Travel Policy
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Document Number: ATHL--104
Revision #: 2.0
Document Owner: University Provost
Date Last Updated: 12/12/2017
Primary Author: Director of Athletics
Status: Approved
Date Originally Created: 03/07/2012
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General Description
Description: Information about the Athletic travel policy.
Purpose: Delineation of policy.
Scope: Athletics
Responsibility: Athletics
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Requirements
In order to comply with this policy you should know:
Current University policy
Terms and Definitions: Additional training
Corrective Action
Loss of privilege, general
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Policy Provisions
1. Travel Policy (Athletics)
For any event or competition, all students are required to leave from campus and return to campus with your students and team. Our responsibility for the health and safety prohibit traveling in your own vehicles to or from an event or contest. Special travel arrange may be made in consultation with your sponsor or coach under extenuating circumstances such as
(1) parents coming to the event and wishing to have you accompany them
(2) students driving their own vehicle for personal reasons cannot be accompanied by another student. In this case, arrangements must be made in advance and requested on the proper form.
In case of a student who does not want to return with from an event the following steps must be followed
(1) talk to the student about the consequence of not returning with the group or team
(2) call the Vice-President or Director in your area immediately
(3) call the local police to start the process of a missing person
(4) inform the Dean of Students
(5) inform the Director of Housing
(6) inform the President of the University.
The University requires the student and parent to sign a release and wavier form for travel. The release and wavier form must be signed by the sponsor or coach, Vice President and or Director.
No faculty, staff, or coach should stay in a hotel room with a student during CU sponsored events (either conference or athletic game travel).
1.1 Definitions
For purposes of this Policy, the term “Official Travel Party” means any student, University faculty member, personnel, pre-authorized volunteer and/or pre-authorized chaperone participating in a University-Related Event or Competition.
A “University-Related Event or Competition” means an event or competition relating to one or more of the University’s academic or athletic programs. This term shall not include events or competitions hosted by any fraternal, civic or other non-profit organization or cause, whether or not such organization or cause is authorized on the University’s campus.
1.2 General Policy
To ensure the health and safety of the University’s students, any student participating in an off-campus University-Related Event or Competition is required to leave from campus to attend such event or competition and to return to campus from such event or competition with the Official Travel Party. While at any off-campus University-Related Event or Competition, all members of the Official Travel Party are required to participate, as appropriate, in each activity, event or competition on the itinerary and to utilize the transportation provided for the Official Travel Party from location to location during the off-campus event or competition. For the health and safety of Cumberland’s students, students in the Official Travel Party are prohibited from traveling in personal vehicles to or from an event or competition, or during any time while at the location of the event or competition.
No faculty, staff, or coach should stay in a hotel room with a student during CU sponsored events (either conference, athletic game travel, or non-athletic travel).
For any event or competition, all students are required to leave from campus and return to campus with your students and team. Our responsibility for the health and safety prohibit traveling in your own vehicles to or from an event or contest. Special travel arrange may be made in consultation with your sponsor or coach under extenuating circumstances such as
(1) parents coming to the event and wishing to have you accompany them
(2) students driving their own vehicle for personal reasons cannot be accompanied by another student.
In this case, arrangements must be made in advance and requested on the proper form.
In case of a student who does not want to return with from an event the following steps must be followed
(1) talk to the student about the consequence of not returning with the group or team
(2) call the Vice-President or Director in your area immediately
(3) call the local police to start the process of a missing person
(4) inform the Dean of Students
(5) inform the Director of Housing
(6) inform the President of the University.
The University requires the student and parent to sign a release and wavier form for travel. The release and wavier form must be signed by the sponsor or coach, Vice President and or Director.
1.3 Waiver Due to Extenuating Circumstances
Special travel arrangements permitting a student a waiver of this policy may be made in consultation with a student’s faculty member, sponsor or coach, as appropriate, under extenuating circumstances as determined in the sole discretion of the University. Such extenuating circumstances my include, without limitation: parents coming to the off-campus University-Related Event or Competition and wishing to have the student accompany them; or students driving their own vehicle for merit-worthy personal reasons. Student who are granted a waiver of this policy for special travel accommodations may not be accompanied by another student at any time during travel to, during or at an away event or competition. The University requires the student, or in cases where the student is a minor then the parent, to sign a release and wavier form for the student to return with their parents, or to travel on their own. The release and wavier form must also be signed by the student’s official traveling faculty member, sponsor or coach. To obtain a waiver from the general policy based on extenuating factors, the student must make all arrangements in advance utilizing the proper forms and procedure. A copy of the required release is found in the Athletic Forms section of the University policy and procedure manual.
1.4 Procedure for Administration/Staff when Student Refuses to Return with the Official Travel Party
This policy and procedure applies when a student does not want, or refuses, to return with their Official Travel Party from an off-campus University-Related Event or Competition.
In such cases, the following steps must be taken:
(1) the first-line administrator, faculty member or staff person over the event or competition shall talk to the student about the consequence(s) of not returning with the Official Travel Party;
(2) the first-line administrator, faculty member or staff person over the event or competition shall within one hour call the Vice-President of Academic Affairs or his/her Department Supervisor immediately who may provide additional instructions to the procedures set forth in this policy;
(3) if the student cannot be located, the first-line administrator, faculty member or staff person over the event or competition shall immediately contact the Vice President of Academic Affairs or his/her Department Supervisor who shall consult with the University’s President in order to determine whether to call the local police to start the process of a missing person;
(4) the first-line administrator, faculty member or staff person shall inform the Dean of Students and the Director of Housing.
In any case where misconduct, suspicious or criminal activity is suspected, the University President shall be immediately notified. If it is not immediately known whether misconduct, suspicious or criminal activity is involved and the student cannot be located, then the University President shall be notified no less than two hours after the fact that the student is missing becomes known. If it is not immediately known whether misconduct, suspicious or criminal activity is involved and the student can be located, the University President shall be notified of any violation of this Policy within no less than eight hours after the policy violation becomes known.
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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure
Consequences: Further training
Loss of privileges
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Subject Experts
The following may be consulted for additional information.
Director of Athletics