Managing the Risks
A Risk Management Presentation
For UT Dallas Student Organizations

Student Travel
Presentation 8 of 9
Objectives
• Learn the steps to take in planning a safe and effective trip
• Review the university policies and procedures...
Definition
Student travel incorporates any travel planned or sponsored
by the student organization or its members as part ...
FACTS

16-24
13,470

People ages

Were involved in 28% of all alcohol related traffic
accidents. This same age group makes...
Policy
The UT Dallas Student Travel Policy governs any group/
Organization travel as part of a trip planned and/or funded ...
Planning A Responsible Trip

MANAGING THE RISKS ● Student Travel
Deciding To Take A Trip
• Who is coordinating the trip and on whose behalf?
• How was information about the trip communica...
Deciding To Get There
• What transportation options are available?
- Planes, cars, trains, and commercial carriers

• If y...
Keeping It Safe
• What are the expectations for participation in the trip?
- Attend an orientation meeting: review emergen...
University Travel Policies

MANAGING THE RISKS ● Student Travel
University Travel Policies
• Depends on where you are going
- Policies apply to any destination more than 25 miles away
fr...
University Travel Policies
(When does it apply?)
SSO Travel Policy
Applies to all travel more
than 25 miles away from the
...
University Travel Policies
(What are we required to do?)
SSO Travel Policy
Must obtain prior approval
from appropriate UTD...
Required Travel
• Student organizations should not require travel of members
unless it is fundamental to the purpose of th...
General Travel Tips

MANAGING THE RISKS ● Student Travel
General Car Travel Tips
(Complying with Federal/State Law or UTD Rules)
• Occupants of motor vehicles shall use seat belts...
General Car Travel Tips
• Drivers should not drive more than 8 hours in any twentyfour (24) hour period
• Make sure to che...
General Air Travel Tips
• Always carry a current U.S. federal or state-issued photo ID
- Always carry a current passport f...
General Air Travel Tips
• Learn what the weather conditions are like in the place you
are planning to visit
• Leave copies...
International Travel Tips
• Check Travel Warnings for Your Destination
- http://travel.state.gov/
• Be familiar with Forei...
Responding During An
Emergency

MANAGING THE RISKS ● Student Travel
General Emergency Procedures
If you are involved in an accident or someone becomes ill or
injured:
• Stop immediately and ...
Student Travel Insurance
Proof of health insurance is required for all students
who are engaged in travel that falls under...
Travel Resources

MANAGING THE RISKS ● Student Travel
University Resources
• Registered Student Organizations (RSOs)

- Student Organization Forum www.utdallas.edu/sof

• Spons...
Travel Assistance Resources
• Texas DPS Non-Emergency Roadside Assistance
- 1-800-525-5555
• AAA Texas 24-hour Roadside As...
Government Resourcess
• National Weather Service
- weather.gov
• Centers for Disease Control and Prevention
- cdc.gov

• U...
Government Resources
• U.S. Department of State
- state.gov

• Federal Aviation Administration
- faa.gov
• U.S. Department...
Summary And Review

MANAGING THE RISKS ● Student Travel
Summary
• When planning a responsible trip make sure to
- Inform the membership, determine who needs to go.
- Consider the...
Summary
• University Travel Policies vary depending on the type of
student organization – registered student organization
...
Summary
• Contact your sponsoring department/college or the Office
of the Dean of Students for travel assistance.
• The mos...
Additional Questions
•

Discuss with your organization’s leadership
- Faculty/staff advisor
- Risk Management Officer (or o...
Review Your Knowledge
1) Clink on the link below to get started
https://elearningpilot.utdallas.edu/webapps/portal/framese...
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Managing the Risks - Student Travel - Presentation 8 of 9

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UT Dallas Student Organization Risk Management Training Module 8 of 9. Topic - Student Travel.

