BYU-Idaho
Student Travel Policy
(Approved December 2006)
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Guiding Principles |
Specific Policies |
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Contact Information |
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This policy guides all student travel sponsored by BYU-Idaho. All employees of BYU-Idaho are required to ensure student travel sponsored by BYU-Idaho conforms to this policy and related procedures.
The authority to approve student travel lies with BYU-Idaho vice presidents, but may be delegated in writing as deemed prudent. The approval process must conform to this policy. The respective vice president, or designee, must authorize any exceptions to policy.
The following criteria will be used in determining if travel involving students should be authorized.
- Purpose or Benefit - The experience should enhance the overall educational experience of students and/or advance the institution.
- Individual Well-Being - Travel should be executed in such a way where risks, liability, student time away from classes, and impact on adult supervisors are manageable and acceptable.
- Cost - The cost of the experience should be kept to a minimum, thereby making it as affordable to students as possible. Student travel should not impose an unbudgeted financial burden on departments or the institution as a whole.
- Accountability - Those sponsoring student travel are responsible for ensuring that institutional travel policies and procedures are followed.
Same Day vs. Overnight
1. Same Day - Travel that leaves and returns the same calendar day.
2. Overnight - Travel that extends over more than one calendar day. Overnight travel should be categorized based on the following criteria:
Tour travel is defined as domestic or international travel that extends seven or more calendar days. Tours should not exceed 28 days of travel.
Non-tour overnight travel is defined as all overnight travel extending less than seven calendar days.
Domestic travel is defined as travel confined to the contiguous United States.
- International (non-tour)
International travel is defined as travel wherein any part is outside the continental United States. (Hawaii and Alaska are considered international travel.)
The grid below identifies which categories of student travel are allowable for various student travel purposes. "Allowed" travel is subject to proper approval as detailed in this policy and related procedures. "Allowed by exception" requires written approval by a vice president or his designee. "Not allowed" means there will be no exception.
Student travel is considered to be "required" if the travel is necessary for the student to fulfill the requisites of a course or to participate in an official activity, and the trip is organized by the University and involves the supervision of University faculty or personnel. For example, a geology class traveling to Southern Utah as a group, with its instructor, to fulfill a class assignment is required travel. Typically, this type of travel is included in the course syllabus. Conversely, if students were merely encouraged by the University to travel as a group in a private vehicle to attend a professional conference, such travel would not be considered to be required. This is true even if the University contributes to the expenses of the trip and/or a faculty member accompanies the student group. This policy does not address circumstances where students travel on their own to fulfill class assignments or to conduct research since this travel is personal to the students. (See also "Waivers" below.)
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Academic Required |
Academic Non-required |
Activity and Other Non-required |
Student Employee Business |
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Same Day |
Allowed as part of a required academic program |
Allowed |
Allowed |
Allowed |
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Tour |
Allowed by exception |
Allowed by exception |
Allowed by exception |
Allowed by exception |
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Overnight (Domestic/ Non-tour) |
Allowed as part of a required academic program |
Allowed |
Allowed by exception |
Allowed by exception |
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International (Non-tour) |
Allowed by exception |
Allowed by exception |
Not allowed |
Allowed by exception |
BYU-Idaho Travel Office
111 Auxiliary Services Building
Rexburg, ID 83460-8009
(208) 496-2960 or -2961
FAX (208) 496-2319
BYU-Idaho Accounting Office (Travel-related)
130 Kimball Building
Rexburg, ID 83460-1620
(208) 496-1060 or -1051
- Departments sponsoring overnight student travel programs should obtain travel approval from their vice president or his designee using an Overnight Student Travel Application. The approved application should be submitted to the Travel Office at least fourteen (14) days prior to departure (9 months for international travel) and should include at a minimum:
- Purpose of the travel
- Benefits to students
- Those supervising the travel (If student employee will participate in a supervisory status, they must be included on travel roster for clearance by The Dean of Students Office.)
- Number of students expected to participate
- Planned travel itinerary
- Beginning and ending dates of travel
- Specific use of funds, including total estimated cost
- Cost per student
- If academic travel, whether the travel is an academic requirement or educational opportunity
- Overnight accommodations
- Evidence of proper authorization
- Means of transportation
- Vehicles used
- Authorized drivers
- For overnight travel, trip managers must also complete a Travel Authorization (TA). As a general rule, a TA is required for all travel except tour travel.
- Tours must be approved by the appropriate vice president or his designee before the tour is advertised or applications accepted. Once approved, the Accounting Office will be advised to set up an account for the tour. A Group Travel Expense Report (GTE) will be prepared and given to the trip manager by the Accounting Office when the tour is approved and set up on the tour system.
- The Travel Office will distribute student information to the Dean of Students Office for review of student eligibility.
- Participants in student travel must be officially admitted to the University or be a student's spouse and must adhere to the Honor Code. Those students who are on academic, Honor Code, or other probation with sanctions may not travel with official University groups or on University business, except to fulfill academic requirements or participate in certain Student Activities. Even though additional students or students' spouses may accompany a group, participation must be authorized by the advisor or trip manager.
