University-Sponsored Student Travel

Policy

Introduction and Purpose:

Minnesota State University, Mankato encourages field experiences and opportunities for students to travel for academic, scholarly, engagement, outreach and other high-impact activities as student travel and field experiences enhances the student learning experience. This policy provides the framework for planning and executing field trips and other student travel both domestically and internationally while managing the risks associated with travel.

The types of activities and events covered by this policy include academically related travel, such as field trips, faculty-led programs, meetings and conferences of academic organizations where a student is attending/participating due to their affiliation with the University, and co-curricular travel, such as recreational sports club or registered student organization trips, and other travel related to programs that are not purely for academic related purposes.

This policy applies to travel that is sponsored by a unit of the university, a registered student organization or financed by university funds (including grant funding) and will apply to all such trips whether occurring during the academic year, during the summer or on university holidays and breaks. 

This policy does not apply to travel undertaken by students to a clinical site, student teaching or internships with non-university entities; athletic team travel for teams in the MNSU Athletic Department. Travel undertaken by students who are employees in their capacity as employees working for the university is not covered by this policy and will be handled in the same manner as employee travel. All program leaders must demonstrate access to on-site logistical support. and are subject to Minnesota State Colleges and University Board of Trustees Policies 1A.10 (Emergency Management), 5.19 (Travel Management) and related procedures.

All participants on University sponsored travel, with the exception of the leader(s), must be enrolled at the University and registered for a minimum of one credit. The program leaders’ primary responsibility for the duration of the program is the educational experience, safety, and health of students. Minnesota State Mankato’s administration reserves the right to cancel travel or program at any time. Cancellations due to unforeseen circumstances will result in the refund of tuition and fees subject to established University and/or vendor procedures, as applicable.

Additionally, University sponsored education abroad and away programs (faculty-led programs) are subject to the same curricular processes as all other course offerings.

If a Minnesota State Mankato student does not meet the minimum requirements for participation in a university sponsored travel program, the student may file an appeal. An appeals committee will render a decision in a timely manner.

All travelers must carry health, accident, and repatriation insurance. If required by the course curriculum, students must also carry student professional liability insurance. All programs must include, and all travelers must attend, a pre-departure health and safety orientation. Travelers under 18 years of age must receive written, parental consent and the parent or guardian must attend the pre-departure health and safety orientation. All travelers are subject to the Minnesota State Mankato’s Statement of Student Responsibilities and subject to Minnesota State Colleges and University Board of Trustees Policies 1A.10 (Emergency Management), 5.19 (Travel Management) and related procedures.

Definitions:

1. Academically Related Travel: A course-related activity that occurs off-campus as part of the regular curriculum of an academic unit for which credit is awarded or meetings and conferences of academic organizations where a student is attending/participating due to their affiliation with the University or other similar travel related to the academic curricula or sponsored by an academic department or college.
2. Co-Curricular Travel: Any student travel sponsored by a unit of the university, a registered student organization (RSO) or financed by university funds (including grant funding) that that is not part of a regular academic curriculum or academically related, such travel to activities by recreational sports clubs, registered student organization, community engagement programs.
3. Faculty-Led Programs: (See Academically Related Travel).
4. Sponsoring Unit: Any college, department, registered student organization, or other entity which sponsors a program that results in student travel or any entity which uses university funds to pay for MSU students to travel.
5. Student: For purposes of this policy, student means any undergraduate or graduate student who is currently registered, regardless of enrollment designation (e.g., full or part-time, degree or non-degree seeking/auditor) including university break periods.
6. Trip Coordinator: Any student group travel (3 or more students) sponsored by the university must have a trip coordinator who is responsible for compliance with the requirements of this policy. Only a registered student, or university employee, may act as a Trip Coordinator and the Trip Coordinator must be in attendance on the entire trip.
7. Sponsoring Unit Contact Person: A person designated by the sponsoring unit who remains on campus but acts as a point of contact for the trip coordinator, faculty or students who are traveling.
8. Student Group Travel: Travel that will involve 3 or more students in one trip.
   
