8 Student Travel - Risk Management - 8

Student Travel

Presentation 8 of 9

Managing the RisksA Risk Management Presentation

For UT Dallas Student Organizations

• Learn the steps to take in planning a safe and effective trip• Review the university policies and procedures associated

with student organization travel• Understand the recommended safety procedures for car,

air, and international travel• Review what steps to take during an emergency while

traveling• Identify the resources available to assist you and your

student organization with travel planning

Objectives

MANAGING THE RISKS ● Student Travel

Definition

Student travel incorporates any travel planned or sponsored by the student organization or its members as part of theorganization’s activities.


Were involved in 28% of all alcohol related trafficaccidents. This same age group makes up 14% of theU.S. population.

People died in crashes involving someone with aBlood alcohol level of . Or above in .13,470

Driver inattention,cell phone usage and fatigue

are contributing factors in over

16-24FACTSPeople ages

46% of college student accidents.


Please contact the Student Organization Center for Assistance with your organizational travel at 972-883-6551 or utdallas.edu/soc.

Policy

The UT Dallas Student Travel Policy governs any group/Organization travel as part of a trip planned and/or funded by UT Dallas and is more than 25 miles away from campus.

For more information on the Student Travel Policy,

please refer to utdallas.edu/deanofstudents/travel.


Planning A Responsible Trip


• Who is coordinating the trip and on whose behalf?• How was information about the trip communicated to your

members?• Who will be attending? Are members of your organization

required to attend?• Is the trip’s purpose consistent with your organization's

purpose?• Has it been approved through your organization's standard

decision-making process?• How would an objective person define your trip?• Have you discussed the trip with your advisor?

Deciding To Take A Trip


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Deciding To Get There

What transportation options are available?- Planes, cars, trains, and commercial carriers

If you plan to use personal vehicles, who should drive?- Carefully select and train drivers/check driving

records

Do you need insurance? If so, what kind?- Health, auto, trip, rental, etc.


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What are the expectations for participation in the trip?- Attend an orientation meeting: review emergency

procedures, discuss appropriate conduct, fill out requiredforms, etc.

What about safe travel practices?- Plan carefully, follow rules and regulations, protect

yourself and others, use common sense

What needs to go with you on the trip?- First aid kit, itinerary, emergency numbers, required

forms, maps of route, cell phones

Keeping It Safe


University Travel Policies


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Depends on where you are going- Policies apply to any destination more than 25 miles away

from the UTD main campus

Depends on the type of student organization- Different policies for sponsored student organization

versus registered student organization

Depends on whether or not the travel is required- Consider whether or not there are negative

consequences if a member/potential member does notparticipate


SSO Travel PolicyApplies to all travel morethan 25 miles away from themain campus that involves:- sponsored student

organizations, OR- enrolled students attending

events or activities that areorganized and/orsponsored by theuniversity.


(When does it apply?)RSO Travel PolicyApplies to all travel morethan 25 miles away fromthe main campus in which:- a registered student

organization requires astudent member(s) toattend the activity orevent.


SSO Travel PolicyMust obtain prior approvalfrom appropriate UTDadministrator and fill out:- Request for Student Travel

Authorization- Release and

Indemnification Agreement- Medical Authorization Form

RSO Travel PolicyMust obtain prior approvalfrom staff in the CenterFor Student Involvement:- Travel Information

Packet- Release and

IndemnificationAgreement

- Medical AuthorizationForm



(What are we required to do?)

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Required Travel

Student organizations should not require travel of membersunless it is fundamental to the purpose of the organizationor otherwise critical to its mission or goals.

Required travel can be generally defined as travel that ismandated by the organization and for which there may besignificant negative consequences imposed on a studentmember for not participating in the travel.


General Travel Tips


General Car Travel Tips


(Complying with Federal/State Law or UTD Rules)• Occupants of motor vehicles shall use seat belts or

other approved safety restraint devices required by law or regulation at all times when the vehicle is in operation

• Occupants of motor vehicles should never possess, consume or transport any alcoholic beverages or illegal substances

• The total number of passengers in any vehicle, at anytime it is in operation, shall not exceed the manufacturer’s recommended capacity, or the number specified by University Policy, or federal or state law or regulations, whichever is lowest.

• Make sure all drivers have valid driver licenses and proof of insurance. Also ensure each vehicle has a current registration and emissions sticker.