- The cost of Same Day and Overnight travel may be paid with class fees or departmental funds. When students are charged for the travel, a list of the students will be submitted to the Accounting Office and the students' personal accounts will be charged.
- When a tour is approved, the Accounting Office will set up the tour on the computer. The trip manager (or secretary) will enter on the computer each student whose application has been accepted. When students are entered on the computer, their personal account will be charged. Students then make payments at the Cashiers Office or to their personal account on the Web. CAMPUS DEPARTMENTS ARE NOT AUTHORIZED TO COLLECT FUNDS DIRECTLY FROM STUDENTS. ( Fees can be paid at the Continuing Education Office for Travel Study Programs.) The trip manager is responsible to ensure that all participating students have their travel fees paid before the travel occurs. A report of charges and payments is available at any time on the web.
- The sponsoring department will be responsible to pay any deficit incurred by the tour.
- University funds should not be used to pay personal travel expenses of those unaffiliated with BYU-Idaho and who accompany university personnel or students such as students' spouses. In the event accompanying individuals have a legitimate, approved university business purpose, incurred expenses may be authorized by the vice president or his designee.
- Nonparticipating students may travel to conferences or meetings with authorized university groups where space is available without increasing transportation costs. They must, however, pay all additional costs including cost of food, lodging, and convention or workshop fees from personal or other non-university funds. University advisors and instructors accompanying the students may be reimbursed according to normal university Travel Policy guidelines.
- The costs of all university student travel will be paid from department budgets, fees listed in the catalog, or other means approved by a vice president.
PRIVATE
- All travel requiring housing with private parties will require adherence to current CES policy, which requires advance scheduling and approval by Area Presidencies.
- Students are to be housed in private homes only when local priesthood leaders feel it will be mutually beneficial and not a burden. When staying in personal residences, students may not share beds and there must be a minimum of two students of the same gender per residence.
COMMERCIAL
- A minimum of two students and preferably three "or more" students of the same gender must be assigned to a room. The sharing of beds is not allowed.
- Those planning tours should be aware of potential diseases in areas of travel, and must refer to the Centers for Disease Control and Prevention Website (http://www.cdc.gov/) for immunizations that may be recommended or required. It is the responsibility of the trip organizers to inform all travelers in writing of such recommendations or requirements in a timely manner so they have sufficient time to receive such immunizations. If a traveler is a minor (under 18), a parent or legal guardian must be contacted by letter of any required or recommended immunizations. When immunizations are recommended, it is the responsibility of the student or employee to decide whether or not to receive them. The trip manager is responsible for ensuring required immunizations are received prior to travel.
- All those traveling on a university-sponsored trip must have acceptable health and accident insurance. (All students enrolled at BYU-Idaho must either purchase accident and health insurance through the university or demonstrate that they are covered under a currently active and valid policy which coverage meets the requirements of the university.) Supplemental health and accident insurance may be made available if deemed necessary by the trip manager.
- Pregnant students are permitted to travel. However, if the travel extends into the 24th week of pregnancy, written permission from the student's doctor is required. The doctor's permission documentation should indicate an estimate of the due date. If the trip will take the student to within 30 days of the due date, then the student may not travel. For travel by air, the guidelines of the specific airline should also be followed.
- Students who are on academic or disciplinary probation may not participate in activities or programs where their involvement in the program or activity would be viewed as being a representative of the university until such time as they are removed from probation. Examples include internships, performance tour groups, competitions, etc.
- The Dean of Students Office will work closely with trip managers and advisors to clarify student restrictions on participation to ensure that any student who is involved in representing the university and has violated university standards or rules understands the impact of probation.
Travelers are required to follow all published travel procedures where applicable including the following:
- Academic Travel Procedures
- Accounting Procedures for Tour Groups
- Accounting Travel Procedures for Employees
- Travel schedules, the travel roster, and itineraries for same-day travel will be filed at the department level prior to departure.
- Travel schedules, the travel roster, and itineraries for overnight travel must be submitted to Travel Office 14 days prior to travel and updated upon departure. (Please note: If student employee will participate in a supervisory status, they must be included on the travel roster for clearance by the Dean of Students Office.)
- For overnight travel conducted by Student Activities (such as retreats and camping) where the travel is for one night and the roster is subject to change up until the time of departure, the schedule, roster and itinerary should be left at the Manwaring Center information desk upon departure.
- Same-day travel does not require an administrative, faculty, or staff supervisor to travel with the group. It does require, at the very least, a properly trained student supervisor with appropriate university driving permits.
- Overnight student travel requires full-time faculty, administrative, or staff personnel to supervise travel plans and to accompany the students. Exceptions allowing supervision and accompaniment by part-time faculty or personnel must be properly authorized.
- The Associate Academic Vice-president for Curriculum (ext. 1142) shall be the primary contact for communications with the Church and Brigham Young University (Provo) regarding travel security issues.
- For all international travel and domestic tour groups:
- When traveling internationally, trip managers and advisors should adhere to applicable university policy and take reasonable and necessary safety precautions given the circumstances of the trip including:
- o Briefing the students about potential dangers and any known areas or practices that should be avoided.
