Student Travel

Student Travel Policy

The Dean of Students Office is responsible for overseeing and administering the student travel policy for UHCL. This policy is outlined in the University of Houston System Administrative Memorandum 05.C.03 Student Travel. The Dean of Students Office is available to assist students, faculty and staff in organizing and overseeing student travel.

Release and Indemnification Agreements

The Trip Coordinator/Organizer (i.e., the faculty or staff member, registered student organization member, advisor, etc.) is responsible for collecting all Release and Indemnification Agreement forms completed by student travelers. The Trip Coordinator/Organizor should submit completed forms to the Dean of Students Office and maintain immediate access to them. The same Release and Indemnification Agreement form is used for minors and requires a parent or guardian signature.

• Release and Indemnification Agreement - for all student travelers

Faculty & Staff Requirements

When faculty and/or staff are involved in student travel that is "organized, arranged, or coordinated" and funded by a university College or department, a registered student organization, or by a faculty/staff member in their role as a university employee, they serve as the Trip Coordinator/Organizer and must complete all student travel requirements and procedures as outlined below. All requirements must be completed, regardless of how far away the travel destination is from campus. This expectation goes beyond the UH System requirement of 25 miles from campus.

1. Read, review and follow the University of Houston System Administrative Memorandum 05.C.03 Student Travel. Note the requirements when a student is driving other students.
   
   
2. Complete the Student Travel Procedures as outlined below.

Student Travel Procedures

The Student Travel Procedures may be completed by a student, registered student organization, and/or the UHCL Faculty or Staff member who is serving as the Trip Coordinator/Organizer traveling with the group. Complete the following steps:

1. Register the student travel as an event/program via GetInvolved at least two weeks prior to the start travel date.
   1. Students and Registered Student Organizations must select "student travel" and complete all required necessary steps, as part of the Event Registration process.
   2. Faculty and Staff must first select "custom fields" and then "student travel", and complete all required necessary steps, as part of the Event Registration process.
2. Once the student travel has been registered as an event/program, the information will be routed to and reviewed by the Dean of Students Office. In addition, the student travel information will be shared with the UHCL Police Department, for Clery reporting purposes.
   
   
3. As applicable, request a Motor Vehicle Record (MVR) check for all UHCL employees and students authorized to operate a vehicle owned or leased by the University. MVR checks must be requested through the University of Houston Risk Management area, via their request form, located in the Section 3.2 of the Student Travel policy, prior to any trip being approved or authorized.
   1. MVR checks are not required for UHCL employees and students who elect to drive their own personal vehicles for student travel use.
   2. MVR checks are sent to and processed by Human Resources at UHCL.
4. Send an email with all signed Release and Indemnification Agreement forms and completed MVR check forms (as applicable) attached to the Dean of Students Office via deanofstudents@uhcl.edu, at least 24 hours within departure.

*Failure to follow and complete any Student Travel requirements and/or procedures may result in a suspension or loss of student travel privileges.