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Dean of Students

Student Travel Procedures


General Application of Travel Rule

In compliance with state law and System Policy 13.04, Student Travel, the following provisions apply to any student who travels more than 25 miles from campus to an activity or event that is organized or sponsored by the university (including, but not limited to, travel under the scope and/or direction of a college, department, class, office, learning community, study abroad program, registered organization, or their representatives) which meets at least one of the following criteria:

  • The travel is organized through or funded by the university; or
  • The travel will use a vehicle owned or leased by the university; or
  • The travel is organized and/or funded by a student organization registered at the university.

These provisions apply to faculty, staff and students who engage in transporting students off campus on any university business or related travel activities, except as noted below. It is the responsibility of the entity (e.g., university department, recognized student organization, academic program, etc.) that sponsors the organized student travel to assure compliance with these procedures.

This rule is not applicable to students who are responsible for their own transportation to an off campus site (e.g., internships, practicum experiences, clinical and/or student teaching sites).

This rule is not applicable to students traveling due to participation on an intercollegiate athletic team or support personnel.  Athletic team related travel is coordinated monitored and tracked through the Department of Athletics’ policies and procedures. 

All travel paperwork must be turned in to the Dean of Student Office no less than four (4)  business days before the date of departure (departure day does not count toward the four days). All paperwork will be reviewed for compliance with the travel rules. Departments, programs and/or organizations will be notified of any areas of non-compliance with the paperwork. All areas of non-compliance must be rectified prior to the travel departure.  Failure to rectify any areas of non-compliance will result in the trip being designated as “not approved”. Trips designated as “not approved” are not eligible to be covered under university liability insurance and no department/organization/entity shall use university resources to fund and/or support the trip.  Repeated non-compliance with complete travel paperwork, guidelines and/or deadlines may result in the suspension of student travel for the department, program and/or organization until re-training on proper procedures occurs. Travel paperwork must be completed on each person attending the trip, and driver record checks must be conducted, in advance, on all individuals who may be operating a vehicle during the trip.

Individuals or groups that travel frequently to the same location(s) may be eligible to submit student travel paperwork that covers more than one student travel trip.  Inquiries about whether an individual or a group of students is eligible to submit a “blanket travel” request may be made to the Dean of Students Office.

The University Police Department will maintain a list of eligible drivers. Drivers must possess a valid driver’s license, and either submit a driver’s license check form (Form 6) that authorizes UPD to verify a Texas driver’s license with the student travel packet, or the driver may submit verification of a license by submitting documentation provided by the state where the driver is licensed.  Verifications expire one year after the date the verification was received, unless a driver’s license expires, which will require a new verification.  The driver is responsible for reporting any changes to the status of a license (revocations, suspensions, additional restrictions added/removed, etc.) to UPD. 

The University Travel Office provides a weekly report of all “employee with students” travel designations entered through CONCUR.  In order to match the student travel paperwork to the University Travel Office paperwork, a CONCUR trip identification number must be provided on Form 1 when a travel card is being used for expenses on student travel.

Requests for exceptions must be made to the senior student affairs officer on campus.  Exception requests may be made regarding the four day rule, as stated in 5.2, or to have a “not approved” designation reviewed. 

The Dean of Students Office will share completed trip paperwork with the University Police Department.

These regulations are considered to be a minimum standard; departments may mandate additional procedures to address the unique requirements associated with a particular type of organized student travel. Departments or units should submit proposals for additional standards through the chain of command to the appropriate vice president.

During the time that COVID-19 restrictions are in place, TAMUK students who are traveling with an overnight stay must submit the following documents prior to processing the paperwork for travel approval:

1. Letter from the Provost identifying the student as “essential personnel” authorized to travel.

2. Trip itinerary (Form 1)

3. Travel passenger list (Form 2)

4. Emergency notification information (Form 3)

5. Participation waiver, indemnification, and medical treatment authorization (Form 4/CAF 7)

6. Application for copy of driver’s license (Form 6)

7. Listing of incidence of COVID-19 in the county of internship, including the student’s name; research destination; incidence of COVID-19 cases; incidence of COVID-19 related deaths; and precautions taken by the host organization. – FORM 7

8. Handout with information regarding expected behaviors and symptoms to look for. Student must sign an acknowledgement stating that they read and understood the information. FORM 8

9. TAMUK sponsor must provide information on medical accessibility at/nearest the internship site. FORM 9

10. Internship sponsor (TAMUK unit) must provide a communication plan for staying in regular contact with student

 

TAMUK students who are traveling without an overnight stay must submit the following documents prior to processing the paperwork for travel approval:

1. Trip itinerary (Form 1)

2. Travel passenger list (Form 2)

3. Emergency notification information (Form 3)

4. Participation waiver, indemnification, and medical treatment authorization (Form 4/CAF 7)

5. Application for copy of driver’s license (Form 6)

6. Handout with information regarding expected behaviors and symptoms to look for. Student must sign an acknowledgement stating that they read and understood the information. FORM 8

It is recommended that a designated advisor, staff member(s) and/or faculty accompany each student travel group.  In the event that an advisor, staff member(s) and/or faculty cannot attend the function with the student group, the group should become familiar with expectations for behavior and all procedures pertaining to student travel. Travelers must adhere to all federal, state and local laws and ordinances, as well as adhere to the Student Code of Conduct.  The group should plan its itinerary in a manner that divides up the trip into reasonable segments, avoids driver fatigue, and incorporates the necessary safety precautions.