- o Reviewing the latest U.S. State Department travel advisories and information links provided by SOS International.
- o Exercising due care in implementing travel plans.
- o Ensuring students have appropriate documentation (passports, visas, etc.) to allow them to travel abroad and re-enter the United States. Be aware there may be additional requirements for international students to enter other countries and to re-enter the United States.
- The advisor/student ratio for international travel is 1:15 (1:20 for student performance tours) with a minimum of three advisors.
- The advisor/student ratio for tours in the continental United States is 1:20 with a minimum of three advisors.
- Backup advisors should be available and prepared to join the group in the event of an emergency. The name of the backup advisors should be provided to the Travel Office prior to departure. Appropriate care should be taken to ensure the number of advisors of each gender represent the number of students of each gender traveling with the group.
- The ratios for advisors does not apply to same day trips. For non-tour domestic travel, groups must have an adequate number of advisors and backup advisors as determined by the appropriate vice president or his designee.
- Managers of travel activities and programs should clearly state their expectations and desired outcomes prior to the beginning of any such student program or activity.
- Minimum expectations for dress and grooming is the university classroom dress standard. Exceptions may be made to the policy dependent on circumstances.
- Trip managers and instructors should clearly state the policy of the university regarding behavioral and academic requirements of all students.
- Trip managers should be aware of and take reasonable and necessary precautions against potential dangers associated with student travel.
- Students may not be taken out of classes without obtaining a Student Absence Request form. The completed form should be provided to the instructors of classes to be missed at least seven days prior to the missed classes. In planning and conducting student travel, advisors and faculty should consider the impact of taking students away from campus and make efforts to minimize student absences.
- When Sunday travel is absolutely necessary, the advisor should arrange schedules so the group can attend a regularly scheduled sacrament meeting service.
- If students have conduct problems, become ill, hospitalized, involved in accidents, or die, the Travel Office, the Dean of Students Office and a representative of the sponsoring department should be notified immediately.
- Trip managers and advisors should enforce university policy concerning sexual harassment and inappropriate gender-based behavior and maintain a high level of propriety in faculty/student relationships.
- If a student requires overnight/extended medical attention or has conduct problems, an advisor must remain/travel with the student until the student is able to continue or, if necessary, accompany the student home. Based on the circumstances when an advisor remains with a student, a backup advisor may need to join the group on short notice.
- The university has no responsibility to provide transportation for students traveling to university-approved programs and activities, or to fulfill course requirements. To promote proper safety and insurance coverage, when the university opts to provide transportation, all such transportation must be by university vehicle, public commercial carrier, or other expressly approved modes of transportation. Any exception must be in writing with approval of a vice president or his designee. Travel by private vehicle is strongly discouraged when the university provides transportation. Students traveling by private vehicle may not be required to carry passengers, but may voluntarily elect to do so. All road travel between the hours of 12 a.m. and 5 a.m. by university-supplied transportation is prohibited unless by commercial carrier or university bus.
- Student drivers must obtain a university driving permit to drive a university automobile. All student drivers who operate university vans, pickups, and trucks are required to obtain a university van and pickup permit. Training is conducted by University Fleet Services (extension 2466).
- All drivers will abide by applicable driving laws and regulations.
- University-provided student travel shall not be allowed by private airplane.
Students or employees who are not related should never travel alone with a member of the opposite gender. When traveling in mixed gender groups, good judgment, and discretion should be exercised at all times with caution being exercised on the side of sensitivity to how others may view what is being done.
The travel office will provide the following services:
- Provide traditional travel services for university-sponsored travel
- Communicate and enforce travel policies and procedures
- Perform other responsibilities to promote safety, encourage compliance, and protect against risk
- Provide information on available discounts through university and church contracts
WAIVERS (OR ASSUMPTION OF RISK AND RELEASE AGREEMENTS)
Students on non-required travel must sign an Assumption of Risk and Release Agreement ("release form") approved by Risk Management. This includes all nonaffiliated travelers.
Student travel is considered to be "required" if the travel is necessary for the student to fulfill the requisites of a course or to participate in an official activity, and the trip is organized by the University and involves the supervision of University faculty or personnel. For example, a geology class traveling to Southern Utah as a group, with its instructor, to fulfill a class assignment is required travel. Typically, this type of travel is included in the course syllabus. In this case, no release form would be required. Conversely, if students were merely encouraged by the University to travel as a group in a private vehicle to attend a professional conference, such travel would not be considered to be required and signed release forms would need to be collected. This is true even if the University contributes to the expenses of the trip and/or a faculty member accompanies the student group. This policy does not address circumstances where students travel on their own to fulfill class assignments or to conduct research since this travel is personal to the students.
The release form should be customized for the trip by the trip manager, reviewed by Financial Services, signed by the participant, and kept by the department sponsoring the travel until 60 days after the travel is completed. If an incident occurs, the forms should be sent, along with an incident report, to Financial Services at 290 Kimball.
