8 - Student Travel - Risk Management

Managing the RisksA Risk Management Presentation

for UT Dallas Student Organizations

Student Travel

Center for Student Involvement!"#-$$%-&''(

utdallas.edu/csi

Presentation 8 of 8

Managing the Risks

• 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

Student Travel

STUDENT TRAVEL ● MANAGING THE RISKS

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


Managing the Risks

Student Travel

FACTS

Driver inattention,

are contributing factors in over !"% of college student accidents.

were involved in 28% of all alcohol related traffic accidents. This same age group makes up 14% of the U.S. population.

*adapted form UT Arlington risk management program

people died in crashes involving someone with a blood alcohol level of .!" or above in #!!$.!",#$%

cell phone usage and fatigue

!&-'#People ages


Managing the Risks

Student Travel

POLICYThe 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 #% miles away from campus.

For more information on the Student Travel Policy, please refer to utdallas.edu/deanofstudents/travel.

Please contact the Center for Student Involvement for assistance with your organizational travel at &'#-""(-$%%) or utdallas.edu/csi.


Managing the Risks

Student Travel

PLANNING A RESPONSIBLE TRIPSECTION !:


Managing the Risks

Student Travel

Managing the Risks

• 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

Student Travel


Managing the Risks

• 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.

DECIDING TO GET THERE

Student Travel


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

procedures, discuss appropriate conduct, fill out required forms, 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


Managing the Risks

Student Travel

Managing the Risks

UNIVERSITY TRAVEL POLICIESSECTION ':

Student Travel


Managing the Risks

• 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 not participate

UNIVERSITY TRAVEL POLICIES

Student Travel


Managing the Risks

SSO Travel PolicyApplies to all travel more than 25 miles away from the main campus that involves: - sponsored student

organizations, OR - enrolled students attending

events or activities that are organized and/or sponsored by the university.

UNIVERSITY TRAVEL POLICIES(When does it apply?)

Student Travel


RSO Travel PolicyApplies to all travel more than 25 miles away from the main campus in which:- a registered student

organization requires a student member(s) to attend the activity or event.

Managing the Risks

SSO Travel PolicyMust obtain prior approval from appropriate UTD administrator and fill out:- Request for Student Travel

Authorization- Release and

Indemnification Agreement- Medical Authorization Form

UNIVERSITY TRAVEL POLICIES(What are we required to do?)

Student Travel


RSO Travel PolicyMust obtain prior approval from staff in the Center For Student Involvement:- Travel Information

Packet- Release and

Indemnification Agreement

- Medical Authorization Form

Managing the Risks

• Student organizations should not require travel of members unless it is fundamental to the purpose of the organization or otherwise critical to its mission or goals.

• Required travel can be generally defined as travel that is mandated by the organization and for which there may be significant negative consequences imposed on a student member for not participating in the travel.

REQUIRED TRAVEL

Student Travel


Managing the Risks

GENERAL TRAVEL TIPSSECTION ":

Student Travel


Managing the Risks

• 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.

GENERAL CAR TRAVEL TIPS(Complying with Federal/State Law or UTD Rules)

Student Travel


• 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 vehicles used (even if using a rental vehicle)

• All vehicles should have directions, phone numbers, and address of locations

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

• A navigator should be assigned to each vehicle to assist the driver

• Drivers should take a break at least every 3 hours

GENERAL CAR TRAVEL TIPS


Managing the Risks

Student Travel

• 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 on an airplane- Remember the 3-1-1 for Carry-On Items- Review the list of prohibited items

• Place your name, home address, itinerary, and destination inside 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


Managing the Risks

Student Travel

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

• Leave copies of your itinerary, passport data page and visas with a trusted friend or family member, so you can be contacted 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


Managing the Risks

Student Travel

• 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


Managing the Risks

Student Travel

Managing the Risks

RESPONDING DURING AN EMERGENCYSECTION #:

Student Travel


If you are involved in an accident or someone becomes ill or injured:• 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


Managing the Risks

Student Travel

Proof of health insurance is required for all students who are engaged in travel that falls under the UTD travel policies:

utdallas.edu/deanofstudents/travelandevents.html

STUDENT TRAVEL INSURANCE


Managing the Risks

Student Travel

Managing the Risks

TRAVEL RESOURCESSECTION (:

Student Travel


• 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


Managing the Risks

Student Travel

• 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 Air Travelers 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


Managing the Risks

Student Travel

• National Weather Service- weather.gov

• Centers for Disease Control and Prevention- cdc.gov

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

GOVERNMENT RESOURCES


Managing the Risks

Student Travel

• 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


Managing the Risks

Student Travel

Managing the Risks

SUMMARY AND REVIEWSECTION &:

Student Travel


• 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 the University Travel Policies. Both organizations and individual students can be disciplined for not following these policies

• All members who will be going on a trip should be required to attend an orientation meeting to review emergency procedures, discuss appropriate conduct, and fill out required forms.

SUMMARY


Managing the Risks

Student Travel

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

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

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

• Proof of health insurance is required for all members of student organizations engaging in travel covered under the University Travel Policies.

SUMMARY


Managing the Risks

Student Travel

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

• The most important steps you can take in an emergency include calling 911 for help, rendering assistance to organization members, and accessing appropriate university resources upon your return.

• Required travel can be generally defined as travel that is mandated by the organization and for which there may be significant negative consequences imposed on a member for not participating.

SUMMARY


Managing the Risks

Student Travel

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

ADDITIONAL QUESTIONS


Managing the Risks

Student Travel

Review Your Knowledge1) Click on the link below to get started https://elearning.utdallas.edu/webct/

entryPageIns.dowebct2) Click on Trainings, Organizations, and Research3) Click login. Enter your net id and password.4) Click on Risk Management Training quizzes.5) Click on the quiz title that you will take.6) Click Begin Assessment. As you proceed through the quiz make sure that

you click Save and View Next7) Once you have Answered and Saved all ten questions click finish.8) Wait for the submission report.9) Once the submission report is confirmed click View Attempt. 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%.

MANAGING THE RISKS

Thank you for participating in this session.

Knowing your responsibilities as a UT Dallas student is important in keeping you and other members of our organization safe.

We want our involvement in co-curricular life to be a successful and positive experience.

For more information or for questions contact the Center for Student Involvement:

• &'#-""(-$%%)• utdallas.edu/csi

Conclusion

MANAGING THE RISKS

8 - Student Travel - Risk Management

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Transcript of 8 - Student Travel - Risk Management