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Student Travel

The purpose of this policy is to set forth special rules outlined by the Board of Regents of The University of Texas System (Policy X.D.2.01 and Sections 51.949, Texas Education Code) to inform MD Anderson students and employees who participate in certain student travel activities of important safety rules.

The University of Texas MD Anderson Cancer Center supports the educational, research and service activities of its students by organizing and sponsoring certain approved travel activities. It is the policy of MD Anderson to promote safe travel practices for students.

Scope

This policy covers student travel undertaken by one or more students to reach an activity or event that meets all of the following criteria:

  1. The activity or event is organized and sponsored by The University of Texas MD Anderson Cancer Center or the University of Texas System
     
  2. The activity or event is located more than 25 miles from MD Anderson; and
     
  3. Travel to the activity or event is funded by MD Anderson or the University of Texas System and undertaken using a vehicle owned or leased by MD Anderson; OR travel is required by a student organization registered at MD Anderson (if the student organization has received prior approval by the appropriate institutional officer).

For policy information about approval of travel activities and reimbursements for travel expenditures, please consult with MD Anderson's Department of Travel Management Services.

Definitions

  • Students – Those students currently enrolled in a program offered by The University of Texas MD Anderson Cancer Center School of Health Professions
     
  • Organized and Sponsored Activities or Events – Those activities or events that have been planned and funded by MD Anderson and approved by the designated administrator

Release of Liability

Students who are travelling to a destination outside the campus should review and sign a  Release of Liability form available in the Dean's Office. The completed and signed document should be returned in to the Office of the Dean prior to undertaking the travel. 

Safety Policy

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 laws 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 laws or regulations and comply with all other applicable requirements of federal or State laws 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 laws or regulations or four hours, whichever is lower, without scheduled rest stops or overnight stops.

Travel Using Vehicles Owned or Leased by MD Anderson

Service and Maintenance

Each vehicle owned or leased by MD Anderson is subject to scheduled periodic service and maintenance by qualified persons and all applicable requirements of The University of Texas System Business Procedure Memoranda.

Operators of Vehicles

All operators of vehicles owned or leased by MD Anderson must be employees (faculty and staff) of MD Anderson and must 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 MD Anderson's Fleet Management in the Department of Facilities and Site Services.

Travel Using Rented Vehicles

All student travel undertaken using rented vehicles shall comply, where applicable, with the State contracts for rental cars and all applicable requirements of The University of Texas System Business Procedure Memoranda. For more information, please contact MD Anderson's Department of Travel Management Services.


© 2014 The University of Texas MD Anderson Cancer Center