UTMB HANDBOOK OF OPERATING PROCEDURES

Section 7 Student Policies Subject 7.1 Student Services and Activities Policy 7.1.4 Student Travel Policy

07/03/02 -Originated 08/01/08 -Reviewed w/ changes -Reviewed w/o changes VP for Student Services -Author

Student Travel Policy

Policy

Registered student organizations that require their members to travel 25 miles or more from the institution to attend an activity or event covered by this policy must obtain prior written approval for the proposed travel by the Associate vice President for University Student Services. This policy regulates certain student travel sponsored, supported, or sanctioned by UTMB by one or more currently enrolled students to reach an activity or event that meets all of the following criteria: a. An activity or event organized and sponsored by UTMB. An activity planned and funded by UTMB and approved by a designated administrator is considered to be organized and sponsored by the institution. b. The activity or event is located more than 25 miles from the component institution; and c. (i) Travel to the activity or event is funded and undertaken using a vehicle owned or leased by the component institution; or (ii) Attendance at the activity or event is required by a registered student organization and approved in accordance with this policy.

Safety and Modes of Travel

All Motor Vehicle Travel 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. Alcohol and Illegal Substances Prohibited: Occupants of motor vehicles shall not consume, possess, or transport any alcoholic beverages or illegal substances. All Motor Vehicle Travel, continued 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

Safety and Modes of Travel (cont'd)

or the number specified in applicable federal or State law or regulations, whichever is lower. License and Training: Each operator of a motor vehicle shall have a valid operator's license and be trained as required by law to drive the vehicle that will be used. Proof of Insurance, Inspection, and Safety Devices Each motor vehicle must have a current proof of liability insurance card and State inspection certification, be equipped with all safety devices or equipment required by federal or State law or regulation, and comply with all other applicable requirements of federal or State law or regulations. Legal Operation of Vehicle and Driving Schedules: Operators of motor vehicles shall comply with all laws, regulations, and posted signs regarding speed and traffic control and shall not operate the vehicle for a continuous period that is longer than the maximum provided by federal or State law or regulations or guidelines promulgated by UTMB whichever is lower, without scheduled rest stops or overnight stops. Travel Using a Vehicle Owned or Leased by a Component Institution Service and Maintenance: In addition to those provisions above, each vehicle owned or leased by UTMB must be subject to scheduled periodic service and maintenance by qualified persons and comply with all applicable requirements of The University of Texas System 157 Operators of Vehicles: All operators of vehicles owned or leased by UTMB shall be employees of UTMB and shall have a valid operator’s license for the operation of the particular vehicle. In addition, operators shall have a current Motor Vehicle Record on file with the designated office of the component institution. Travel Using Rented Vehicles UTMB has access to contract rates through the General Services Commission (GSC). UTMB will reimburse only up to the stated contract rate unless an approved GSC exception exists and is

Safety and Modes of Travel (cont'd)	documented. State funds may not be used as a funding source in this instance. Travel by Common Carrier When a common carrier is used for student travel covered by this policy, UTMB shall take reasonable steps to assure the travel is undertaken in conformance with this policy.
Refereces	Texas Education Code, § 51.950, Policy Regulating Student Travel The University of Texas System 157 Regents Rules 50601, Student Travel IHOP Policy 4.3.1, Travel Policy