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Type: University Policy
Division: Student Affairs
Office: ACADEMIC & STUDENT AFFAIRS

Contact Phone Number: 503-838-8221
Contact Email Address: studentaffairs@wou.edu

TITLE
Student Activities Travel
POLICY NUMBER
ASA-04-056
RESPONSIBLE OFFICER UNIVERSITY CONTACT
Vice President for Student Affairs Office of Student Affairs
SUMMARY
APPLICABLE TO
Faculty, Staff and Students
DEFINITIONS
AUTHORITY
FULL STATEMENT OF AUTHORITY

POLICY STATEMENT

(1) The Vice President for Student Affairs and his designee must approve, in advance, travel for student activities. Approval for travel will be based upon a review of how it is to be financed, program content, legal and policy compliance, and insurance coverage. If problems or unanswered questions exist following the review, the request for travel will be promptly returned to the planning organization for revision: 

(a) A faculty or staff advisor must approve student travel activities in writing; 

(b) The use of state vehicles is encouraged for institution-approved student travel to activities. It is understood, however, that on occasion, private vehicles will need to be used. Approval for the use of private vehicles must come from the Vice President for Student Affairs. Approval for use of private or leased vehicles will not be given unless sufficient insurance, including liability coverage (FASOM 7.7), is provided; 

(c) The university is not responsible for student injuries or ailments occurring off campus at a time when the student is not participating in a university activity. 

(2) Emergency Procedure. Should an accident occur, the travelers should telephone 503-838-9000 and inform the Office of Public Safety of the time, location, an estimate of number of people involved, and severity of injury and damage sustained. Public Safety will then immediately contact the Vice President for Business and Finance and the department chairman. The department chairman, in conjunction with the Vice President for Student Affairs, will be responsible for assessing family contacts to be made in case of any injured students. 

(3) Special Equipment for and Responsibility of Travelers. State of Oregon Motor Pool vehicles (in Salem) will be equipped with safety belts for each passenger and first aid kits. Service station credit cards are part of the information packet in each vehicle. Traction devices are also included in motor pool vehicles. 

(4) Hazardous Driving Conditions. In the event of severe weather and/or perilous driving conditions, the President or his designee (i.e., department chairman), is responsible for determining when a class or an event should be cancelled. When a traveler who is away from campus on university business encounters weather conditions too hazardous to risk driving, she/he has the responsibility to postpone travel until conditions once again become safe. This is especially true if a van with passengers is involved. On occasion the State Motor Pool in Salem closes and issues no further automobiles because of hazardous driving conditions. 

REFERENCED OR RELATED POLICIES
Student Travel
RELEVANT DOCUMENTS AND LINKS
HISTORY
APPROVAL DATE:
EFFECTIVE DATE:
LAST UPDATED:

HISTORICAL DETAIL NOTES:

This policy previously was an Oregon Administrative rule.



SOURCE:    Previously Referred to as: WOU OAR 580-010-0089
FOR POLICY WEBSITE INPUT (public audience keyword search)
travel, Emergency Procedure, student activities