   

Procedure

Academically Related Travel:
Academic field trips can be an important component of the education provided in the classroom.  Academic field trips can enhance the content of a course or academic endeavor by providing visual and hands on information that cannot be conveyed in the classroom setting. The Sponsoring Unit is required to comply with the following:

1. Required field trips offered in connection with a university course should be listed in the syllabus.
2. Any charge related to the field trip or academically related travel for a university course is a student fee that must be approved in advance as an approved course fee.
3. In addition to the above, for a field trip of one day or less, the instructor must provide the academic dean or applicable director's office the Participation List & Emergency Communications Plan
4. Out-Of-State travel must be approved by Office of the Provost. It is recommended approval is obtained a minimum of 30 days prior to travel.
5. Field trips or academically related travel that involve an overnight stay also require the following:
   • Appointment of a Sponsoring Unit Contact Person
   • Emergency Communication Plan
   • Completion of student travel registry
   • Completion of MSU Liability Waiver form
   • Trip Orientation and Expectations: The instructor or appointed Trip Coordinator will provide the participants with an orientation prior to departure. The orientation will vary based upon the nature of the trip. Orientation should provide students with the following information as applicable: Trip destination, travel itinerary, route, rest and meal stops, lodging and air transportation information, appropriate clothing or gear, discussion of risks associated with the trip and the established rules and protocols for the trip. See the sample Participant Agreement with sample rules and protocols.
   • On the Trip. The instructor or appointed Trip Coordinator is responsible for the following:

1. 1. 1. Accounting for all students on a daily basis.
      2. In case of any incident resulting in injury, any criminal activity involving travelers as victim or perpetrators, property loss, potential dismissal of a disruptive participant, violation of trip rules or other unusual activity, the employee will contact the Sponsoring Unit Contact person and report the activity, as soon as practicable. The Sponsoring Unit Contact Person shall report any criminal activity or property loss that occurs on the trip to the University Security’s head of Clery Compliance to meet the university’s reporting requirements under Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act or Clery Act.
      3. In case of emergency, the university employee or Appointed Trip Coordinator may call the University Security (507)-389-2111. Additionally, the university employee or Appointed Trip Coordinator is encouraged to contact The Center for Global Engagement (507)-389-6724 and/or Safety & Risk Management (507)-389-5568.

Co-Curricular Trips: 
Co-Curricular Trips can enhance a student’s learning experiences while a student at MSU, Mankato, however, this type of travel is not part of the regular academic curriculum. The Sponsoring Unit is required to comply with the following requirements.

1. For a trip of one day or less, the Sponsoring Unit must provide the Office of Student Activities the Participation List.
2. In addition to the above, trips that that involve an overnight stay also require the following:

• • Appointment of a Sponsoring Unit Contact Person
  • Appointment of a Trip Coordinator

• • Completion of student travel registry
  • Completion of MSU Liability Waiver form
  • Trip Orientation and Expectations: The Trip Coordinator will provide the participants with an orientation prior to departure. The orientation will vary based upon the nature of the trip. Orientation should provide students with the following information as applicable: trip destination, travel itinerary, route, rest and meal stops, contact person information, lodging and transportation information, appropriate clothing or gear, discussion of risks associated with the trip and the established rules and protocols for the trip. See the sample Participant Agreement with sample rules and protocols.
  • On the Trip. The Trip Coordinator is responsible for the following:

1. • 1. Accounting for all students on a daily basis.
     2. In case of incident of injury to a traveler, any criminal activity involving travelers as victims or perpetrators, property loss, potential dismissal of disruptive participant, violation of trip rules or other unusual activity, the Trip Coordinator will contact the Sponsoring Unit Contact Person and report the activity. The Sponsoring Unit is responsible to report any criminal activity or property loss to University Security.
     3. In case of emergency, the Trip Coordinator may call the University Security (507) 389-2111.
   • Students traveling on co-curricular trips must be in good academic standing (i.e., must not be on academic probation or suspension) and must not be on conduct probation for a Student Conduct Code violation unless travel is approved by the Vice President of Student Affairs. The Sponsoring Unit may submit the list of students to the Center for Global Engagement in order to determine the student’s eligibility for the trip.

Transportation:
Up-to-date information on vehicle use may be found: MSU Mankato Vehicle website: Car Rental | Minnesota State University, Mankato; msu_vs_enterprise_fy25.pdf; Policies - Fleet Vehicle Services | Minnesota State University, Mankato; Vehicle Use | Minnesota State University, Mankato; Minnesota State - Guideline 5.19.3.1 Driver's License Record Check

1. Automobile: For required field trips related to classes, transportation to the site(s) should be made available. Students may take their own transportation, but faculty may require that students utilize the provided transportation where vehicular travel space is limited or to reduce environmental impact. 
2. Vehicles operated by any Minnesota State University employee, student, or other authorized person for MSU/State business must comply with MSU Vehicle Use  and State Vehicle Usage policy, the lease or rental of High Occupancy Vehicles (HOV’s) Vehicles with a capacity of 10 or more occupants, including the driver) for university sponsored travel is permitted under the following:

Minnesota Department of Administration, Risk Management “Fleet Standards” Issued: July 2007; Revised: May 2024; Section 11 High Occupancy Vehicles (HOV’s); Pg 8.

