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Trips and Transportation

STUDENT GROUP TRAVEL POLICIES AND PROCEDURES
University of Notre Dame Student Activities Office 

Students are expected to abide by the policies set within the du Lac’s Standards of Conduct. Any violations of these policies may result in individuals being referred to the student conduct process or student groups being referred to the student group conduct process. All recognized student group travel is approved by the Director of Student Centers, Activities and Events or designee. 

International Travel for Student Groups (click for full policy)
The Student Activities Office (SAO) is coordinating with Notre Dame International (NDI) to evaluate student group travel internationally. If a recognized and active student group wishes to be considered by the University of Notre Dame to conduct travel internationally, please carefully review these application instructions, requirements and deadlines provided.

Domestic Travel for Student Groups 

1. Tier Definitions

2. Travel Requirements
   2.1. Personal Vehicles
   2.2. University of Notre Dame Rental Vehicles
           2.2.1. Vehicle Usage Policy for Students
           2.2.2. Reporting of Accidents and Damage
           2.2.3Tolls and Tickets
           2.2.4. University Vehicles Reservation Process
   2.3. Non-University Vehicle Rentals
   2.4. Charter Bus Travel
   2.5. Commercial Air Travel

3. Absence Forms
4. Weather Conditions
5. Travel Restrictions
6. Lodging Requirements
7. University Representative
8. Exceptions
9. Non-Club Sport Travel Registration Process
10. Club Sports Additional Requirements and Travel Registration Process

1. Tier Definitions

Tier I: Student Clubs and Organizations that are non-competitive and/or have minimal travel for club activities.

Tier II : Student Clubs and Organizations that are competitive and/or have travel that is necessary for the purpose of the club’s mission. Additional travel requirements may be requested from these clubs at the discretion of the Director of Student Centers, Activities and Events or designee. 

Tier II includes a select number of clubs/organizations and ALL Club Sports. If you believe your club or organization should qualify for Tier II, please submit a travel review request to the Director of Student Centers, Activities and Events via sao@nd.edu. 

2. Travel Requirements

• Any recognized student group wishing to conduct or sponsor a trip must obtain prior approval from the Director of Student Centers, Activities and Events or designee. 
• It is expected that student trips will be planned so as not to interfere with academic classes. If using a charter bus company, only authorized vendors may be contracted and utilized. 
• The sponsoring group must provide a list of students going on the trip, together with a signed waiver form from each participant. Waiver forms must be obtained in advance from the Student Activities Office.
• If travel is a single day, required modes of transportation are determined by total mileage from campus to final destination, combined with total number of travelers. 
• If travel occurs multiple days, required modes of transportation are determined by total mileage from campus to each overnight destination, combined with total number of travelers. 
• Driving may only take place between 5:00 a.m. – 1:00 a.m. No driving can take place in the early morning hours of 1:00 a.m. – 5:00 a.m.
• Drivers may not drive longer than 3 hours at one time and must take at least a 3 hour break between driving shifts.
• Ground transportation following commercial air travel must be approved by the Director of Student Centers, Activities and Events or designee.

2.1 Personal Vehicles

If personal vehicles are used, the owner of the vehicle is responsible for maintaining insurance on that vehicle in accordance with minimum statutory insurance requirements. Insurance coverage must be in the minimum amount of $50,000 per person/$100,000 per accident bodily injury, and $10,000 per accident for property damage. A certificate of insurance may be requested by the Director of Student Centers, Activities and Events or designee.

2.2 University of Notre Dame Rental Vehicles

Only current University of Notre Dame faculty, staff, and students are permitted to drive University vehicles. All students must abide by the Vehicle Usage Policy for Students set forth by Transportation Services.

