UMKC STUDENT TRAVEL GUIDELINES
UMKC recognizes that students are responsible adults and travel off campus as a necessary way to pursue activities that enhance their academic experience. To this end, UMKC provides University funds for student travel to events and activities that facilitate and/or enhance student learning.
These travel guidelines are designed to promote safe travel away from the University to events and activities for individual UMKC students as part of their involvement in University recognized student organizations. These guidelines apply to student travel in cases where students travel on behalf of or with financial support of the University.
These guidelines do not apply to travel undertaken by individual students attending non-University sponsored activities like student teaching, internships, off campus work, practicum, observations or research. UMKC Risk Management should be consulted when students, faculty, staff are uncertain of a specific case.
A University(UMKC) sponsored travel, event, or activity is one that is financially supported or initiated, planned, or managed, by a UMKC student, faculty, or staff member which uses student activity fees or other University financial resources.
A Recognized student organization is comprised only by currently enrolled students. All recognized student organizations are approved by the Vice Chancellor for Student Affairs and Enrollment Management through the Student Involvement Office. These guidelines also apply to all student groups sponsored by academic units and departments.
A currently enrolled student is one who is currently enrolled at UMKC on a full- or part-time basis. A faculty advisor is the designated advisor of record for the recognized student organization or the faculty or staff member who accepts responsibility for the individual students’ travel. Before any action can be taken on a proposed sponsored event, a designated advisor of record must initiate with process with a signed form indicating his or her approval and agreement to travel with the students.
An appropriate administrator is a University Dean, Department Chair, or Director of an administrative unit, or his or her authorized designee.
A student officer is a student who is a member of a recognized student organization’s executive board.
III. General Requirements for University Sponsored Student Travel
To assure that events or activities involving student travel are consistent with the mission of UMKC and that student safety issues have been addressed, UMKC sponsored student travel must be reviewed and approved in advance by an advisor and then by an appropriate administrator or his or her designee. The appropriate administrator will assure that the proposed travel conforms to the UMKC travel guidelines. The following rules apply to the travel of currently enrolled UMKC undergraduate and graduate students attending activities or events sponsored by UMKC which occur beyond the boundaries of UMKC. Travel to University sponsored activities should be limited to UMKC students, faculty and/or staff unless authorized by the appropriate administrator who may permit other students, faculty or staff in the University of Missouri System or students from local institutions of higher education to participate. All travelers are responsible for their own behavior and any resulting consequences. UMKC is not liable for any loss, damage, injury, or other consequences resulting from a participant’s failure to comply with University rules and regulations, the direction of University employees, or applicable local, state, and federal laws. All travelers are subject to the provisions governing the behavior of representatives of UMKC and are subject to the supervision of the advisor from UMKC participating in the travel. Non-UMKC students permitted to participate in the UMKC-sponsored travel must sign a statement acknowledging the above which also includes the signature of their organizations adviser or their campus Director of Student Involvement.
All travelers are required to comply with UMKC Code of Student Conduct and the applicable University policies, procedures, rules and regulations, understanding that such compliance is important to the success of the trip and to the safety of all participants as well as the reputation of the participants, organization and University. The University’s willingness to permit future similar activities and travel is contingent upon the success of the previous trips. All travelers are required to conduct themselves as outlined by the appropriate administrator and assume the responsibility for their own actions, understanding the circumstances of an off-campus activity may require a standard of decorum which may differ from that acceptable on campus.
For University sponsored travel, it is the responsibility of the groups and/or departments sponsoring the program to assure compliance with these guidelines:
Each student traveling must arrange to complete academic responsibilities such as missing classes, submitting assignments earlier or later, etc.
All UMKC sponsored travel must be chaperoned by a faculty advisor or appropriate designee except with the approval of an appropriate administrator. If students are traveling on their own for the purpose of a recognized organization or University funds are being used to support the activity, then each member must meet with the appropriate administrator or designee for a pre-trip meeting.
