8 student travel - risk management - 8
DESCRIPTION
TRANSCRIPT
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.
MANAGING THE RISKS ● Student Travel
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.
MANAGING THE RISKS ● Student Travel
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.
MANAGING THE RISKS ● Student Travel
Planning A Responsible Trip
MANAGING THE RISKS ● Student Travel
• 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
MANAGING THE RISKS ● Student Travel
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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.
MANAGING THE RISKS ● Student Travel
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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
MANAGING THE RISKS ● Student Travel
University Travel Policies
MANAGING THE RISKS ● Student Travel
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University Travel Policies
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
MANAGING THE RISKS ● Student Travel
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.
University Travel Policies
(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.
MANAGING THE RISKS ● Student Travel
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
MANAGING THE RISKS ● Student Travel
University Travel Policies
(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.
MANAGING THE RISKS ● Student Travel
General Travel Tips
MANAGING THE RISKS ● Student Travel
General Car Travel Tips
MANAGING THE RISKS ● Student Travel
(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
MANAGING THE RISKS ● Student Travel
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
MANAGING THE RISKS ● Student Travel
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
MANAGING THE RISKS ● Student Travel
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
MANAGING THE RISKS ● Student Travel
Responding During An Emergency
MANAGING THE RISKS ● Student Travel
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
MANAGING THE RISKS ● Student Travel
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
MANAGING THE RISKS ● Student Travel
Travel Resources
MANAGING THE RISKS ● Student Travel
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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
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 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
MANAGING THE RISKS ● Student Travel
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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
MANAGING THE RISKS ● Student Travel
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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
MANAGING THE RISKS ● Student Travel
Summary And Review
MANAGING THE RISKS ● 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 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
MANAGING THE RISKS ● Student Travel
• 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.
MANAGING THE RISKS ● Student Travel
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.
MANAGING THE RISKS ● Student Travel
Summary
•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
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
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