2.2.1 Vehicle Usage Policy for Students (from Transportation Services)

This is the University of Notre Dame du Lac’s policy for students concerning the operation of motor vehicles on University business or for events and activities arising out of one’s attendance or student status with the University. The following procedures and requirements are considered to be minimum standards for University vehicle safety and the operation of any vehicle on University business. Departments and other units may develop more restrictive procedures. Notre Dame students operating university owned or private passenger vehicles on University business or in connection with club sports, extra curricular or similar activities must adhere to the following:

• Must have a valid driver’s license and inform the Department of Risk Management and Safety immediately upon the suspension or revocation of their driver’s license or driving privileges.
• Must not have exceeded two at-fault accidents within the past eighteen months or have any conviction in the last eighteen months for driving under the influence of alcohol or drugs, or reckless driving.
• If requested by the University, a driver must authorize the Department of Risk Management and Safety to obtain a copy of his/her driving record from the Bureau of Motor Vehicles (or similar agency in any state) for the Department’s review.
•  Must agree not to drink alcoholic beverages or take illegal drugs and drive. In addition, Notre Dame students must comply at all times with the provisions of du Lac concerning driving under the influence of drugs and alcohol.
• Must not smoke or allow smoking in a University Vehicle or in any vehicle while it is being used for university business or as a result of one’s student status at the University.
• Must be at least eighteen years old.
• Not permit any unauthorized person to drive a vehicle on university business under conditions which violate this policy, except when necessary in an emergency.
• Must use seatbelts or other available occupant restraints and require other occupants to do likewise and be secured in accordance with applicable law. The number of passengers should never exceed the number of seatbelts in the vehicle. 
• Operate the vehicle in accordance with University regulations, know and observe applicable traffic laws, ordinances and regulations, and use reasonable and safe driving practices at all times.
• Assume all responsibility for any and all fines or traffic violations associated with his/her use of a University vehicle or a privately owned vehicle on University business.
• Turn off the vehicle, remove the keys and secure the vehicle when it is unattended, except for specialized maintenance equipment.
• Drive the vehicle at legal speeds appropriate for traffic, weather and road conditions.
• Not drive the vehicle “off road”, except when necessary in an emergency.
• Immediately report all accidents or violations to the University’s Department of Risk Management and Safety.
• Students driving University vehicles are first required to attend a safe driving course sponsored by Transportation Services.
• Must never drive on University business for more than eight hours in any eighteen hour period.
• Must never drive a vehicle on University business between the hours of 1 a.m. and 5 a.m. except when necessary in an emergency.
• Must assume responsibility for seeking information about weather and safety conditions.
• Violations of this policy by any Notre Dame student may be referred to the Office of Community Standards or the Student Activities Office for appropriate disciplinary action.

2.2.2 Reporting of Accidents and Damage

Must immediately report any accidents or damage incurred while operating a University vehicle (or a privately owned vehicle on University business) to the following:

1. Local police department/on-campus security (if a college campus)/parking garage (if in a parking garage), as needed. 
2. Transportation Services Office: 574-531-6467 or undtrans@nd.edu 
3. Fill out the Incident Reporting & Management form (link: https://riskmanagement.nd.edu/incident-reporting-management) 
4. If there are no injuries and the car is driveable, email the Student Activities Office at sao@nd.edu.
5. If there are injuries and/or the car is not drivable, contact the appropriate staff member on call for student group travel (for non club sports) or the appropriate staff member on call for RecSports (for club sports). 

When you have been in an accident you must:

1. Get immediate medical aid if you or any of your passengers are injured. 
2. Keep calm and do not argue.
3. Make no statements or admissions concerning fault or responsibility for the accident.
4. Do not offer or agree to make payments for the accident or suggest the University will do so.
5. Notify the local police.
6. Discuss the accident only with police officers, representatives of the University’s Department of Risk Management and Safety or other University officials.
7. Record as much information as you can on all of the other parties to the accident. This information should include their name, address, insurance company, driver’s license number, license plate number, make, model and year of their car, precisely where the accident happened, witnesses (with names, addresses and telephone numbers).
8. Refer all questions from lawyers, the other party to the accident, insurance adjusters or representatives of the other party and others to the University’s Department of Risk Management and Safety.

2.2.3 Tolls and Tickets

Student groups should be prepared with funds to pay all tolls while traveling. Consistency in not paying tolls will result in future restrictions for student group travel. If a student group forgoes paying a toll fee, the violation fine is sent to Transportation Services. Transportation Services will then charge the student group’s FOAPAL account. 

If a driver incurs a parking ticket or traffic violation, the student group is responsible for paying all fees associated. Consistency in receiving tickets and traffic violations will result in future restrictions for student group travel, and may be subject to the Student Group Conduct Process.