• Drivers should not drive more than 8 hours in any twenty-four (24) hour period

• Make sure to check the safety and condition of all vehiclesused (even if using a rental vehicle)

• All vehicles should have directions, phone numbers, andaddress of locations

• Carry sufficient safety supplies, emergency funds, andemergency contact numbers

• A navigator should be assigned to each vehicle to assist thedriver

• Drivers should take a break at least every 3 hours


General Car Travel Tips

• Always carry a current U.S. federal or state-issued photo ID- Always carry a current passport for international trips

• Follow all rules related to what you can and can’t carry onan airplane

- Remember the 3-1-1 for Carry-On Items- Review the list of prohibited items

• Place your name, home address, itinerary, and destinationinside each bag

• Always book a place to stay before you leave• Keep your small expensive items and other small personal

items in your carry-on bag


General Air Travel Tips

• Learn what the weather conditions are like in the place youare planning to visit

• Leave copies of your itinerary, passport data page and visaswith a trusted friend or family member, so you can becontacted in case of an emergency

• Bring only as much luggage as airline rules permit- Consider costs of check-in or additional bags

• Make sure your identification, passport, driver license,emergency contact lists, and insurance are all up-to-date• Arrive early at the airport- Recommended check-in times vary by carrier


General Air Travel Tips

• Check Travel Warnings for Your Destination- http://travel.state.gov/

• Be familiar with Foreign Exchange Rates- oanda.com/convert/classic

• Have all necessary documentation (passport, etc).• Confirm Departure Times and Arrive Early

International Travel Tips


Responding During An Emergency


If you are involved in an accident or someone becomes ill orinjured:• Stop immediately and call 911 or local police• Assess the situation and render aid as appropriate• Fill out a police report• Obtain the names and addresses of all witnesses• Contact your advisor• Avoid making statements as to who is at fault, nor should

you make offers to pay for damages• Contact the Office of the Dean of Students

General Emergency Procedures


Student Travel Insurance

Proof of health insurance is required for all studentswho are engaged in travel that falls under the UTD travelpolicies:

utdallas.edu/deanofstudents/travelandevents.html


Travel Resources


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Registered Student Organizations (RSOs)- Student Organization Forum www.utdallas.edu/sof

Sponsored Student Organizations (SSOs)- Office of the Dean of Students www.utdallas.edu/

deanofstudents- Sponsoring department or college/advisor

University Resources


• Texas DPS Non-Emergency Roadside Assistance- 1-800-525-5555

• AAA Texas 24-hour Roadside Assistance (must be a member)- 1-800-222-4357

• US Department of Transportation Toll Free Hotline for AirTravelers with Disabilities

- 1-800-778-4838 (voice) or 1-800-455-9880 (TTY)• Fuel Cost Calculator- roadtripamerica.com/fuel-cost-calculator.php• Other

- OnStar, Cell Phone Providers, Credit Card Providers, GPS unit

Travel Assistance Resources


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National Weather Service- weather.gov

Centers for Disease Control and Prevention- cdc.gov

U.S. Customs Information for Travelers- cbp.gov

Government Resourcess


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U.S. Department of State- state.gov

Federal Aviation Administration- faa.gov

U.S. Department of Transportation- http://airconsumer.ost.dot.gov/org.htm

Government Resources


Summary And Review


• When planning a responsible trip make sure to- Inform the membership, determine who needs to go.- Consider the purpose and/or goals of the trip.- Carefully consider the risks associated with the trip.- Discuss the trip with your advisor.

• All student organizations are required to adhere to theUniversity Travel Policies. Both organizations andindividual students can be disciplined for not followingthese policies

• All members who will be going on a trip should be requiredto attend an orientation meeting to review emergencyprocedures, discuss appropriate conduct, and fill outrequired forms.

Summary


• University Travel Policies vary depending on the type ofstudent organization – registered student organization(RSOs) vs. sponsored student organization (SSOs).

• University Travel Policies only apply to student organizationtravel that is more than 25 miles from the Main Campus

• When traveling, student organizations and their membersare required to comply with all federal and state laws aswell as university rules.

• Proof of health insurance is required for all members ofstudent organizations engaging in travel covered under theUniversity Travel Policies.


Summary

• Contact your sponsoring department/college or the Officeof the Dean of Students for travel assistance.

• The most important steps you can take in an emergencyinclude calling 911 for help, rendering assistance toorganization members, and accessing appropriateuniversity resources upon your return.

• Required travel can be generally defined as travel that ismandated by the organization and for which there may besignificant negative consequences imposed on a memberfor not participating.


Summary

•Discuss with your organization’s leadership- Faculty/staff advisor- Risk Management Officer (or other officer)- Alumni members/organization

Additional Questions


1) Clink on the link below to get started https://elearningpilot.utdallas.edu/webapps/portal/frameset.jsp

2) Login with your netID and Password3) In the my organizations box click on Risk Management

Quizzes 2012-20134) Click on the quiz title that you will take.5) Click Begin. As you proceed make sure all answers are

saved.6) Once you have answered and Saved all ten questions click

save and submit.7) Wait for the submission report. Click ok to view results8) If you have scored an 80% you may move on to the next

quiz. If you have not scored an 80% you must retake the quiz until you have received a score of 80%

Review Your Knowledge

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8 Student Travel - Risk Management - 8

Education

Transcript of 8 Student Travel - Risk Management - 8