Travel Risk Management

Student Organization Travel – Travel Documents

This information has been designed to offer South Dakota Mines student organizations a guide to follow when planning, organizing, and implementing programs or other activities that involve travel requirements (e.g., conferences, competitions, retreats, etc.)

The intent is to provide information and procedures to each individual organization, which will enable them to conduct all off campus university functions in a safe manner and reduce the possibility of disputes or claims in the event that someone is injured.

Leaders of all organizations should be trained on risk management and emergency procedures and may require specific certifications.

Preparing for the Trip:

1. Each student should complete the travel agreement and health statement form found in Attachment B. The student agreement form may not necessarily under all circumstances relieve one from any liability; it does constitute an acknowledgement by the person signing of known risks. The student forms should be provided to at least three administrators (program advisor, faculty advisor, department chair, or other administrator familiar with the program).
2. The trip coordinator should complete the trip travel contact information also found in Attachment B. A copy of the form must be provided to the student activities and leadership center coordinator and one copy must be taken on the trip.
3. Student travel insurance can be purchased through the business office prior to the trip.
4. The vehicle to be used should pass a comprehensive safety inspection conducted by a qualified mechanic. In addition, the people driving the vehicle should also conduct a visual inspection to detect any obvious problems such as a flat tire.

Equipment and other necessities:

1. Alternate routes or plans to accommodate any unforeseen circumstances.
2. Good, detailed map of the entire area to be traveled, including any possible alternate routes.
3. First aid kit, flares, flashlights, etc.
4. Cellular phone
5. Have the phone number and location of area hospitals.

First Aid Practices:

A basic first aid kit should always be on hand during any student trip. Participants' health statement forms and a book on first aid should be kept with the first aid kit. Certification in Red Cross Standard First Aid and CPR by at least one member of the group is highly recommended.

FIRST AID KIT CONTENTS

The checklist is intended to provide basic first aid kit requirements.