13.04.99.K1 Student Travel
Approved October 21, 2001
Revised June 11, 2011
March XX, 2014
Next Scheduled Review: October XX, 2015March XX, 2016
Rule Statement
This rule is designed to promote the health and welfare of Texas A&M University-Kingsville students by regulating travel that is undertaken by one or more students presently enrolled at the University to reach an event organized or sponsored by the University and that is located more than 25 miles from the University.
Reason for Rule
This rule is required by System Policy 13.04, Student Travel.
Procedures and Responsibilities
- GENERAL APPLICATION
The following provisions apply to any student who travels more than 25 miles from campus to an activity or event that is organized or sponsored by the institution (including all class travel and field trips), funded by the institution, using a vehicle owned or leased by the institution; study abroad program travel; or travel by a student organization registered at the institution. These provisions apply to faculty, staff, and students who engage in transporting students off campus on any university business or related travel activities. The following regulations are considered to be minimum standard; departments may mandate additional procedures. Failure to comply with these requirements may result in the suspension of student travel for the department responsible for arranging the trip.
2.Travel Requirements and Planning
Appropriate travel forms shall be filed with the Dean of Students Officethree business days prior to the trip. The Dean of Students Office will process the paperwork and let the sponsoring department know if the travel is approved. If travel is approved, the Dean of Students Office will share the travel paperwork with the University Police Department. The sponsoring department must maintain a copy of the paperwork until the trip is completed.
For international/study abroad related travel, refer to the International Studies and Program travel guidelines and international travel warnings from the State Department during the planning process to ensure all safety and additional travel approval steps are met.
3.Modes of TRANSPORTATION Used FOR STUDENT TRAVEL
3.1 Vehicles Owned or Leased by the University. Only university employees (including student employees)may be authorized to drive university owned or leased vehicles. Student organizations may only useuniversity owned or leased vehicles when the trip is required for university business and is paid usinguniversity funds.
3.2 Rental vehicles or chartered buses: Check with each private carrier about their specific policies. Rental car companies have minimum age requirements for drivers. Many rental companies offer optional liability insurance on their vehicles and must be purchased if it is not included in a base price or previously established contract with the University. Student travel by commercial bus should adhere to all safety requirements, where applicable.
3.3Privately Owned Vehicles. Travel conducted in a privately owned vehicle are is expected to follow the safety requirements related to student travel set out in these procedures.Drivers of privately owned vehicles must have a valid state driver's license, motor vehicle insurance and a current state inspection whenusing a privately owned vehicle.
3.4Air Travel. Students traveling by air transportation must comply with all international (where applicable) and federal laws regulating airtravel and the rules of the specific airline. This includes laws and rules regarding carry-on baggage andbaggage weight restrictions.
3.5 Boats, Ferries and Rail: Comply with all international (where applicable), federal, state and local laws, as well as carrier policies.
4. Safety Requirements Related to Student Travel
4.1 Use of Seat Belts: All occupants must use seat belts and remain seated when the vehicle is in motion.
4.2 Passenger Capacity: Loading of the vehicle shall be done in accordance with vehicle manufacturers’recommendations. Vehicles may not be loaded with more passengers than manufacturers’recommended passenger load. The number of occupants in a vehicle shall not exceed thenumber of working seat belts in the vehicle.
4.3Driver Qualifications and Training Required
4.3.1 Drivers must meet the following requirements:
a. Be 18 years of age or older
b. Possess valid U.S. Class C Operator's License or other appropriate license required to operate the vehicle (as required by vehicle type).
c. Driver must have adequate insurance coverage fora personal owned vehicle theyare operating. Any rental/leased vehicle must carry the optional insurance at the time of rental if it is not included in the base rental contract.
d. Verified good driver record in the past 12 months (verification will be based upon a Motor VehicleRecords check by the University Police).
e. Have completed the required travel forms.
f. Rental/leasing companies may have additional requirements to operate a vehicle. All rental/leasing requirements must be met by all drivers.
4.3.2 TAMUK University Police Department will maintain a list of qualified drivers. Directors anddepartment heads will verify with the University Police Department that the faculty, staff or student employees who serve asdrivers are on the authorized driving list or have met the above requirements prior to eachtrip.
4.4Driver Fatigue: Drivers should recognize that driving a vehicle long hours is challenging, and thereforeshould practice certain safety precautions to stay alert and safe. To help reduce fatigue drivers should:
a. Begin the trip well rested. If there are two or more drivers per vehicle, drivers should rotate every two hours, and divide the trip into segments to allow stops for rest. If a driver is traveling alone or is a sole driver, the driver should consider limiting the distance traveled to 8 hours per day.
b. Schedule trips during normal waking hours. Establish a reasonable arrival time to the activity or event.
c.Avoid driving when weather conditions are hazardous, and be prepared to pause the trip should travel conditions warrant.
d. Avoid medication before driving, especially if the label warns against operating vehicles while taking themedication.
e. Keep the interior of the vehicle cool by keeping the window open, a vent cracked, or by using the air conditioner.
f. Divide the trip into reasonable segments. Take frequent short breaks.
g. When drowsy, stop for the night or pull off at a safe place and rest.
h. Avoid any type of drug to stay awake.
Related Statutes, Policies, or Requirements
Tex. Educ. Code § 51.950
System Policy 13.04, Student Travel
Contact Office
Dean of Students
(361) 593-3606
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