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> MSU Policy and Procedures > Student Trips
Student Trips
The following information is provided to assist students and staff
planning to travel outside of the Bozeman area to attend an event related to the
student's academic program or participation in a registered student
organization.
TABLE OF CONTENTS
100.00 Department Responsibilities
200.00 Registered Student Organization Responsibilities
300.00 Travel Preparations
310.00 University Contact Person
320.00 Trip Itinerary and Emergency Contacts
330.00 Travel and Emergency Funds
340.00 Travel Equipment
350.00 Medical Consents and Insurance Information
360.00 University Vehicle
400.00 Planning a Student Trip Outside the United States
500.00 Planning a Student Trip to Mexico
600.00 Waivers and Releases of Liability
700.00 Use of University Vehicles
800.00 Driver Obligations - University Vehicles
900.00 Automobile Insurance Information
910.00 University Vehicles
920.00 Rental Vehicles
930.00 Personal Vehicles
1000.00 What to do in case of an emergency/car accident
When students are traveling to a function related to the student's academic
program or otherwise sponsored by a specific university department (e.g., ASMSU
Outdoor Recreation), the sponsoring department is responsible for planning the
trip. Departments should be aware of which students are going on the trip, who
in the department will be contacted in the case of an emergency, and the trip
itinerary.
Each department should identify a department employee who will be contacted
in the case of an emergency and who will be responsible for assisting travelers
in making arrangements in such cases. A Travel Itinerary and Emergency Contact
sheet (a copy of which is attached) should be filed with the department employee
acting as the emergency contact.
When student members of a registered student organization will travel to an
official function of the student organization, the student organization must
submit a Travel Itinerary to the Office of Safety and Risk Management with a
list of names and emergency contacts for each traveling member.
If the student organization's advisor is not traveling with the club, the
club advisor should act as the contact in case of an emergency. If the advisor
is not available, the travelers should have an alternative contact that is a
university employee.
- The department or
registered student organization planning a student trip should make the
following preparations prior to each trip.
- An
appropriate university employee should be assigned as the contact person for
the traveling students. Should problems arise during travel, this contact
person will be responsible to providing the necessary information to
university officials and to coordinate assistance for the
students.
- A Student Trip Itinerary and Emergency Contacts list should
be filed with the contact person for each trip. Copies of the form are
attached to this policy. This list provides some details regarding the trip
and provides the names and phone numbers of the persons to contact in the case
of an emergency.
- All
travelers should be aware that the university assumes no responsibility for
providing students with funds in case of emergency. Each student should be
prepared to assume their costs of travel and lodging if there are
unanticipated delays or other incidents which may require additional
expenditures. Each department or registered student organization should advise
students that they should be prepared to provide funds to cover expenses in
the case of an unforeseen emergency. Costs such as uncovered medical costs,
food and hotel charges may be necessary and students should be prepared to pay
these costs.
- To assist with good
planning, the department, registered student organization and traveling
students should consider whether additional equipment may be advisable for the
trip. For example cell phones may be rented through Information Technology
Center for a cost of $2.00 per day or $24.00 per month. Portable first aid
kits and citizen's band radios may be checked out with no charge from Safety
and Risk Management (994-2711).
- MSU assumes no responsibility for medical
coverage of student travelers. Each student, staff member or faculty should
have his or her own medical insurance. Any costs not covered by insurance will
be the responsibility of the traveler. Those planning a trip should advise
travelers to carry their medical insurance cards with them. If MSU employees
are escorting students on a trip, they should request copies of the students'
medical insurance cards and ask students about any medical conditions,
allergies that may be relevant in the case of an emergency. If students are
going on an extended trip, the escorts may wish to request students to sign
medical consent forms authorizing them to give consent in cases of emergency.
A sample
form is attached.
- Students who intend to
use a university vehicle should comply with the requirements of the
university. See information below under Use
of University Vehicles.
Before taking or sending students on a trip out of the country for official
university or club business, the sponsoring department or organization must
obtain approval to travel out of the country from the appropriate advisor,
department head or director. The advisor, department head or director shall
notify the Director of Safety and Risk Management, 994-2711, of the intended
trip and provide an itinerary and emergency contact numbers for each traveler to
the Director. Because such trips may involve special arrangements for insurance,
immunizations, etc, planning for such trips should occur well in advance of
travel.
Student travelers should consult their medical insurance provider prior to
travel to any foreign country. Many health insurance policies include traveler's
assistance features. The MSU student Health Insurance Plan includes an
Assistance Protection Program with such features as accidental death benefits,
medical evacuation and repatriation coverage and assistance with finding medical
assistance in foreign countries. Before leaving on the trip, travelers should
review these benefits and bring the necessary information to use the benefits
while abroad. If any department, student organization or student traveler needs
additional information or assistance regarding foreign travel, the MSU Safety
and Risk Management (994-2711) will try to help.