Groups traveling must submit the following paperwork as a complete packet:

  • Trip Itinerary (one for entire group) (Form 1)
  • Travel Passenger List (one for entire group) (Form 2)
  • Emergency Notification Form (one for each traveler) (Form 3)
  • Assumption of Risk Indemnification Agreement (one for each student traveling; faculty and staff traveling within their job duties are not required to submit this form) (Form 4)
  • A copy of the Incident/Accident Report should be taken with the group. (Form 5)
  • Application for Copy of Driver Record (one for each driver) (Form 6)
  • Special Event Insurance Application (optional, but strongly recommended).

The sponsoring department and/or organization should keep a copy of the Emergency Notification & the Assumption of Risk Indemnification Agreement forms for each member of the group while traveling. The information will be needed in the case of an accident or other incident.


Student Travel

  1. Trip Itinerary - FORM 1
  2. Travel Passenger List - FORM 2
  3. Emergency Notification Form - FORM 3
  4. Liability Waiver Form - FORM 4
  5. Incident/Accident Report - FORM 5
  6. Application for Copy of Driver Record (one for each driver) - FORM 6
  7. Incidence of COVID-19 - Form 7
  8. Handout with information regarding expected behaviors and symptoms to look for. Student must sign an acknowledgement stating that they read and understood the information - Form 8
  9. Internship sponsor (TAMUK unit) must provide a communication plan for staying in regular contact with student. - Form 9

All international/study abroad related travel must be coordinated and approved through the International Studies and Programs Office located in Cousins Hall.  All international student travel paperwork must be submitted to that office according to their published deadlines. International Studies and Programs will assist departments, programs and organizations in complying with all travel guidelines and/or international travel warnings from the State Department during the planning process to ensure all safety and additional travel approval steps are met. Information related to international travel is located at this link: http://www.tamuk.edu/intpro/Travel/index.html


Organized student travel may require various modes of transportation. Each form of transportation requires students to follow common safety and mode-specific safety precautions.

  • Vehicles Owned or Leased (including rental) by the university: Only university employees (including student employees) may be authorized to drive university owned vehicles. Rental car companies may have minimum age requirements for drivers. Students driving rental vehicles must include the optional insurance coverage from the rental company when leasing a vehicle, except when a student employee is renting the vehicle as a function of their employment. Drivers must possess a valid driver’s license appropriate for the types of vehicle they are operating. Non-employees may be allowed to rent/lease vehicles on the state contract when traveling on official state business or on behalf of the university, including approved student travel.
  • Privately Owned Vehicles: Students and/or staff who use a privately owned vehicle or any vehicle other than those owned and/or leased by the university for travel to and from activities and events organized and/or sponsored by the university that are covered by this student travel rule are expected to follow the safety requirements related to student travel set out in this policy. Drivers on student travel trips in privately owned vehicles must have a valid driver’s license that is appropriate for the classification of the vehicle being driven, motor vehicle insurance and a current state registration.
  • Commercial Carrier Travel (air travel, charter travel, boat, ferry and/or rail travel): Students and/or staff traveling by commercial carrier transportation must comply with all international, federal, state and/or local laws regulating the specific mode of travel and the rules of the specific carrier. This includes laws and rules regarding carry-on baggage and baggage weight restrictions. When arranging commercial travel, every effort should be made to use an official state travel card for the purposes of the additional insurance coverage provided by the travel card. Refer to documentation regarding the travel card for details regarding the coverage, or contact the Travel Office.

Efforts should be made, in advance, to identify and minimize risks associated with the student travel trip, including, but not limited to, safety with the modes of travel, events during travel, etc. It is strongly recommended that all departments, programs and/or organizations conducting student travel covered under this rule purchase the additional “special risk accident insurance” available through the Office of Enterprise Risk Management. The application can be located on the TAMUK website at Risk Management.