11. HIGH OCCUPANCY VEHICLES (HOV’s):

11.1. Any person operating a HOV must first pass an agency approved training that includes concepts specific to operating HOV’s. A refresher class must be completed every two years. Alternatively, drivers in:

• • possession of a valid Commercial Driver License (CDL) with a passenger endorsement or a valid CDL with a school bus endorsement may be exempt from the HOV training.

11.2. Any entity operating a HOV will provide CDL training or equivalent HOV driver training to comply with the requirements in item 11.1.

11.3. HOV’s will only be used for towing trailers in accordance with Section 13, Trailer Towing.

11.4. HOV’s must never be operated with luggage or any other materials on the roof.

11.5. 15-passenger vans will not be purchased, rented, or leased. 11.6. For more information, see Passenger Van Safety Tips.

Minnesota Department of Administration, Risk Management “Fleet Standards” Issued: July 2007; Revised: May 2024; Section 11 High Occupancy Vehicles (HOV’s);

MFSS revised_05_2024_tcm36-625204.pdf

1.  Drivers of a vehicle used for a student trip must agree that they will:
   • Have a valid US driver's license.
   • Use and require all passengers to use seat belts or other available occupant restraints and require all occupants to do likewise in accordance with state laws. (The number of passengers may not exceed the number of seat belts.)
   • Operate the vehicle in accordance with applicable university and MinnState policies, know and observe all applicable traffic laws, ordinances and regulations, and use safe driving practices at all times. MSU adheres to the State Vehicle Use Policy with certain additions set forth in this policy. All drivers who drive vehicles for MSU business must sign a Vehicle Consent Agreement(VUA).
   • Assume all responsibility for any and all fines or traffic violations associated with their use of the vehicles.
   • Take sufficient breaks and rotate drivers to remain alert.
   • Not drive between the hours of 1:00 am and 5 am. Exceptions can be granted by the Sponsoring Unit if appropriate.
   • Not allow the use of alcohol or drug use by anyone in the vehicle.
   • Not use handheld electronic devices while driving.
   • Not transport unauthorized passengers such as hitchhikers, family members, or friends.
   • Turn off the vehicle, remove the keys, and lock the vehicle when it is left unattended.
   • Drive the vehicle at speeds appropriate for road conditions.
   • Immediately report all accidents involving any vehicle used for trip to the police and the Sponsoring Unit. The Sponsoring Unit is responsible for completing the Safety & Risk Management Report of Incidentwithin 5 days.

           A Driver's Agreement may be used for to obtain the driver(s) agreement.

2. Airline travel Airline tickets purchased by the university must be purchased with an appropriate university P-card. Faculty and employees should not use personal credit cards to buy tickets for themselves, students or other employees for university travel.

Automobile Insurance Information:
A description of the university’s automobile insurance coverage can be found on the MSU Vehicle Use site. Rental Vehicles: All vehicles that are rented by MSU in the United States and Canada are automatically covered physical damage under the university’s insurance for the first 30 days. Physical damage coverage is also provided for vehicles when rented using the university P-card. The P-card must be in the name of the vehicle driver for coverage to apply.

Registered Student Organizations that are renting vehicles follow the guidelines on MSU’s Vehicle rental page.

Personal Vehicles:
Faculty, staff, volunteers or students who use their personal vehicles to travel on official university business should be aware that the university’s insurance coverage does not extend to personal vehicles.  The vehicle owner’s insurance is considered the primary coverage in the case of an accident. 

What to do in case of an emergency/car accident

1. If there are any injuries, call an ambulance. Most communities have a "911" system that would allow you to call a single number to dispatch all necessary emergency services.
2. Call the local police or highway patrol and report the accident.
3. Call the Sponsoring Unit Contact Person. This contact is responsible for contacting the appropriate campus officials. If the contact is not available, call the Campus Security dispatch (507)-389-2111 or Campus Security Authorities
4. Make or assist students in making arrangements for the students' alternative travel and/or lodging. The students may wait for repairs or may make alternative travel plans.
5. Advise the Sponsoring Unit Contact Person of what the plans are for each student.
6. Contact MSU Security for completion of any additional reporting. (507)-389-2111. The person most knowledgeable about the incident should complete the report. If there are questions about filling out the report, contact Campus Security Authorities  
7. To report incidents of domestic violence, dating/relationship violence, sexual assault, or stalking, discrimination/harassment (protected class) you may opt to report the incident directly to the Office of Equal Opportunity and Title IX in Armstrong Hall 112; 507-389-2986; or online on their website. The Office of Equal Opportunity and Title IX will take a report of on-campus or off-campus conduct that impact the University community.

