Utah Valley University
Policies and Procedures
| Title | Educational Travel and Study Abroad Programs | Number | 608 |
| Section | Academics | Approval Date | Jun 08,2000 |
| Subsection | Instruction and Curriculum | Effective Date | Jun 08,2000 |
I. Policy
- DEFINITION
Educational Travel means a journey or excursion away from the college campus, whether or not in college vehicles, involving two or more persons, that is organized and/or sponsored by an operating unit of the institution, or by a faculty member, or other authorized employee of the institution, for academic, research, or recreational purposes that are related to an approved program or activity of the institution.
Study Abroad is a Utah Valley University-sanctioned program which includes travel to another country and is organized and/or sponsored by a UVU academic department or program for purposes that are related to an institution-approved program of study. All participants must be registered for the academic courses which are a required part of the program.
Both Educational Travel and Study Abroad Programs will be referred to as "Travel Activity" in this policy. - POLICIES
Institution Responsibility The institution recognizes that it is obligated under the law to establish and ensure compliance with all applicable requirements of federal and state law, and all applicable institution regulations.
- The faculty member or other institution employee designated to be in charge of a Travel Activity (i.e., the "Travel Director") has the responsibility to enforce compliance with college policies by all persons participating in the Travel Activity.
- No person shall be permitted to participate on a Travel Activity unless a "Statement of Understanding" has been properly completed and signed and is on file for that person in the Office of Risk Management before the Educational Travel commences. A "Statement of Understanding" is available from the Risk Management office.
- The Travel Director is responsible for the prudent care and operation of institution owned vehicles from the time at which possession of the vehicle is taken until it has been returned to institution control.
- Only a duly licensed adult (i.e., age 18 years or older) who has been authorized by the Travel Director may operate a motor vehicle, whether or not the vehicle is owned by the institution, to transport persons, on a Travel Activity.
- The Travel Director must obtain assurance, prior to the commencement of the Travel Activity, that any vehicle not owned by the institution and used on the Travel Activity will be covered throughout the period of the Travel Activity by a motor vehicle liability insurance policy, currently in effect, with limits of coverage and liability that satisfy the requirements of the Utah Motor Vehicle Safety Responsibility Act, 1953 Utah Code Anno. 41-12-1 et seq.
- Each person participating on a Travel Activity in any capacity (e.g., faculty, staff, or student) should be covered by insurance for medical and hospital costs arising from any accident occurring while on the Travel Activity. Enrollment in the institution's student health insurance program will satisfy this requirement. Persons not included in this insurance program and who do not already carry equivalent private hospital/medical insurance should obtain appropriate short-term insurance.
- Funds administered by the college may not be used to supply alcoholic beverages or any illegal substances to persons participating on a Travel Activity.
- While actually using any vehicle during "working hours" (i.e., those hours designated by the Travel Director as time to be spent on institution-sponsored activities within the purpose of the Travel Activity), drinking of alcoholic beverages by any participant on a Travel Activity is forbidden.
- Except as permitted by the Utah Controlled Substances Act, no narcotics, illegal drugs, or controlled substances may be in the possession of, or used by, any person engaged in the Travel Activity.
- No person engaged in a Travel Activity, other than the Travel Director, may possess or use any kind of firearm for any purpose.
- All participant are expected to obey all applicable provisions of the law of the state and nation in which the Travel Activity takes place. All participants are individually responsible for their personal conduct while on the Travel Activity, and the institution has no obligation to intercede or undertake to protect them from the legal consequences of violations of law for which they may be responsible.
- PROCEDURES
- Departmental Responsibilities. The head of each department or operating unit that sponsors a Travel Activity shall be responsible for enforcing institution policies relating to the Travel Activity, and for notifying students of the requirements of the Policy and Procedure.
- While actually engaged in a Travel Activity, the Travel Director may enforce the provisions of this Policy by withdrawal or limitation of privileges, or, in the event of repeated violations, by excluding the offending person from further participation and arranging to return the offender to the campus or to convey him/her to the nearest point of public transportation for return to the campus. The cost of such return transportation is a proper charge against college funds, but the college reserves the right to obtain reimbursement from the offender.
- Reports of Accidents. Any accident or other occurrence causing physical injury to persons or property occurring in the course of a Travel Activity, whether or not the injury is sustained by a participant on the Travel Activity, shall be reported promptly to the Risk Management Office.
- Educational Travel must be approved by the appropriate Dean.
- Study Abroad Programs must be approved by the Academic Vice President.
- Transportation, accommodations and other items must be coordinated through the University Purchasing and Educational Travel offices. Wherever possible, public transportation should be used.