2.2.4 University Vehicles Reservation Process 

Current students may rent University vehicles from Transportation Services for University business purposes only. Personal use of Motor Pool vehicles is prohibited. There are multiple steps to renting a University Vehicle.  The steps in order are listed below:

1. Complete the University Vehicle Rental Request Form. Make sure all information provided in the form is complete and accurate.
   a. Sedan vehicles hold up to five passengers.
   b. Minivans hold up to seven passengers.
2. Upload the form to the group's NDCentral request no later than 5 business days before the proposed travel. NOTE: Rental vehicles are subject to availability and reserved on a first come, first serve basis.
3. An SAO Activities Liaison will submit the rental vehicle request form to Transportation Services.
4. Transportation Services will contact the student group with their reservation confirmation.

Note: If the needed vehicle type is not available from the University fleet, Transportation Services will work to find a vehicle from an outside rental agency. Under no circumstances should a student rent a local vehicle for business purposes without going through Transportation Services.

Picking Up Rental Vehicles from Transportation Services

• Vehicles must be picked up at Transportation Services during normal business hours (Monday - Friday: 8 a.m. – 4:30 p.m.). 
• Transportation Services is located in the garage on St. Joseph Drive between Douglas Road and Holy Cross Drive.
• Transportation Services will provide a clean and fully fueled vehicle.
• Users are required to show a valid driver’s license and sign for the keys.
• Users should visually inspect the vehicle before departing. Any existing vehicle damage must be noted on a vehicle condition form and left with Transportation Department personnel.

Returning Rental Vehicles to Transportation Services

• The vehicle and keys should be returned to Transportation Services during normal business hours (Monday - Friday: 8 a.m. – 4:30 p.m.). Off hour returns may be arranged with Transportation Services approval.
• Transportation Services will perform a visual inspection of the vehicle and document any damage on a vehicle condition form. The cost of repairs may be charged to the student group’s FOAPAL account.
• The vehicle must be returned reasonably clean. A service fee may be charged if cleaning is required to prepare the vehicle for the next rental.
• Transportation Services will refuel the vehicle and charge the student group’s FOAPAL account.
• When circumstances necessitate a change in the time of return, contact Transportation Services as soon as possible. Additional charges may apply if no notification of extended use is provided.

Rental Vehicle Payment

• Transportation Services will charge the student group's FOAPAL account.
• Rental fees are based on the type of vehicle and length of time used. Sedans are $48 per day and minivans are $74 per day. For hourly rental rates, contact Transportation Services at (574) 631-0293. A service charge will be applied for lost keys.

Canceling a Rental Vehicle Reservation

Vehicle reservations must be canceled at least one day prior to vehicle pickup. If the reservation is not canceled within the above stated time, the minimum charge of one-half day rental will be assessed.

Rental Vehicle Insurance

Risk Management and Safety maintains proper insurance coverage for all University vehicles. Only the student, or authorized individual for University business purposes, is authorized to operate the University vehicle. An Insurance Identification Card and Automobile Loss Notice Form will be available in each rental vehicle. This card contains the University of Notre Dame insurance information.

Rental Vehicle Maintenance and Repair

• Transportation Services provides maintenance and repair services for all motor pool vehicles. 
• In the event of vehicle breakdown, contact Transportation Services immediately at (574) 631-6467.
• If the breakdown occurs outside of normal business hours and no one can be contacted, make sure the vehicle is in a safe location. If necessary, have it towed to a safe location.
• For minor repairs ($250 or less), the user is authorized to pay for the necessary work and will be reimbursed upon submission of original receipts.
• For major repairs ($250 or more), the user must obtain Transportation Services authorization before repair work begins.
• Transportation Services shall not be liable for any costs incurred by the travelers other than the actual cost to repair the vehicle. This specifically includes room and board and alternate means of transportation.

2.3 Non-University Vehicle Rentals

In a situation where a student group needs to rent a non-university vehicle off campus after commercial air transportation, drivers must comply with the University of Notre Dame Vehicle Usage Policy for Students.  Student groups may reserve rental vehicles at their final destination through the University’s travel agency, Anthony Travel. However, many outside agencies will only rent to individuals who are least 21 or 25 years old.  In addition, there may be a surcharge added to your agreement for any driver under the age of 25. Please check on the level of insurance coverage that is included with your rental agreement. In some instances, it may be necessary to purchase additional insurance coverage depending on the agency, location, and circumstances.  Please pay attention to the agencies’ fuel policies. The student group may be charged much higher fuel rates if you do not return your vehicle with the same amount of fuel as when you picked up the vehicle. To reserve ground transportation after using commercial air, please contact Anthony Travel at (574) 631-7080.
 

