Policies and Good Practices for Registered Student Organizations: Travel/Transportation

The University of Connecticut believes that all members of our community who travel in order to participate in activities in association with their Registered Student Organization (RSO) are encouraged to do so in a safe, inclusive, and responsible manner. This document serves as a guide for RSO leaders who organize and/or provide transportation in association with RSO travel.

 

Definitions

Destination – The location in which the activity will take place. 

Participant – Any affiliate with the University of Connecticut (i.e. a UConn student or their invited guest) who is traveling for a student organization activity. 

Registered Student Organization (RSO) – A student-run entity voluntarily formed by University of Connecticut students, with a common interest, for a lawful purpose, and registered with their respective campus-based Student Activities office. For the purpose of this resource document, RSO includes Trustee Student Organizations unless noted otherwise. 

Activity – Any event that can be reasonably associated with a RSO by one or more of the following: 1) a significant number of attendees are members of an RSO; 2) the event or gathering is held at a location reserved for, owned by, rented by, or otherwise associated with an RSO; 3) promotional material associates the event with a specific RSO organization; 4) the activities can be reasonably associated with a particular RSO. 

Travel – The act of going from the University of Connecticut to a destination and back. Student Activities may consider travel with off-campus starting and/or ending points as part of a RSO activity. 

Trip – The experience of traveling to a destination and back. 

 

Laws and Policies

  • All participants must follow all state and federal laws and regulations. 
  • The Student Code of Conduct applies both on and off campus for UConn students. 
  • RSO’s are independent entities from the University, thus all participants are individually responsible for their personal conduct while on the trip. The University has no obligation to protect them from the legal or financial consequences of their actions. 
  • Students with varying abilities and various disabilities should always be permitted to participate in trips, and trips should be arranged in ways that reasonably accommodate them. Full consideration should be given to the accessibility of the destination as well as transportation resources. 
    • For more information as it relates to reasonable accommodations and disability accommodation requests, students can contact Center for Students with Disabilities (csd@uconn.edu) 
  • Once a RSO voluntarily undertakes to provide transportation for its members to an off-campus activity, it assumes a duty to do so safely and thus, should take reasonable steps to promote and practice risk management planning and safe travel practices. 
  • No alcoholic beverages, narcotics, illegal drugs/controlled substances shall be transported or consumed in any vehicle (private, rented, or leased) at ANY TIME or used, consumed, or possessed during the course of the travel. 
  • There is a zero-tolerance policy for operating under the influence of any alcohol or drug. 
  • Rideshare services used during travel, or during the trip is at an individual participant’s risk.  
  • Drivers must be fully licensed in the state of their permanent residence and ensure that their license and motor vehicle insurance are kept active, unrestricted, and up to date. 
  • All vehicles should fully meet all registration and inspection guidelines of the state in which the vehicle is registered. Appropriate documentation must be in the vehicle during travel. 
  • Any parking fines, motor vehicle infractions or other liability charges are the personal liability of the driver. 
  • The use of cell phones (phones, texts, navigations, etc.) while driving is strictly prohibited unless a hands-free device is used (including but not limited to: hands-free device kits, Bluetooth navigation, Apple CarPlay, Android Auto, etc.). 

 

Recommended RSO Action Before the Activity

  • RSO’s arranging transportation via personal vehicles (‘Carpool’) on behalf of participants of the trip must certify that all eligible and willing drivers, even if they do not ultimately drive, are legally able to do so. Prior to leaving for the activity, each driver should verify to the RSO: 
    • They hold a valid driver’s license that will remain active and not expire during dates of travel; and 
    • Maintain active, unrestricted motor vehicle insurance coverage that meets their state’s minimum required coverage for any vehicle they may operate. 
    • These efforts can be reflected through use of a Verification of License and Insurance form, provided through the Off-Campus Activity Advising Process (OCAA). 
  • Student Activities will also provide an “Acknowledgement of Risk and Emergency Contact Information” template form to RSO leaders for participant use through OCAA.  
    • These forms are encouraged to be used as resources for the RSO in their pre-travel risk management and emergency response planning. Completed documents are to be securely and confidentially retained by the RSO for their records. If the RSO already has emergency contact information, then that information does not need to be collected another time. 

