Student Travel
|
IMPORTANT NOTICE: Due to the current situation, please be advised that the university is monitoring conditions to support the health, safety, and security of our UTRGV community. Travelers should consider their planned trips(s) and expect delays or cancellations. It is recommended to contact travel locations to ensure conferences/meetings are still taking place. Visit the UTRGV Coronavirus (COVID-19) website for more information. |
The purpose of the Student Travel policy (STU 01-300) is to set forth University rules and procedures regarding student and pre-college University program participant travel to an organized or sponsored event located more than 25 miles from the UTRGV campus from which the travel originates and to comply with The University of Texas System policy and state law (Texas Education Code§51.950). University students may travel off-campus when representing a student organization, University department, or engaging in intercollegiate competition or academic activities. Examples of student travel include, but are not limited to:
- Events organized and arranged by university personnel or by registered student organization regardless of whether or not the organization requires its members to attend;
- Events/activities that UTRGV endorsed by supporting financially or by sending students to participate in it as official representatives of the institution. (i.e. Athletic, Student Publication, Dramatic, Music, or Forensic competition or performances)
Travel by students is often associated with the work of a sponsoring faculty member such as participating in class field trips for educational or cultural enrichment or attendance at scholarly or professional conferences. In these situations, it is the responsibility of the sponsoring faculty member and his or her department or another university sponsor to assure that students traveling on their behalf are aware of travel rules and regulations.
The following must be completed:
- Authorization for Student Travel Request Form
- A Release and Indemnification Agreement for each student attending
- If more than ten (10) students are in attendance, a Group Roster should be included
Domestic Travel Last Revised March 2022
| Name | Description |
| Student Domestic Travel Guidelines | Domestic travel guidelines for students. |
| Release and Indemnification Agreement - Domestic Travel | Informed consent and waiver for travel participants. |
| Authorization for Student Domestic Travel | Travel authorization request for students engaging travel within the continental United States. Note: Download PDF file to enable digital signatures. |
International Travel Last Revised March 2022
Students engaging in international travel in accordance with STU 01-300 requires enrollment in On Call International. The program provides services ranging from pre-trip planning, to telephone advice, to full-scale medical and security evacuations.
Key features of the program:- Medical, travel, and security assistance including insured evacuation services
and international medical expenses coverage - Coordination of emergent and non-emergent medical care
- Coordination of travel arrangements for you or a person you designate for certain emergency circumstances such as your hospitalization abroad
- Travel monitoring app and critical event intelligence alerts (powered by OnSolve)
In addition, you may be required to enroll in the Student International Travel Accident & Sickness Insurance program. Student requests for travel to a restricted region under a U.S. State Departmental Travel advisory must be reviewed and approved by UTRGV’s International Oversight Committee prior to review by the Office of the Dean of Students.
| Name | Description |
| Student International Travel Guidelines | Travel guidelines for students engaging in international travel. |
| Release and Indemnification Agreement - international Travel | Informed consent and waiver for travel participants engaging in international travel. |
| Authorization for Student International Travel | Travel authorization request for students that seek to travel outside the U.S. and commonwealths. Note: Download PDF file to enable digital signatures. |
Additional Resources
| Name | Description |
| Group Travel Roster | Roster for any form of group travel greater than 10 people. |
| Sample Participant Agreement | Sample participant expectations (for Travel Coordinator use.) |