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Managing the Risks - Student Travel - Presentation 8 of 9

  1. 1. Managing the Risks A Risk Management Presentation For UT Dallas Student Organizations Student Travel Presentation 8 of 9
  2. 2. Objectives • 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 MANAGING THE RISKS ● Student Travel
  3. 3. Definition Student 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
  4. 4. FACTS 16-24 13,470 People ages Were involved in 28% of all alcohol related traffic accidents. This same age group makes up 14% of the U.S. population. People died in crashes involving someone with a Blood alcohol level of .8 or above in 2006. Driver inattention, cell phone usage and fatigue are contributing factors in over 46% of college student accidents. MANAGING THE RISKS ● Student Travel
  5. 5. 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. Please contact the Student Organization Center for Assistance with your organizational travel at 972-883-6551 or utdallas.edu/soc. MANAGING THE RISKS ● Student Travel
  6. 6. Planning A Responsible Trip MANAGING THE RISKS ● Student Travel
  7. 7. Deciding To Take A Trip • 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? MANAGING THE RISKS ● Student Travel
  8. 8. 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
  9. 9. Keeping It Safe • 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 MANAGING THE RISKS ● Student Travel
  10. 10. University Travel Policies MANAGING THE RISKS ● Student Travel
  11. 11. 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 not participate MANAGING THE RISKS ● Student Travel
  12. 12. University Travel Policies (When does it apply?) SSO Travel Policy Applies 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. RSO Travel Policy Applies 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 ● Student Travel
  13. 13. University Travel Policies (What are we required to do?) SSO Travel Policy Must obtain prior approval from appropriate UTD administrator and fill out: - Request for Student Travel Authorization - Release and Indemnification Agreement - Medical Authorization Form RSO Travel Policy Must 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 Travel
  14. 14. Required Travel • 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. MANAGING THE RISKS ● Student Travel
  15. 15. General Travel Tips MANAGING THE RISKS ● Student Travel
  16. 16. General Car Travel Tips (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. MANAGING THE RISKS ● Student Travel
  17. 17. General Car Travel Tips • Drivers should not drive more than 8 hours in any twentyfour (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 MANAGING THE RISKS ● Student Travel
  18. 18. General Air 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 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 MANAGING THE RISKS ● Student Travel
  19. 19. General Air Travel Tips • 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 MANAGING THE RISKS ● Student Travel
  20. 20. International 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 MANAGING THE RISKS ● Student Travel
  21. 21. Responding During An Emergency MANAGING THE RISKS ● Student Travel
  22. 22. General Emergency Procedures 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 MANAGING THE RISKS ● Student Travel
  23. 23. Student Travel Insurance Proof of health insurance is required for all students who are engaged in travel that falls under the UTD travel policies: http://www.utdallas.edu/deanofstudents/travel/ MANAGING THE RISKS ● Student Travel
  24. 24. Travel Resources MANAGING THE RISKS ● Student Travel
  25. 25. University Resources • 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 MANAGING THE RISKS ● Student Travel
  26. 26. Travel Assistance Resources • 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 MANAGING THE RISKS ● Student Travel
  27. 27. Government Resourcess • National Weather Service - weather.gov • Centers for Disease Control and Prevention - cdc.gov • U.S. Customs Information for Travelers - cbp.gov MANAGING THE RISKS ● Student Travel
  28. 28. Government Resources • U.S. Department of State - state.gov • Federal Aviation Administration - faa.gov • U.S. Department of Transportation - http://airconsumer.ost.dot.gov/org.htm MANAGING THE RISKS ● Student Travel
  29. 29. Summary And Review MANAGING THE RISKS ● Student Travel
  30. 30. Summary • 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. MANAGING THE RISKS ● Student Travel
  31. 31. Summary • 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. MANAGING THE RISKS ● Student Travel
  32. 32. Summary • 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. MANAGING THE RISKS ● Student Travel
  33. 33. Additional Questions • Discuss with your organization’s leadership - Faculty/staff advisor - Risk Management Officer (or other officer) - Alumni members/organization MANAGING THE RISKS ● Student Travel
  34. 34. Review Your Knowledge 1) Clink on the link below to get started https://elearningpilot.utdallas.edu/webapps/portal/frameset.jsp 2) Login with your netID and Password 3) In the my organizations box click on Risk Management Quizzes 2012-2013 4) 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 results 8) 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%

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