police Dispatch prior to the date of departure.

Approval for Student/Group Travel

For travel by members of registered student organizations:

  • The faculty/staff advisor on record will approve the request to travel and retain a copy along with waivers of liability.  Once approved, travel documents shall be forwarded to Student Activities and Organizations for review
  • Social Fraternities/Sororities (chapters recognized by CPH, IFC, MGC or NPHC) will submit their paperwork for approval to the office of Fraternity & Sorority Life.  Once approved, travel documents shall be forwarded to Student Activities and Organizations for review.
  • Sport Clubs recognized by Campus Recreation will submit their paperwork for approval to the Department of Campus Recreation. Once approved, travel documents shall be forwarded to Student Activities and Organizations for review.

For travel by members of departmental student organizations or other groups:

The following applies to student groups recognized and funded as program areas of a particular university department or special/non-recognized groups sponsored by a university department.

  • The director, dean, department head or designated representative of the sponsoring department shall approve the travel request and retain copies of the travel forms and waivers of liability.  A copy of the travel documents shall be sent to Student Activities and Organizations for review.

Motor Vehicle Safety

All motor vehicle travel shall comply with the University's Safety Rules (STU § 6-603, HOP).  These rules regard use of seat belts; alcohol and illegal substances; passenger capacity; license and training of operators; insurance, inspection and safety devices; legal operation of vehicles and driving schedule; university owned or leased vehicles; rented vehicles; and travel by common carriers.  Read the entire policy here.

Travel forms

The following forms are necessary for approval to travel.

Student/Group Travel Form

Student Travel Roster

Release and Indemnification Agreement for Adult Students (18+)
This form may be found on on the Forms/Exhibits Index [Form 15-15].