Overview

The purpose of UPPS 05.06.03 - Student Travel is to provide the university community, specifically students and student organizations, with procedures and safety guidelines for student, student organization and sponsored program participant travel 25 or more miles away from campus and sanctioned by the university.

women's soccer sport club member playing soccer against opponent

Sport Club Travel Forms

Each individual sport club member must have a current risk release on file prior to participation. This document is held each academic year and must be re-submitted each year. 

The Away Event Notification Form is submitted to the Sport Programs Office 14 days in advance for each trip that a sport club will be taking.

Approved Driver Request Forms are submitted to the Sport Programs Office 14 days in advance and gathers vehicle(s) and drive(r) information. This is submitted for personal vehicle use and rental vehicle use. 

The Sport Club Travel Request form (HUB) is only submitted by sport club officers at least 7 days in advance for in state travel (exceeds 25 miles) or 14 days in advance for out of state travel. 

The End of Event Report is submitted to the Sport Programs Office after a sport club trip concludes. This will share information on travel operation, any issues/injuries, accomplishments, etc. 

Submit photos to Campus Recreation using this form! Share competition, tournament, matches, team bonding and fundraisers!

Safety Guidelines

Review, download, print, and retain this list of guidelines as part of all travel-related activities.

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    1. Motor vehicles used for travel covered by this policy shall have a current proof of
      liability insurance card and a state inspection certification.
    2. Keep a copy of all emergency and insurance information for each travel
      participant in accessible location. 
    3. Fifteen passenger vans are not approved.
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    1. All students who will operate vehicles while engaged in travel covered by this
      policy must have a valid operator's license and be trained as required by law to
      drive the vehicle that will be used.
    2. Operators shall comply with all laws, regulations and posted signs or directions
      regarding speed and traffic control.
    3. Operators break every two hours and change every four hours. Trips exceeding 14 hours should be completed in two days and have no less than three drivers.
    4. Each vehicle used for transportation should have a minimum of 2 approved drivers and can gain approval by submitting the Approved Driver Request Form 14 days in advance.
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    1. Seat Belts: 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.
    2. Operators must abstain from drinking alcohol at least 12 hours prior to driving;
      abstain from illegal drug use. Occupants of motor vehicles shall not possess,
      consume, or transport any alcoholic beverages or illegal substances.
    3. Passenger Capacity: The total number of passengers in any vehicle at any time 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.
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    1. If an accident occurs which involves injuries to a university student, employee or
      any individual in any other vehicle, the highest priority is to summon emergency
      medical personnel to the accident scene immediately.
    2. If an accident occurs, the appropriate law enforcement agency should be
      summoned to the scene for an accident report and an investigation. If possible,
      vehicles should not be moved, unless a significant traffic hold-up or safety hazard
      exists. The Texas Department of Public Safety Roadway Emergency and Stranded
      Vehicle number is 1(800) 525-5555.
    3. If an accident occurs, the Texas State University Police Department (512-245-
      2805) should be contacted.
    4. There are a number of Texas State departments that have travel regulations for
      departmental travel-related activities. Student organizations must check with any
      advising departments to obtain copies of specific departmental policies if the
      department sanctions the travel-related activity.