2.4 Charter Bus Travel

Per travel requirements, student groups may need to rent a charter bus as a means of travel. Student groups need to budget this financially as they prepare their season schedules.

For University-sponsored travel, only approved charter bus companies may be contracted and utilized. The bus companies linked above have provided proof of adequate insurance and have been approved by the University for student organization usage. Please contact the bus company directly for reservations and cost information. All bus contracts must be submitted directly to the Student Activities Office for execution by the University. Additionally, alcohol is not to be transported or consumed on contracted buses or motor coaches.

2.5 Commercial Air Travel

Upon air travel approval from the Student Activities Office, student group officers may reserve air transportation through the University’s Travel Agency, Anthony Travel. Officers are required to provide a copy of all flight itineraries to the Student Activities Office prior to travel.  To reserve commercial air travel, please contact Anthony Travel at (574) 631-7080.

3. Absence Forms

Student group travel should not interfere with participants’ class schedules, and excused absences for such travel are not guaranteed without prior approval. Absence Forms are available to students who may be missing class due to student group travel for an event. For all student groups, all class absences must be requested from the Office of Student Affairs and approved prior to student group travel. 

Student groups planning travel during University Break Periods (Fall Break, Spring Break, Thanksgiving Break, Easter Break) should note that excused absences will not typically be granted for a day immediately prior to or immediately following a University Break Period.  

It is the expectation of the Student Activities Office that students will notify each of their professors or lecturers of their anticipated absence, in addition to making the necessary arrangements to reschedule or make-up any mandatory exams, presentations, or assignments. It is encouraged that students try and complete their assignments before traveling.

The University of Notre Dame Office of Student Affairs absence forms are not applicable to Saint Mary’s College or Holy Cross students. 

4. Weather Conditions

In the event of inclement weather, the Student Activities Office, in conjunction with RecSports and Risk Management, will evaluate the safety of student group travel. Due to the severity of road conditions and weather, the Director of Student Centers, Activities, and Events or designee may restrict or cancel student group travel. Such conditions where travel may be denied would be Winter Storm Warnings, Winter Storm Watch, Tornado Warning, Tornado Watch, Hurricane Warning, Hurricane Watch, etc. Ultimately, decisions on permitted travel will be on a case-by-case basis.

Should a student group encounter hazardous weather during a trip, it should contact the appropriate staff member on call for student group travel (for clubs that are not club sports) or the appropriate RecSports staff member on call for club sports).  This staff member can provide guidance regarding emergency accommodations and extension of travel duration, if needed.  

If student group travel is canceled due to inclement weather, no individual travel on behalf of the student group will be permitted.

5. Travel Restrictions

In the Catholic tradition, the Triduum, the period from Holy Thursday evening until Easter Sunday evening, stands as one continuous celebration that marks the “high holy days” of the Church’s year. In recognition of the Triduum’s importance, the University discourages travel during this period.  Student groups must obtain an exception from the Student Activities Office to travel during the Triduum, provided that the student group’s schedule allows the opportunity for all students, coaches, and advisors to attend services or otherwise to participate in the prayer of the Church during this period.

Travel by student groups is not permitted during Reading Days and Finals. 

During restricted travel periods, student groups must obtain an exception from the Student Activities Office for travel and/or competition in national championships, or events such as sectionals, regionals, or zones, that are required to compete and advance to nationals. Any student group looking to travel during these periods must receive approval prior to booking any travel. 

6. Lodging Requirements

Student groups are encouraged to stay at licensed residential establishments, including motels, hotels, and rental houses.   Male and female group members are prohibited from sharing a room. 

Any student group that is camping must stay at a licensed campground, and provide the information to an alternative indoor licensed establishment in the case of inclement weather. Primitive camping is not permitted.

