Student Travel Procedures

Slippery Rock University has established policies and procedures for university travel involving students to ensure that travel occurs in a manner that is fiscally responsible, ensures the safety of all participants, and mitigates any risks that might be associated with student travel. Any travel involving one or more students funded through a university account or affiliated entity such as the Slippery Rock Student Government Association or the Slippery Rock University Foundation is required to follow this policy and associated procedures.

Process for Student Travel

Faculty, staff, and students who plan to engage in university-sponsored student travel should first review the Student Travel policy in full.

If travel is initiated by a student organization for its members or fellow students, the organization should follow all procedures as outlined by the Slippery Rock Student Government Association and Office of Student Engagement and Leadership. While the policy applies to all forms of student travel, processes for student organizations run through the Student Government Association.

If travel is initiated by an academic department, university office, or employee of the university on behalf of students, the following process applies:

• The trip leader (faculty or staff member who is planning the trip) should fill out the Request for Student Travel form and submit to their Dean or Director.
• The Dean or Director will review the form for consistency with University policy. The Dean or Director may approve the travel request unless the following applies:
  • If the proposed trip is outside of the contiguous United States, this must be reviewed and approved by the Provost or respective Vice President. The Office for Global Engagement will review and make recommendations in consultation with the Provost/Vice President.
  • If the proposed trip exceeds the required traveler rations in the policy (i.e. one trip leader per 12 students), this must be reviewed and approved by the Provost or respective Vice President.
  • If the proposed trip exceeds more than $500 per student in university funds, this must be reviewed and approved by the Provost or respective Vice President.
  • If the proposed trip is international and does not meet the required six-month lead time, this must be reviewed and approved by the President.
• Once approvals are obtained, the trip leader may begin making travel arrangements as per the policy. In addition:
  • If the trip is international, the trip leader must consult with the Office for Global Engagement.
  • If any funding source will be applied to individual students or student accounts, the trip leader must consult with the Office of Financial Aid and the Controller.
  • If students will be fundraising in order to raise revenue for the trip, the trip leader must consult with University Advancement and the Controller.
  • If students will be contributing directly to the cost of travel (i.e. payment to the university), the trip leader must consult with Student Accounts and the Controller.
• Prior to travel, the trip leader must:
  • Hold a pre-departure meeting with all student travelers and trip leaders to review the itinerary, rules and expectations, and emergency procedures
  • If personal vehicles are being used for travel, provide the following statement to all drivers:
    • Personal vehicles should only be used on a voluntary basis. The owners/drivers must have a valid driver’s license, auto registration, and their own insurance coverage. All student participants choosing to ride in a private automobile do so voluntarily and at their own risk. The university shall not insure or accept liability for any damage, loss or injury resulting from the use of a private vehicle. The university does not provide comprehensive or collision insurance for private vehicles. For this reason, the owner of the vehicle should consult with their insurance provider before permitting any other driver to operate their personal vehicle.
  • Ensure that every student traveler has signed:
    • Student Travel Agreement & Waiver of Liability
  • Designate a campus contact who is familiar with the trip or is the travel sponsor (i.e. department chair, director, etc.) and provide them with a full itinerary
  • At least 48 hours prior to travel provide a full travel manifest of all travelers:
    • Student Travel Manifest

Questions

Faculty and Staff with questions should direct them to their Dean, Director, or respective Cabinet member.Students with questions about the Student Travel policy or any associated procedures should direct them to the Office of Student Engagement and Leadership.