Accommodations of Students with a Disability:
If any student with a disability requires accommodation to participate in the trip, the sponsoring unit should contact Accessibility Resources for assistance in providing reasonable accommodations.

Compliance with University Policies and Trip Requirements:
All faculty, staff and students participating in a university related travel are bound by applicable university policies, including the Workplace Environment policy. The university has provided Crime Reporting Requirements to assist with the compliance with the requirement to report certain crimes which may occur on overnight student trips.  

Expectations for Sponsoring Units:
The Sponsoring Unit is responsible for the trip and will assist the traveling students and the Instructor or Trip Coordinator as necessary in planning the trip, maintaining the appropriate information about students on the trip and responding to incidents, emergencies and accidents. 

The Sponsoring Unit will report any criminal activity or property loss to the Office of Clery Compliance to assure appropriate reporting under the Clery Act. Sponsoring Units that would like to have assistance in planning a trip so as to minimize risks may contact MSU Center for Global Engagement, and Safety and Risk Management.

Expectations for Student Travelers:

1. Conduct
   Each student is required to act in a responsible and appropriate manner. Each student is required to refrain from behavior that may pose a risk or harm to themselves or others. Each student assumes the risks related to the activity.  Students must comply with any written requirements for conduct established by the sponsoring unit and must comply with the Student Conduct Policies at all times during the university related trip. Any infractions by traveling students should be reported to the Sponsoring Unit and the MSU Vice President of Student Affairs Office. Students who fail to comply with conduct rules may be subject to discipline, including dismissal from the trip with a requirement to return to the University or the student’s home and may be charged under the Student Conduct Code.
2. Travel and Emergency Funds: All travelers should be aware that the university assumes no responsibility for providing students with funds in case of emergency. Each student should be prepared to assume their costs of travel and lodging if there are unanticipated delays or other incidents which may require additional expenditures. Each department or registered student organization should advise students that they should be prepared to provide funds to cover expenses in the case of an unforeseen emergency. Costs such as uncovered medical costs, food and hotel charges may be necessary, and students should be prepared to pay these costs.

Medical Consents and Medical Insurance Information:
MSU, Mankato has no source of insurance which provides medical coverage for student travelers in domestic settings. Any student who is traveling is required to have their own medical insurance. University employees are covered by the MSU workers' compensation program if injured in the course and scope of employment. Any costs not covered by the traveler’s insurance will be the responsibility of the traveler. Those planning a trip should advise travelers to carry identification and their medical insurance cards with them.

The Sponsoring Unit should request copies of the students' medical insurance cards and ask students about any medical conditions, allergies that may be relevant in the case of an emergency. If students are going on an extended trip, the Sponsoring Unit may request students to sign medical consent forms authorizing them to give consent in cases of emergency (sample medical consent form). This information is confidential and should be secured by the Sponsoring Unit and not disclosed to third parties unless necessary for the medical treatment of the student.

Important Phone numbers:

University Security (24 hour dispatch)	(507) 389-2111   security@mnsu.edu
Center for Global Engagement	(507) 389-1341/ (507) 389-6724
Dean of Global Education	(507) 389-1488
Safety and Risk Management	(507) 389-5568

Appeal procedure: 
Students who are deemed ineligible for participation may submit an appeal, through the following process:  

1. The student submits a written statement explaining the reason(s) for which they believe that they should not be required to adhere to the Minnesota State Mankato University-sponsored travel policy student participation eligibility requirements. If the appeal is because of a conduct case, they should indicate the nature of the alleged incident and reasons for which they believe an exception to the eligibility requirements.
2. Student must provide one letter of support or other supporting documents from faculty or staff who can comment on their preparedness for the university-sponsored travel program.

3. If the appeal is part of an academic exchange or short-term program through the Center for Global Engagement, the appeal would need to be approved prior to the student's placement at the host school/host program. If the host school (and/or the Exchange agreement or Partner provider) has a separate eligibility requirement, the student would need to follow any additional appeals process, if applicable.  

Rationale

Minnesota State University Mankato promotes learning in service to the global community by providing academically challenging, geographically diverse, and safe international learning opportunities for students. This policy provides guidance to University departments, in undertaking University-sponsored student travel programs, and to students seeking educational opportunities in those programs. The principles guiding this policy include: integration within the curriculum, partnerships with institutions abroad, concern for the health and safety of all participants, and an emphasis on affordability.