 

Travel/Transportation: Good Practices

  • Hosting a pre-trip or pre-activity planning meeting is encouraged to help set expectations with participants or members traveling. 
    • Such time can also be used to confirm itinerary, identify trip leaders or points of contact, ensure participants are informed of the risks associated with the activity, collect emergency contact, or other participant information that may be helpful during travel (e.g., allergies, important health information, etc.), and share expectations with all participants and members. 
  • If collecting emergency contact information, RSOs are encouraged to keep all information collected in a secure and confidentially kept location in case it is needed.  
    • A good practice is to bring at least one copy of the information with those who are traveling and also leave one copy with someone affiliated with the RSO who is not attending the activity (e.g., RSO Advisor). Information provided should include who is driving at which point, who is a passenger in which vehicle, and any other information pertinent to the trip. 
  • RSOs are encouraged to rent a bus, van, or other large vehicle to transport all participants, with a fully licensed professional driver (e.g., DATTCO) 
  • In the event of an emergency, drivers and passengers should be aware of their roadside assistance resources. Vehicles should be equipped with necessary emergency equipment (i.e.: jumper cables, spare tire, fire extinguisher, first aid kit, etc.), and students traveling should establish an on-campus contact from their RSO (e.g., RSO Advisor) should they need further assistance. 
  • If going on an extended trip, create a plan to switch drivers intermittently so the driver is always refreshed. On long trips (three hours or longer), the recommendation is that drivers rotate every three hours with no more than ten hours of driving throughout a period of one day. 
    • Driving between 11 pm and 6 am is strongly discouraged. 
  • Rather than travel at a very late/early hour, look into providing overnight lodging for participants. 
  • If more than one vehicle is being used, it is recommended to not rely on caravanning (i.e. Following one another to destination).  
    • Vehicles should not rely on continuous visual contact; each driver should be independently capable of reaching the targeted destination safely. 
  • If students choose to use Uber or Lyft, Student Activities recommends that students check the driver’s ratings on the company website(s) prior to booking them for transportation. 
    • Students should also verify driver’s identity before getting in the car. 
  • Students traveling via airplane or railway are encouraged to create additional travel plans and preparations as it relates to proper identification, travel delays, property loss/damage, or other risks associated with this type of travel. 
    • If traveling internationally, RSOs are encouraged to connect with Global Affairs prior to the trip or Activity. 
  • Use location sharing and/or group communication platforms as a way to maintain communication and coordination during travel. 

Passengers: 

  • Know who the driver is. 
  • Ensure that the vehicle is inspected and registered. 
  • Passengers have an obligation to support the vehicle operator in ensuring the safety of the trip. This includes but is not limited to: not distracting the driver, abiding by the Student Code of Conduct, and obeying state and federal laws (i.e.: wearing a seatbelt). 
  • There should not be more passengers than there are seats available in the car. “Lapping” or other forms of doubling-up (in order to put more people into the vehicle) is prohibited. 
  • Should have their phones sufficiently charged. If traveling with multiple vehicles to the same destination, phone numbers or forms of contact should be exchanged prior to departure. 

Drivers:

  • Ensure the vehicle is fully operational and in good condition to complete the trip in both directions. 
  • Verify that all mirrors and other safety features of the vehicle are fully operational. 
  • Travel to/from only the outlined destinations. While rest stops are at times necessary, communicate the specific areas you will be stopping so participants are fully aware of potential risks. 
  • Drivers should have their cell phones sufficiently charged in case of an emergency. 
  • Drivers must not allow their attention to be diverted from safe vehicle operation. 
    • Holding unnecessary conversations, using their cellphones, looking backward, reading, lounging with a foot off the floor, eating, drinking, adjusting equipment, and driving with one hand on the wheel while the vehicle is in motion are all discouraged.

Additional Resources:

  • Policy on Registered and Trustee Student Organizations at the University of Connecticut.  
  • Blueprints: Official Handbook for Registered Student Organizations at the University of Connecticut. 
  • Student Activities Community Outreach Transportation Policies. 
  • The Student Code
  • University of Connecticut Undergraduate Education Field Trip Policy. 
  • Connecticut State Laws and Department of Administrative Services’ General Letter No. 115. 
  • RSO Verification of License Template

This document supplements and does not supersede any other organizational or legal requirements.