  1. Plan routes in advance, and carpool and caravan when possible.
  2. The length of the trip should be considered when selecting the number of drivers needed. See 4.3 (Minimizing Driver Fatigue) below for more details.
  3. Notify a designated contact person upon departure and arrival.
  4. Drivers must have valid drivers’ licenses for the types of vehicles they are operating. Individuals not familiar with driving large capacity vehicles are encouraged to participate in training related to 12 to 15 passenger van operations.
  5. For individuals with Texas driver’s licenses, a verified driver’s license check will be conducted (verification will be based upon a Motor Vehicle Records check by the University Police Department). Driver license checks are valid for one calendar year after the date of verification. Any cost associated with a Texas driving record check is covered by the university. Drivers with out of state licenses must request and/or submit a record showing a valid driver’s license, from the licensing state, for review by the University Police Department. Out of state driving record check costs are covered by the licensed driver whose record is being verified.

  1. All occupants must use seat belts and remain seated when the vehicle is in motion. The number of occupants in a vehicle shall not exceed the number of working seat belts in the vehicle.
  2. Loading of the vehicle should be done in accordance with vehicle manufacturers’ recommendations. Drivers, occupants and luggage shall not exceed the vehicle manufacturer’s recommended capacity.
  3. Occupants and driver of the vehicle must comply with all the university travel guidelines.
  4. Drivers will comply with all applicable traffic laws, posted speed limits and regulations at all times, avoid horseplay, racing and/or other aggressive behavior.
  5. The driver shall confront rowdy or disorderly behavior by the passengers that may cause driver distractions.
  6. Smoking or driving while under the influence of impairing drugs or alcohol is prohibited.
  7. Use of radar/laser detection devices is prohibited in the vehicle.
  8. Use of headphones or earphones by the driver is prohibited.
  9. Use of a cellular/mobile phone must be limited by the driver, and must comply with all applicable local laws/ordinances.
  10. No alcohol, illegal drugs, unauthorized firearms or other types of weapons are to be in the vehicle at any time.
  11. Driver must be 18 years of age or older (or meet the rental company’s age requirement).
  12. Any rental/leased vehicle must carry the optional insurance at the time of rental.  Refer to 3.1 for more details.

Drivers should recognize that driving a vehicle for long hours is challenging; and therefore, should practice certain safety precautions to stay alert and safe. To help reduce fatigue drivers should: 

  1. Begin the trip well-rested.
  2. If there are two or more drivers per vehicle, drivers should rotate every two hours, and divide the trip into segments to allow stops for rest. If a driver is traveling alone or is a sole driver, the driver should consider limiting the distance traveled to 400 miles and/or 8 hours per day.
  3. Schedule trips during normal waking hours. Establish a reasonable arrival time to the activity or event.
  4. Avoid driving when weather conditions are hazardous (including, but not limited to, fog, heavy rain, snow or ice conditions), and be prepared to pause the trip or check into a motel should fatigue and travel conditions warrant.
  5. Avoid medication before driving, especially if the label warns against operating vehicles while taking the medication.
  6. Avoid taking any type of drug to stay awake.
  7. If traveling with others, it is recommended that a passenger ride in the front seat and remain awake at all times.
  8. It is recommended that drivers of all vehicles, including privately owned vehicles used on official business, travel with an Emergency Road Kit (first aid kit, flashlight, fire extinguisher, and traffic control devices such as roadside reflectors and flares). It is further recommended that groups traveling have someone who is certified in CPR/First Aid, have emergency supplies of food and water, have access to maps for the area in which they are traveling, and have a cellular phone.

The following procedures should be used whenever members of a university group are involved in an accident, regardless of the extent of the injury and/or damage:

  1. Stop immediately; do not leave the scene; take necessary steps to prevent another accident; and notify the proper law enforcement agency and/or emergency medical services (9-1-1) so that an official report of the accident is made.
  2. Render aid to the injured until help arrives.
  3. Call the University Police Department at 361-593-2611. Do not call the family members of the injured university students and/or employees. The University Police Department will do this in accordance with university policies.
  4. Record the names, addresses and phone numbers of all witnesses.
  5. Provide all required information to the law enforcement officer.
  6. When returning to campus, the driver must immediately contact the University Police Department and Dean of Students Office to follow up on the completion of the accident report forms.
  7. In the event of an automobile accident, gather the following information on any vehicles involved in the accident:
    • Year of vehicle
    • Make and model of vehicle
    • Color of vehicle
    • License plate number
    • Driver’s license number of the other driver
    • Insurance information of the other driver
  8. If a university vehicle is involved in an accident and it is inoperable, the driver should contact the University Police Department at 361-593-2611 for instructions.
  9. If a rental vehicle is in an accident, contact the rental agency for instructions.
  10. If a vehicle in an accident must be towed, remove any keys, fuel/credit cards and all personal property, which might be lost or stolen.
  11. DO NOT make any statements, oral or written, as to who was at fault. Any admission of fault may impair the insurer’s ability to defend a case of questionable legal liability. Appropriate legal authority will decide fault or liability.

(Student Travel Procedures are tied to Texas A&M University- Kingsville Student Travel Rule 13.04.99.K1, Texas A&M University System Student Travel Rule 13.04, and Texas Educational Code 51.950)