Pre-Trip Meeting: At least one member of the recognized student organization in charge of the trip must attend a pre-trip planning meeting with the Coordinator for Student Organization Accounts in Student Involvement or their designee at least two weeks before the trip. It is also recommended that the on campus advisor attend this meeting if available. All of the following information must be submitted prior to the funding request being submitted for consideration:
- A list of students and student ID numbers participating in the travel.
- The itinerary, including plans for transportation, lodging, planned activities, and unstructured time including address and contact information for all traveler destinations. Emergency contact telephone numbers for every traveler.
- The groups’ communication tree with the appropriate administrator during the trip (i.e. through the faculty advisor and designated students)
- A signed statement that all students understand their responsibility related to the UMKC Student Conduct Code and applicable University policies, procedures, rules and regulations.
- That each traveler understands that he or she will only be compensated up to the University’s per diem rate for meals.
- That participants should participate in events together whenever possible or make arrangements to meet regularly during the trip to make sure everyone is benefiting fully. This stipulation does not mean that students are not to meet others participating in the event or to participate in as many different activities as possible; instead, the intention of the stipulation is to promote UMKC participants’ general awareness of where each other is and each others’ well being.
- If students are driving a list of approved drivers must be provided along with copies of their drivers’ licenses and proof of insurance.
- That all travelers are required to participate fully in the planned activities.
- That unstructured time should be kept to a minimum to reduce the risks inherent in unsupervised activity.
This information must be submitted to the Assistant Director of Student Involvement or his/her designee.
Transportation: The sponsoring University department should be prepared to arrange for transportation by official University vehicle(s), rental vehicle(s), chartered services, or if necessary personal vehicles. The following rules apply to vehicle use:
- All drivers operating automotive vehicles paid for by University funds must be 21 years of age or older, have a valid driver’s license and proof of insurance. Copies of this information will be kept in the Office of Student Involvement
- University vehicles: Vehicles owned and operated by UMKC. Only University employees can drive these vehicles.
- Rental vehicles: If rented with University funds, only UMKC employees and students over the age of 21 years with valid drivers’ licenses, who are approved by the appropriate administrator can drive. All travelers must comply with terms of the rental contract. UMKC prohibits departments or employees from renting 15 passenger vans or larger. All rental vehicles must be arranged through the Student Involvement Office and should not be done by the individuals traveling.
- Contract bus service: Adequate insurance coverage for personal injury and property damage must be provided by the bus company and coordinated with the UMKC Risk Management department. It is the responsibility of the student organization to arrange for the bus company contract to get to Risk Management within their appropriate timeframe.
- Regularly scheduled carriers: Regular scheduled transportation service providers (e.g. airlines, public bus lines, Amtrak) may be used for transportation.
- Personal vehicles: The University strongly discourages the use of personal vehicles for student travel. Personal vehicles should only be used on a voluntary basis. The owners/drives must provide their own insurance coverage. All student participants choosing to ride in a private automobile do so voluntarily and at their own risk. UMKC does not accept liability for any damage, loss, or injury resulting from the use of a private vehicle. Students will be required to sign a waiver stating that they understand they are riding at their own risk. The appropriate administrator must still approve the use of personal vehicles for travel involving University funds.
Accident and Medical Insurance: The University does not provide medical insurance for any students’ participation on the trip. All travelers are responsible for any medical costs they incur during and/or as a result of the trip.
Participation by Nonstudents or Organization Members: Except with the permission of the appropriate administrator, non-UMKC affiliated individuals including friends and family of UMKC student, faculty, and staff members are not eligible to participate in University travel.
Any trip taken that fails to follow these travel guidelines or results in other violations of UMKC policy may result in individual and/or student organization discipline under the UMKC Conduct Code.
IV. Non-University Sponsored Travel
UMKC recognizes that students may or may not be required to travel as a part of their membership in a recognized student organization. However, the policies contained in this document apply only to travel that is financially supported by the University. It is strongly encouraged that students utilize the process and safeguards contained herein to ensure student safety while traveling.