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8 - Student Travel - Risk Management
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8 - Student Travel - Risk Management

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  • 1. Managing the Risks A Risk Management Presentation for UT Dallas Student Organizations Student Travel Presentation 8 of 8 Center for Student Involvement - - utdallas.edu/csi
  • 2. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 3. Managing the Risks Student Travel DEFINITION Student travel incorporates any travel planned or sponsored by the student organization or its members as part of the organization’s activities. STUDENT TRAVEL ● MANAGING THE RISKS
  • 4. Managing the Risks Student Travel FACTS 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 . or above in . Driver inattention, cell phone usage and fatigue are contributing factors in over % of college student accidents. *adapted form UT Arlington risk management program STUDENT TRAVEL ● MANAGING THE RISKS
  • 5. Managing the Risks Student Travel 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 miles away from campus. For more information on the Student Travel Policy, please refer to utdallas.edu/deanofstudents/travel. Please contact the Center for Student Involvement for assistance with your organizational travel at - - or utdallas.edu/csi. STUDENT TRAVEL ● MANAGING THE RISKS
  • 6. Managing the Risks Student Travel SECTION : PLANNING A RESPONSIBLE TRIP STUDENT TRAVEL ● MANAGING THE RISKS
  • 7. 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 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? STUDENT TRAVEL ● MANAGING THE RISKS
  • 8. Managing the Risks Student Travel 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. STUDENT TRAVEL ● MANAGING THE RISKS
  • 9. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 10. Managing the Risks Student Travel SECTION : UNIVERSITY TRAVEL POLICIES STUDENT TRAVEL ● MANAGING THE RISKS
  • 11. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 12. Managing the Risks Student Travel UNIVERSITY TRAVEL POLICIES (When does it apply?) SSO Travel Policy RSO Travel Policy Applies to all travel more Applies to all travel more than 25 miles away from the than 25 miles away from main campus that involves: - sponsored student the main campus in which: organizations, OR - a registered student - enrolled students attending organization requires a events or activities that are student member(s) to organized and/or sponsored by the attend the activity or university. event. STUDENT TRAVEL ● MANAGING THE RISKS
  • 13. Managing the Risks Student Travel UNIVERSITY TRAVEL POLICIES (What are we required to do?) SSO Travel Policy RSO Travel Policy Must obtain prior approval Must obtain prior approval from appropriate UTD from staff in the Center administrator and fill out: For Student Involvement: - Request for Student Travel - Travel Information Authorization Packet - Release and - Release and Indemnification Agreement Indemnification - Medical Authorization Form Agreement - Medical Authorization Form STUDENT TRAVEL ● MANAGING THE RISKS
  • 14. Managing the Risks Student Travel 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. STUDENT TRAVEL ● MANAGING THE RISKS
  • 15. Managing the Risks Student Travel SECTION : GENERAL TRAVEL TIPS STUDENT TRAVEL ● MANAGING THE RISKS
  • 16. 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 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. STUDENT TRAVEL ● MANAGING THE RISKS
  • 17. Managing the Risks Student Travel GENERAL CAR TRAVEL TIPS • 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 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 18. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 19. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 20. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 21. Managing the Risks Student Travel SECTION : RESPONDING DURING AN EMERGENCY STUDENT TRAVEL ● MANAGING THE RISKS
  • 22. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 23. Managing the Risks Student Travel STUDENT TRAVEL INSURANCE Proof of health insurance is required for all students who are engaged in travel that falls under the UTD travel policies: utdallas.edu/deanofstudents/travelandevents.html STUDENT TRAVEL ● MANAGING THE RISKS
  • 24. Managing the Risks Student Travel SECTION : TRAVEL RESOURCES STUDENT TRAVEL ● MANAGING THE RISKS
  • 25. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 26. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 27. Managing the Risks Student Travel GOVERNMENT RESOURCES • National Weather Service - weather.gov • Centers for Disease Control and Prevention - cdc.gov • U.S. Customs Information for Travelers - cbp.gov STUDENT TRAVEL ● MANAGING THE RISKS
  • 28. Managing the Risks Student Travel 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 STUDENT TRAVEL ● MANAGING THE RISKS
  • 29. Managing the Risks Student Travel SECTION : SUMMARY AND REVIEW STUDENT TRAVEL ● MANAGING THE RISKS
  • 30. Managing the Risks Student Travel 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. STUDENT TRAVEL ● MANAGING THE RISKS
  • 31. Managing the Risks Student Travel 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. STUDENT TRAVEL ● MANAGING THE RISKS
  • 32. Managing the Risks Student Travel 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. STUDENT TRAVEL ● MANAGING THE RISKS
  • 33. Managing the Risks Student Travel ADDITIONAL QUESTIONS • Discuss with your organization’s leadership - Faculty/staff advisor - Risk Management Officer (or other officer) - Alumni members/organization STUDENT TRAVEL ● MANAGING THE RISKS
  • 34. Review Your Knowledge 1) Click on the link below to get started https://elearning.utdallas.edu/webct/ entryPageIns.dowebct 2) Click on Trainings, Organizations, and Research 3) Click login. Enter your net id and password. 4) Click on Risk Management Training quizzes. 5) Click on the quiz title that you will take. 6) Click Begin Assessment. As you proceed through the quiz make sure that you click Save and View Next 7) Once you have Answered and Saved all ten questions click finish. 8) Wait for the submission report. 9) Once the submission report is confirmed click View Attempt. 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%. MANAGING THE RISKS
  • 35. Conclusion Thank you for participating in this session. Knowing your responsibilities as a UT Dallas student is important in keeping you and other members of our organization safe. We want our involvement in co-curricular life to be a successful and positive experience. For more information or for questions contact the Center for Student Involvement: • - - • utdallas.edu/csi MANAGING THE RISKS

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