The 77th Texas Legislature enacted Texas Education Code Section 51.949 to regulate certain student travel sponsored, supported, or sanctioned by a component institution. In accordance therewith, a new Regental Policy relating to student travel was prepared by The University of Texas System Office of General Counsel and reviewed by representative student groups on each campus.

The policy was submitted to the Texas Higher Education Coordinating Board as required by Texas Education Code Section 51.949(f) in December 2001.

POLICY ON STUDENT TRAVEL

1. Consistent with the requirements of Texas Education Code Section 51.949, each component institution shall adopt rules and regulations governing student travel as defined in this Policy. Such rules and regulations, at a minimum, shall comply with this Policy and become effective upon approval by the appropriate Executive Vice Chancellor. Approved rules and regulations shall be published in the institutional Handbook of Operating Procedures and catalogs and filed with the Texas Higher Education Coordinating Board.

2. This Policy is applicable to student travel undertaken by one or more currently enrolled students to reach an activity or event that meets all of the following criteria:

a. An activity or event organized and sponsored by the component institution. An activity or event is considered to be organized and sponsored if it has been planned and funded by the component institution and approved by a designated administrator;

b. The activity or event is located more than 25 miles from the component institution; and

c. (i) Travel to the activity or event is funded and undertaken using a vehicle owned or leased by the component institution; or

(ii) Attendance at the activity or event is required by a registered student organization and approved in accordance with this Policy.

3. Registered student organizations that require their members to travel 25 miles or more from the institution to attend an activity or event covered by this Policy must obtain prior written approval for the proposed travel by the appropriate institutional officer.

4. The rules and regulations adopted by a component institution shall incorporate the following provisions concerning safety and modes of travel likely to be used by students:

a. All Motor Vehicle Travel.

Seat Belts:

Occupants of motor vehicles shall use seat belts or other approved safety restraint devices required by law or regulation at all times when the vehicle is in operation.

Alcohol and Illegal Substances Prohibited:

Occupants of motor vehicles shall not consume, possess, or transport any alcoholic beverages or illegal substances.

Passenger Capacity:

The total number of passengers in any vehicle at any time it is in operation shall not exceed the manufacturer’s recommended capacity or the number specified in applicable federal or State law or regulations, whichever is lower.

License and Training:

Each operator of a motor vehicle shall have a valid operator’s license and be trained as required by law to drive the vehicle that will be used.

Proof of Insurance, Inspection, and Safety Devices:

Each motor vehicle must have a current proof of liability insurance card and State inspection certification, be equipped with all safety devices or equipment required by federal or State law or regulation, and comply with all other applicable requirements of federal or State law or regulations.

Legal Operation of Vehicle and Driving Schedule:

Operators of motor vehicles shall comply with all laws, regulations, and posted signs regarding speed and traffic control and shall not operate the vehicle for a continuous period that is longer than the maximum provided by federal or State law or regulations or guidelines promulgated by the component institution, whichever is lower, without scheduled rest stops or overnight stops.

b. Travel Using a Vehicle Owned or Leased by a Component Institution.

Service and Maintenance:

In addition to those provisions in Item 4.a., each vehicle owned or leased by a component institution must be subject to scheduled periodic service and maintenance by qualified persons and comply with all applicable requirements of The University of Texas System Business Procedure Memoranda.

Operators of Vehicles:

All operators of vehicles owned or leased by a component institution shall be employees of the component institution and shall have a valid operator's license for the operation of the particular vehicle. In addition, operators shall have a current Motor Vehicle Record on file with the designated office of the component institution.

c. Travel Using Rented Vehicles.

In addition to those provisions specified in Item 4.a., each component institution shall adopt rules concerning the use of rental vehicles for travel covered by this Policy. The rules shall comply, where applicable, with the State contracts for rental cars and all applicable requirements of The University of Texas System Business Procedure Memoranda.

d. Travel by Common Carrier.

When a common carrier is used for student travel covered by this Policy, each component institution shall take reasonable steps to assure the travel is undertaken in conformance with this Policy.

Last reviewed August 2002

Student Travel Policy