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

• The trip leader (faculty or staff member who is planning the trip) should fill out the “Request for Student Travel” form and turn it into their Dean/director
• The Dean/director reviews form and approves unless the following applies:
  1. Travel is international – Send to Provost
     1. OGE will review and make recommendation to Provost
  2. Trip leader wants to exceed 1:12 ratio – Send to Provost
  3. Trip leader plans to spend more than $500 per student – Send to Provost
• Once approved, the trip leader may begin making travel arrangements:
  1. If international, they need to meet with Jenny Kawata
  2. If any funding source to be applied to individual students, they need to meet with John Simon and Alyssa Dobson (this is providing financial aid benefits to students)
  3. If students will be fundraising, they need to meet with Teresa Glasgow in University Advancement.
  4. If students will be contributing directly to the cost (i.e. payment to the university), they need to meet with John Simon
• Prior to travel, the trip leader must:
  1. Hold a pre-departure meeting with all student travelers and trip leaders to review the itinerary, rules and expectations and emergency procedures
  2. If personal vehicles are being used for travel, provide the following statement to all drivers:
     1. 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.
  3. Ensure that every student traveler has signed:
     1. Student Travel Agreement & Waiver of Liability
  4. 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
  5. At least 48 hours prior to travel provide a full travel manifest of all travelers:
     1. 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.