The Mexican Treasury Department has established very explicit regulations
regarding travel into Mexico via a State/University or other personal
vehicle. Please see the separate section entitled, "Travel Regulations into
Mexico."
MSU does not require students to sign waivers or releases of liability for
events which are part of the academic program or otherwise required by the
university. Waivers and releases of liability have been used for extra
curricular events and activities and are available from the MSU Legal Counsel
However, regardless of whether or not a waiver is used, it is advisable for
students to receive information at a pre-trip meeting on any dangers or hazards
that may be encountered (e.g., wild animals, rough terrain, etc) and any other
logistical or planning information that may be useful to the students.
Student organizations may use university vehicles for official business of
the organization. Personal or private use is prohibited. Students must submit a Vehicle Request Form
signed by their Advisor to the Student Activities office to obtain approval for
use of university vehicles.
Forms may be obtained from the Student Activities office.
Departments may use university vehicles for official business of the University. The student organization or department must designate a Primary Driver for the trip who
will be responsible for providing information to any other drivers and
passengers regarding vehicle use policies, securing the vehicle during the trip,
performing headcounts, assigning back up drivers, and determining rest stops.
Passengers must be limited to university students who are also attending a
university sanctioned or club sanctioned event or activity. Use of university vehicles must comply with the Vehicle Use Policy of the Board of Regents
http://mus.edu/borpol/bor1900/1910.htm.
Beginning academic year 1998-1999, students wishing to use vans from the
university motor pool must satisfactorily complete the van driver safety course
offered by the university. Exceptions may be made on a case by case basis if
the driver can establish safe driving record. Student organizations anticipating
the need for van transportation should contact the Office of Safety and Risk
Management (994-2711) for the dates and times such training will be
provided.
The use of university vehicles is considered a privilege and the right to use
such vehicles will be revoked if the members of any registered or recognized
student organization abuse this privilege.
The Primary Driver of a university vehicle
is required to personally file the Vehicle Request
form. Each driver must agree that he/she
will:
Have a valid driver's license.
Use the university vehicle for authorized business only.
Use seat belts or other available occupant restraints and require all
occupants to do likewise in accordance with state laws. (The number of
passengers may not exceed the number of seat belts.)
Operate the university vehicle in accordance with university regulations,
know and observe all applicable traffic laws, ordinances and regulations, and
use safe driving practices at all times.
Assume all responsibility for any and all fines or traffic violations
associated with his/her use of a university vehicles.
Not drive under the influence of drugs or alcohol or while tired.
Not transport unauthorized passengers such as hitchhikers, family members, or
friends.
File a travel
itinerary with the department/advisor if taking an out-of-town trip.
Turn off the vehicle, remove the keys, and lock the vehicle when it is left
unattended.
Drive the vehicle at speeds appropriate for road conditions.
Before leaving the parking area or garage, inspect the vehicle for safety
concerns, checking tires, wipers, lights, and other safety equipment for
observable defects. Report any defects immediately to Transportation Services to
determine if the vehicle is safe to operate.
Immediately report all accidents or violations to the prescribed
authority.
MSU or State of Montana owned motor vehicles are covered by insurance with
$750,000 and $1,500,000 liability. Motor vehicle liability insurance provides
protection to the driver and the university for claims filed by third parties
for property damage and personal injury. Usually, MSU vehicles are not insured
for physical damage (comprehensive and collision) to the MSU vehicle and the
department using the vehicle may be required to assume those costs not covered
by insurance. Individual drivers or passengers are responsible for their own
medical coverage.
It is recommended that students who rent a vehicle for university business
purchase the optional motor vehicle coverage offered by the vehicle renting
agency to assure coverage of the vehicle.
Students who use their personal vehicles to travel on official university
business and who are eligible for mileage reimbursement should be aware that
their personal automobile insurance coverage will considered primary coverage.
The university provides no coverage and will assume no responsibility for
repairing damage to a student's personal vehicle.
1. If there are any injuries, call an ambulance. Many communities have a
"911" system that would allow you to call a single number to dispatch all
necessary emergency services.
2. Call the local police or highway patrol and report the accident.
3. Call the designated university contact. The designated university contact
is responsible for contacting the appropriate on campus officials -
Transportation Services if a university vehicle is involved, etc.
4. If a university vehicle is involved and is not operational, call a tow
truck to take the vehicle to the nearest auto repair shop. If possible,
Transportation Services should be notified before a tow truck is called.
5. Make arrangements for the students' alternative travel and/or lodging. The
students may wish to wait for repairs if that is possible or may make
alternative travel plans.
6. Advise the contact of what the plans are for each student.
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