Student groups must obtain an exception from the Director of Student Centers, Activities and Events or designee to stay in the home of a parent or guardian of one of the current club members, or with an active member from a local Notre Dame Alumni Association Club.  When this permission is granted, the Student Activities Office (or RecSports for club sports) will need the name and contact information for the host.  

7. University Representative

A student representative from the sponsoring group must accompany the trip.  In addition, overnight trips require a University Representative, which may be either:

• A full-time faculty or staff member who will accompany the student group for the duration of travel
• The parent of a current club member who will serve as on-site contact for the student group upon reaching destination or accompany the student group for the duration of travel
• An active member from a local Notre Dame Alumni Association Club who will serve as local contact for the student group upon reaching destination
• A University of Notre Dame Independent Contracted Coach

The name, address, and telephone number of the University Representative must be submitted to the Student Activities Office (or RecSports for club sports) before the travel will be approved.      

8. Exceptions

Exceptions to this recognized student group travel policy must, typically, be requested in writing at least seven (7) calendar days before the scheduled departure date, and can only be approved by the Director of Student Centers, Activities, and Events or designee.  In cases where the recognized student group is a club sports team, the Director of RecSports or designee will be consulted regarding exceptions to the recognized student group travel policy.  

9. Non-Club Sport Travel Registration Process

1. Register your travel on NDCentral using the Event Request form.
   a. If traveling overnight, indicate who the University Representative traveling with your group will be. This person should be a full-time faculty member or administrator.
   b. In the event request, upload the mandatory roster of traveling participants. 
   c. Complete the event request at least 15 business days in advance for out-of-county travel, and 10 business days in advance for in-county travel. Requests for international travel must be submitted to the Student Activities Office at least ninety (90) calendar days before the scheduled departure date.
   d. Regular trips (i.e. Wednesdays at the Center for the Homeless) only need one NDCentral request each semester.
   e. Pay attention to the NDCentral request and the comments you will receive via email – you may be asked questions regarding the trip.
   f. If minors will be involved with the trip, please work with the SAO Activities Liaison (AL) supporting your club ahead of time as additional approvals and waivers will be necessary.  If you do not know who the AL is for your club, please contact the SAO at soa@nd.edu, 574-631-7308, or by stopping by 315 LaFortune Student Center. 
2. Once your NDCentral request is approved, you may book your transportation method (if necessary). See the above policies on more information renting Notre Dame Rental Vehicles, charter buses, or commercial air.
3. The student group officers are responsible for distributing and collecting the “WAIVER, RELEASE, AND INDEMNIFICATION AGREEMENT” unique to the travelling student group. All travelling members must sign an individual waiver.
4. Turn in all signed waivers to the Student Activities Office in 315 LaFortune, where they will be kept on file for one academic year.
5. Any changes to the travel itinerary or roster must be submitted to the Student Activities Office at least 24 hours before departure.
6. The University recommends all travel expense reports/reimbursements be submitted within 10 business days of return from travel.  Note that reimbursements submitted longer than 60 days after return from travel are treated as compensation and subject to required payroll tax withholding.  

10. Club Sports Travel Registration Process and Additional Requirements

Club Sports Travel Registration Process:

• A Club Sports Travel Form must be completed in its entirety and emailed to ndclubsports@nd.edu at least 10 business days before travel departure. A Travel Form may be found online at http://recsports.nd.edu/club-sports/forms/.

• All club sport travel arrangements are the responsibility of the club officers and all travel must be documented with the Sports Programs staff within RecSports.

• For all travel-related reimbursements, proper financial documentation (i.e. receipts, etc.) must accompany the online expense report prior to receiving signature approval from RecSports.

• The University recommends all travel expense reports/reimbursements be submitted within 10 business days of return from travel.  Note that reimbursements submitted longer than 60 days after return from travel are treated as compensation and subject to required payroll tax withholding.  

Additional Club Sport Specific Travel Requirements:

• Each trip/team traveling must have at least one (1) officer that is currently CPR/First Aid Certified.

• Any club member must get approval from RecSports if traveling separately at any point during the club’s trip. A waiver may need to be signed by the individual prior to departure.

• Clubs may not travel more than 24 hours before a competition/event begins and must return within 24 hours after the conclusion of competition/event. Exceptions must be approved by the Assistant Director, Sport Programs prior to scheduling the event or arranging travel.