Travel Information

1. It is the responsibility of the entity (ex. Laredo College instructional, organizational and esports student travel) that organizes, sponsors, or co-sponsors the student travel to have a monitoring process to ensure student travel procedures in the SAP are followed.
2. It is the responsibility of the entity (ex. Laredo College instructional, organizational and esports student travel) that organizes, sponsors, or co-sponsors the student travel to request written approval through their immediate supervisor along with Safety and Risk Manager, Director of Student Discipline/Title IX Coordinator and the Associate Vice President of Student Life and Engagement to ensure that the safety of the participants is addressed and that the activities advance Laredo College’s mission.
3. The request must be submitted at least two weeks (14 days) in advance of travel to ensure the request is reviewed and approved prior to departure.
4. Departments, programs, and/or student organizations may mandate additional standards as deeded necessary to address the unique requirements associated with a particular type of Laredo College organized, sponsored, or co-sponsored student travel. Departments or programs should submit proposals for additional standards through their immediate supervisor to the appropriate Administrator or Vice President. Student organizations should consult with the organization’s advisor and the Office of Student Life, or equivalent branch campus entity, prior to implementing any additional standards.
5. Departments, programs, and/or student organizations travel leader’s responsibility is to assure the safety of the students participating in the trip. All travel leaders must be full-time employees. Travel leaders are expected to comply with Laredo College policies and model appropriate behaviors for students. Each travel leader will be assigned responsibility for no more than ten students.
6. Documents including Travel Authorization and Advance Payment Request Form, Accident Waiver and Release of Liability Form,  Student Medical Information and Release Form, Student Travel Form and all required certificates of completion for training must be submitted to the Director of Student Discipline/Title IX Coordinator and emailed to safety@laredo.edu.

1. A student who participates in travel related to academic course requirements or their assigned duties as a Laredo College employee, shall not be required to sign a waiver or release in relation to that travel.
2. Students voluntarily participating in elective activities and programs requiring travel (ex. student organization travel, optional academic field trips) are required to complete a waiver and release form verifying that they understand and accept the risks involved in participating in the travel activity and assume responsibility for their behavior. Students under the age of eighteen (18) must have a release form signed by their parents or legal guardian. Completed waiver release forms must be retained in accordance with the records retention requirements.
3. All participants must complete and fill out the Student Medical Information and Release Form. This form requires travelers to disclose any past and current medical issues. In the event of a medical emergency, a travel leader would provide this information to medical staff.

Prior to traveling with students, departments, programs, and/or student organizations must attend a travel orientation. Travel orientation is mandatory for all travelers. When traveling with minors a parent or guardian must be present during orientation.

1. Role of Travel leaders
2. Appropriate behavior
3. Appropriate dress code
4. Student Code of Conduct
5. Emergency procedures
6. Important contact information
7. Reporting Incidents

The Board shall authorize travel to foreign countries, except Mexico, by majority vote. The College President shall authorize travel out-of-state and to Mexico. College District executive officers shall authorize in-state travel.

Training
Travel leaders must be full-time employees from the departments, programs, or student organizations sponsoring, co-sponsoring, or organizing student travel who travel with the student(s) are required to complete training prior to departure. Training includes but not limited to:

1. Defensive Driving (NEOGOV)
2. First Aid, CPR & AED
3. Title IX
4. Hazing
5. Clery Act
6. Emergency Management

Student travel may require use of various modes of transportation. Each form of transportation requires to follow common and mode-specific safety precautions. In addition to following applicable international, federal and/or state laws and using sound judgment when traveling, all travelers must follow the provisions of this procedure according to the specific mode of travel involved and travel conditions.

1. It is the responsibility of the entity (ex. Laredo College instructional, organizational and esports student travel) for ensuring compliance with these procedures. Please note students are not allowed to operate Laredo College vehicles.
   
   1. Operators must:
      
      1. Be a full-time employee of Laredo College.
      2. Hold a valid driver's license appropriate for the vehicle to be driven. A driver of a commercial motor vehicle must have a commercial driver's license.
      3. Have an acceptable driving record.
      4. Attend all driver training required by Laredo College.
      5. Submit a valid driver’s license to Safety and Risk Management to determine eligibility status through Texas Department of Public Safety Driver License Division.

Operators and passengers must act responsibly and use sound judgment when traveling, including wearing seat belts at all times. The number of occupants in the vehicle must not exceed the number of seat belts. Further, operators must:

1. Obey all traffic laws and regulations, including posted speed limits.
2. Not operate vehicles under the influence of alcohol or illegal drugs or transport or possess alcoholic beverages, illegal drugs, unauthorized firearms or other types of weapons.
3. Not exceed the vehicle manufacturer’s recommended load capacity (see owner operating manual for specific instructions).
4. Avoid horseplay, racing or other distracting or aggressive behavior.