Student Life  
Student Travel Policy

Oklahoma City University provides opportunities for student travel to activities that facilitate and/or enhance the learning process. This Policy does not apply to international travel or travel associated with the study abroad program. The Office of Academic Affairs or the Risk Management Department should be consulted on those matters.

I. University-Sponsored Travel

University-Sponsored Travelis student travel necessary to an event that is initiated, actively managed, planned and arranged by a member of the University's faculty, staff, or by members of a recognized student organization that has been granted sponsorship by the University.

  1. The University shall not be liable for any loss, damage, injury or other consequence resulting from a participant's failure to comply with University rules and regulations, the direction of University employees, or applicable law.

  2. All participants are required to:

    1. Comply with the standards set forth in the Oklahoma City University Student Code of Conduct and Student Handbook, and other applicable University policies

    2. Conduct himself/herself in a manner consistent with the environment understanding the standard of decorum may differ from the on-campus environment

  3. Recognized student organization travel must be consistent with the organization's mission statement and constitution on file with the Office of Student Life. Travel must be planned so not to create an undue interference with academic responsibilities.

  4. The following documentation must be completed and submitted to the Assistant Director for Student Activities no later than five (5) business days prior to the scheduled trip:

    1. A signed Travel waiver from each traveler

    2. Emergency contact information for each traveler

    3. A completed copy of the Student Travel Checklist

    4. A copy of each traveler’s health insurance card

  5. All University-sponsored trips must be chaperoned by a staff or faculty member.

  6. Faculty/staff advisors are required to maintain a completed copy of the Group Travel Form and discuss the expectations for behavior of participants with the recognized student organization leader(s) organizing the trip.

  7. The faculty member, administrator, and/or recognized student organization advisor in charge of the trip must hold a pre-trip planning meeting with all participants to discuss the planned itinerary, behavioral expectations, and transportation details.

  8. Spouses, friends, and family of students are not eligible to participate in University sponsored travel opportunities.

  9. All participants are required to engage in the planned activities of the trip. Unstructured time should be kept to a minimum to reduce the risks inherent in unsupervised activity. The sponsoring department or organization should keep a list of all participants involved in the trip.

  10. Any exceptions to these guidelines must be approved by the Vice President of Student Affairs or his/her designee.

II. Non University-Sponsored Travel

Non University-Sponsored Travel is student travel necessary to an off-campus activity or event beyond the boundaries of Oklahoma County required as part of membership in a recognized student organization functioning under the auspices of the Division of Student Affairs, but University funds are not utilized to support the travel.  In some cases, the Student Government Association may support the recognized student organization travel by providing funding for conference registration. This funding does not alter the Non-University sponsored nature of the travel.  

  1. When participating in non-University sponsored travel, recognized student organizations are required to submit the Student Travel Form to the Assistant Director for Student Activities at least five (5) business days prior to the trip. In certain cases, they may not be required to have an advisor chaperone the travel.

  2. The faculty member, administrator, and/or recognized student organization advisor in charge of the trip must hold a pre-trip planning meeting with all participants to discuss the planned itinerary, behavioral expectations, and transportation details.

  3. If students are traveling on their own for the purpose of a recognized student organization, and University funds are being utilized to support the activity (e.g., club sports teams participating in out of town competition), the president of the student organization must meet with the Assistant Director for Student Activities, prior to the trip to review specific trip details.

III. Transportation

A sponsoring university department should be prepared to arrange for transportation by official University vehicle(s), rental vehicle(s), chartered service, regularly scheduled transportation service, or, if necessary, personal vehicles.

Rental Vehicles:  If rented with University funds, only approved university vehicle operators may drive; all terms of the rental contract must be in enforced. The University prohibits departments or employees from renting 15 passenger vans for University Travel.

Contract Bus Service: Adequate insurance coverage for personal injury and property damage must be provided by the bus company

Personal Vehicles: Personal vehicles should only be used on a voluntary basis. The owners/drivers must provide their own insurance coverage. All student participants choosing to ride in a private automobile do so voluntarily and at their own risk. The University shall not insure or accept liability for any damage, loss or injury resulting from the use of a private vehicle. The University does not provide comprehensive or collision (physical damage) insurance for private vehicles driven on University business, and the owner is responsible for primary liability insurance. The University does carry non-owner excess liability coverage to protect the University and employee in the event of a suit resulting from an automobile accident in which an employee was driving on University business.

Refer to University Vehicle usage policy: http://starnet.okcu.edu/Services/Facilities/RM/Vehicle%20Policies/Forms/AllItems.aspx 

IV. Accident and Medical Insurance

The faculty member, advisor, or administrator responsible for the trip shall communicate to the participants that the University does not provide medical insurance for any student's participation in trips. All student participants shall be responsible for any medical costs they incur during and/or as a result of the trip.

V. Definitions

A recognized student organization is one that has been formed for educational, professional, social, recreational or other lawful purposes, derives the majority of its membership and all of its leadership from the student body of Oklahoma City University, has been approved for recognition by the Office of Student Life, and maintains a current registration status with the Office of Student Life.

A University sponsored event or activity is one that is initiated, actively managed, planned and/or arranged by a member of the University's faculty, staff, or members of a recognized student organization granted sponsorship by the University.

Download a PDF copy of OCU's Travel Policy (PDF, 78K)

Student Travel Documents