Student Recreation and Fitness Center

Travel Policies

Making the Decision to Take a Trip

As the club makes the decision to take a club trip, here are some of the general issues to consider:

• Is this trip something the club should do?
• Is the trip in line with the mission and purpose of the club?
• Is the trip inline with the club’s vision and goals?
• Does the club have the capability to plan such a trip?
• Does this trip make sense for the club’s membership?
• What is the expected outcome?
• Have club members assessed the risk associated with this trip?
• Has the club made decisions about accepting, reducing, or eliminating those areas of risk?
• Has the club discussed a trip with the coach/instructor?
• Has the trip been approved through the proper decision making process?

HAS THE CLUB FOLLOWED THE AUTHORIZED TRAVEL PROCEDURES?

Authorized Travel

Travel not authorized is in violation of travel guidelines and will result in sanctions including fines, loss of benefits, and/or loss of recognized status.

It is important to obtain travel authorization so that the Recreation Office can assist the club with trip planning, managing risk (particularly when club members will be driving), and travel arrangements generally. Additionally, authorizing travel ensures that each club is complying with travel guidelines established by Lewis University. In short, authorizing travel through the Recreation Office helps protect a club and its members from the risks of travel. To do this effectively, club officers should speak with the Recreation Office about trip planning prior to travel. The Recreation Office will work with the club to ensure that travel is properly authorized, including filling out all of the required forms. ALL forms must be completed prior to travel if the travel is to be considered authorized travel. All travel must be in accordance with the university travel policy. Any exceptions must be approved by the Vice President for Student Services.

Required Documentation

The following documentation is required for Travel Authorization:

• Club Sport Trip Itinerary - will include the following information:
  • 1) Club name;
  • 2) Name of the scheduled tournament or opponent;
  • 3) Location of the tournament/contest (city and state);
  • 4) Tournament or contest date(s);
  • 5) Estimated time of departure and return;
    
    
• Who’s Traveling Form - will list the names (first and last) of all students who will be traveling.
  
  
• Driver’s Form - All students who drive vehicles during club travel, whether privately owned or commercially rented must complete the Driver’s Form for any individual that may potentially be driving during the trip. This needs to be done once during the year for each potential driver. The information collected will be driver’s license information, insurance information, and registration information. All aspects of the university travel policy must be followed.
  
  
• Waiver & Release Forms - Waiver & Release Forms must be completed for EVERY PA RTICIPANT WHO IS TRAVELING. One master set stays with the Recreation Office and one travels in the same vehicle as each student. Any student that does not have a liability/waiver on file in the Recreation office will put the club in jeopardy of not being authorized for travel to the event. The Risk Management Officer is expected to assure that these documents are with the club on all trips.
  
  
• Emergency Procedures - The club must bring a copy of the emergency procedures with them to all events to which they travel. The Risk Management Officer is expected to assure that these documents are with the club on all trips.
  
  **All documentation is due two weeks in advance to the Recreation Office, except for the Who's Traveling Form, which is due 48 hours in advance.**
  
• What documentation should go with the club on the trip?
  • First Aid Kit & Flashlight
  • Cell Phones: one for each vehicle/group leader
  • Credit Cards (for gas or emergencies)
  • Maps of route/directions
  • What happens if the club gets separated on the road? Have a plan!
  • Accommodations – where is the club staying? Have all contact information in each car.
  • Waiver & Release Forms: two sets,
  • Emergency Procedures & Emergency Phone Numbers: At a minimum, the numbers should include the club's sponsor, the Recreation Office, the others numbers for everyone traveling in the group.

Travel Options

Commercial Rental Vehicles

Commercial rental vehicles are a common form of transportation for Lewis University clubs on a limited budget, because the vehicle is driven by a sponsor or team member. Requests of these vehicles is needed 2 weeks prior to the trip to insure that a vehicle is available for our use.

University Vehicles

University owned vans can occasionally be checked out from athletics if vans are available. These vehicles can not travel farther than 60 miles each way.

See Lewis Travel Policiy

Safe Driving Practices

Here are some suggestions for having a safe driving experience during a club sport trip:

• Obey all traffic laws, especially speed limits.
• Wear seat belts. The number of passengers in the vehicle must not exceed the number of available seat belts at any time.
• Begin the trip well rested.
• Avoid driving when conditions are hazardous (i.e. fog, heavy rain, snow, ice, etc).
• No horseplay, racing, or other distracting or aggressive behavior.
• Plan routes out in advance.
• Carpool and caravan where possible.
• Break up the trip into segments, stopping at least once every hour to 90 minutes.
• Do not consume, possess, or transport alcoholic beverages, illegal drugs unauthorized firearms or other types of weapons.
• Carry a flashlight and approved fire extinguisher in all vehicles.
• Avoid taking medication prior to driving, especially if the label warns against operating a vehicle while taking medication.
• Drivers should have medical release forms and emergency contact numbers for every passenger.
• Have at least one cell phone per car, everyone has numbers and there are designated check-in times.
• Avoid driving between 10 PM and 6 AM.
• Drivers should have at least six hours of sleep before driving.
• On extended trips, have at least one other approved driver in the vehicle. It is recommended that drivers rotate every two hours.
• A passenger or second driver should ride in the front passenger seat and remain awake at all times.
• Pull over in a safe location if the driver is drowsy and let someone else drive.
• Do not transport luggage or other items on top of large capacity vehicles.
• When in doubt, use common sense.
• If an accident or breakdown occurs, know and follow pre-established emergency procedures.

Emergency Procedures

If you are involved in an accident:

• Stop immediately and notify the local police or call 911.
• Fill out a police report (necessary for insurance purposes).
• Obtain the names and addresses of all witnesses.
• Do not make any statements as to who is at fault. Do not make any offers to pay damages. Fault or legal liability will be decided by the appropriate authorities.
• If you are driving a rental vehicle, follow the notification and emergency procedures outlined in the rental packet.

If someone is injured in the accident or while participating in the event:

• Call 911 immediately and obtain medical attention.
• Notify the Recreation office immediately after taking any steps necessary for emergency care. Call 815-836-5051(office), 815-836-5051 (front desk), 815-483-3931 (Director cell).

If a breakdown occurs:

• Follow the procedures outlines in your Operations Manual for Emergencies.

Other emergencies and situations to consider:

• What happens if the group gets separated on the road?
• What happens if someone gets ill/needs to go home?

Behavioral Expectations During the Trip

As representatives of Lewis University and the Department of Student Recreation, Fitness and Wellness, all club sport members are expected to conduct themselves in an appropriate manner when traveling. Member behavior can impact a club's reputation as well as the reputation of Lewis University. The policies and procedures of the University and those articulated in this Handbook are in effect when clubs travel. Reports of violations or any other activities that negatively reflect upon the University may result in disciplinary actions. Depending on the circumstances of a situation, privileges such as facilities and funding may be frozen until the situation is resolved. Please review the Standards of Conduct in this Handbook as well as the Lewis University Student Handbook with ALL members prior to leaving. Additionally, all members should have signed the Sport Club Code of Conduct prior to any team activities.

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