University of Arkansas at Little Rock
Policy Name: Travel for Students Representing UA Little Rock
Policy Number: LR 309.5
Effective Date: September 26, 2016
Frequently students travel off-campus in order to represent the university. Some trips are made in university vehicles or boats, some via commercial transportation, and others in private cars. It is imperative that there be adequate protection for the student and the university from claims and liability that might arise from these occasions. This policy is enacted to ensure such protection.
The university recognizes that a student may travel as an official representative only under the following conditions:
- An administrative official (i.e., dean, director, vice chancellor, or chancellor of the university) having authority to do so authorizes a student or students to be “official university representatives” for the purpose of attending an event related to accomplishment of university educational purposes.
- The university will benefit from the representation in a substantial manner.
- The student or students travel by university vehicle or by transportation selected for them and approved by the person authorizing their travel.
- The student or students meet campus requirements for participation in curricular, extra-curricular, or research activities as verified by the sponsor.
- Before leaving the campus the student or students, and accompanying faculty or staff member, if any, shall have registered according to this policy by completing a Student Trip Authorization form.
STUDENTS ATTENDING FUNCTIONS ON THEIR OWN INITIATIVE IN THE GUISE OF BEING “FROM THE UNIVERSITY OF ARKANSAS AT LITTLE ROCK,” THE INSTITUTION DERIVING BENEFIT ONLY FROM THE RESULTING PUBLICITY, ARE NOT OFFICIAL UNIVERSITY REPRESENTATIVES.
Because of the possibility of claims and liability arising from student travel, it is necessary that strict procedures be established concerning the dispatching of enrolled students off campus for university purposes. The following procedures, therefore, shall be followed:
- Authorization shall be secured from an appropriate administrator of the college, division, or department.
- A Student Trip Authorization form should be completed and signed by the professor or staff sponsor directing the trip, the department chairperson, dean of the college/ program in which the students are enrolled, and the appointed designee of the vice chancellor for finance and administration, ten (10) calendar days in advance of the trip whenever possible.
- The faculty or staff sponsor shall properly inform student representatives of the responsibility of representing the university.
- Any traveler expecting to be reimbursed from the university for travel-related expenses shall have a Spend Authorization completed before the trip. Contact Procurement Services for more information.
- Students may travel on public carriers, in charter or private aircraft, in university fleet vehicles, boats, or aircraft, or by private vehicle if it is covered by an insurance policy currently in effect and purchased by the owner of the vehicle. The University of Arkansas System’s Non-Owned Aircraft Policy is applicable for students traveling in either charter or private aircraft.
- Any student traveling by car or van who plans to be a driver at any time during the trip, whether it is a personal car, a rental car or a university fleet vehicle, must complete an Authorization to Operate a Motor Vehicle form at least ten (10) working days prior to driving the first time on a trip each school year. The Authorization to Operate a Motor Vehicle form acts as a release to permit the university to check the student’s driving record.
- Anyone found to have an unacceptable driving record as defined by the university will not be allowed to drive under this policy.
- To drive a university vehicle, the driver must be eighteen (18) years of age or older with a valid driver’s license and be attending or employed by the university.
- In the event of an accident, full disclosure shall be made of name, address, registration number of vehicle, driver’s license, and university status of individual involved, but liability should not be admitted because not all facts may be known. Vehicle laws in the state involved should be obeyed.
- Students shall file reports with their administrative office and the Office of Finance & Administration concerning any accidents, collisions, personal injury, or property damage to themselves or to others, on returning to the campus. In privately owned vehicles, the owner should notify his or her insurance company immediately.
- When a university car is to be used for off campus travel, the person to whom possession is delivered shall first display to Facilities Management officials a valid driver’s license for himself or herself and for any of the passengers whom he or she will allow to drive during the trip.
- When renting a university fleet vehicle, all Facilities Management policies as stated in the University Vehicle Rental Policy and Procedure must be followed.
- Travel accident insurance through the university is required of students traveling under this policy. This insurance is purchased when the Student Trip Authorization form is filed with the Office of Finance & Administration. The department or student organization will be back charged for the insurance expense following completion of the trip. Student travel accident insurance covers students from the beginning to the end of the trip, not only while traveling in a vehicle.
- Emergency contact information, including health insurance companies and policy numbers (if available), shall be collected on each student and submitted to at least two (2) people, one of which is a person (such as a sponsor) going on the trip and the other is a person who will be in close proximity to the campus of UA Little Rock during the duration of the trip.
Exceptions to the above travel regulations include but may not be limited to:
- Students traveling under the aegis of the Men or Women’s Athletic Department as athletes.
- Passengers riding in university-operated vehicles between portions of the campus located in the same city or its suburbs.
- Off campus trips organized, conducted, or sponsored by a student organization in its own interest. Such trips are not made on behalf of the University of Arkansas at Little Rock as official travel, and the university will accept no responsibility for any liability arising from them.
- Dispatching of a student on a personal errand for a faculty or staff member in a city where the student is regularly enrolled.
- Students on an official Study Abroad program are required to follow official Study Abroad travel procedures.
- Graduate students and other students who are traveling as paid employees of the university.
- Students driving themselves to Little Rock National Airport (LIT) or any other airport in the Little Rock area.
- Students voluntarily driving themselves in their private vehicles to locations in the Little Rock metropolitan area or to locations near their residence do not have to obtain the travel accident insurance or complete the Authorization to Operate a Motor Vehicle form.
Sponsors are encouraged to accompany students on off-campus trips covered under this policy, but are not required to do so. A sponsor can be defined as any full-time or part-time faculty or staff member, any graduate assistant with a direct connection to the purpose of the off-campus travel, or any graduate assistant who advises a registered student organization in an official capacity as defined by the registered student organization policies.
Students away from the campus as university representatives are subject to disciplinary action by the university for breaches of conduct. The accompanying sponsor is authorized to maintain good order and good representation during the trip. Upon return of students to the campus, disciplinary action of a penalizing nature may be instituted against students for misconduct during the trip.
Makeup of Classes Missed
Students are sometimes away from the university during regularly scheduled classes to represent the university in a variety of activities – professional meetings, workshops, field trips, research activities, athletic events, debate competitions, sport club events, judging events, fine arts events, etc. The university recognizes the value of these activities for personal development and as an educational opportunity. Instructors are strongly encouraged to assist students in making up class work (including lectures, laboratories, tests, etc.) missed because of these activities whenever possible. However, the instructor has the final responsibility to determine if it is feasible to make up the work. The following procedures establish a framework for communication between the student and instructor on this question.
- Instructor’s Responsibility: The instructor should determine the requirements for the course, including tentative dates of tests, field trips, etc., together with a makeup policy and supporting rationale. The instructor should let students know course requirements on the first day of class, preferably in writing. Similarly, if there are any meetings of the class outside the hours assigned in the Schedule of Classes, these should be identified in their schedules so the student knows when registering what other times he or she is to be available.
- Student’s Responsibility: When possible, a student who anticipates a substantial amount of activity as a university representative during a particular semester should schedule courses and class times to minimize the conflict. The student should make the instructor aware of any planned absences as a university representative as soon as possible and request arrangements for make-up of the work to be missed. The student and instructor should confer to attempt to resolve any differences. The chairperson or area coordinator may be brought into the discussion, particularly if there is a potential need for additional resources or increased support for the instructor. If the student questions the instructor’s final decision the student has recourse through the student academic appeal structure.
Source: University-wide Administrative Memo 835.1
Revised: September 22, 1977; February 22, 2011; September 26, 2016
Approved By: Steve McClellan, VCFA
Custodian: Office of Finance & Administration