An overview for faculty, staff and students

Things We Will Cover How to Access the Forms Online Driver Certification Form Student Travel Itinerary-Emergency Contact Waiver Form Student Travel Approval Form Class Field Trip Itinerary-Emergency Contact Waiver Form Common Issues/Mistakes with Filling out the Forms Who to Send the Forms To

Accessing Forms Go to Find and click on the “Campus Life” tab/link towards the top of the main web page Click on the “Campus Safety” link Look in the “Inside” section. At the very bottom of that “Inside” section, which is on the main Campus Safety page, you will see “Student Travel” Clicking on “Student Travel” will take you to the forms and contact information for Campus Safety and Student Affairs staff associated with student travel

Driver Certification Everyone, including faculty, staff and students, traveling on Oregon Tech business needs to submit a Driver Certification Form EACH ACADEMIC YEAR. September 1 st of each year starts the new record keeping period. The Driver Certification Form has four main components that need to be completed. Those components are: Driver information (address, license, ticket and accident history) Signatures (from the driver and their department chair/supervisor/director) The driver waiver of liability A photocopy of the front of the driver’s license

Driver Certification Make sure to address the “yes” or “no” section on the front of the certification form as to whether or not you have been involved in accidents or have received tickets. If you check yes, make sure to list the tickets and/or accidents on page 2 of the driver certification form (which will be the second page on the online form as well). Remember to include any accidents or tickets you have received for the last 3 years only. Please know that too many accidents and/or tickets may disqualify you from driving on behalf of Oregon Tech.

Driver Certification The driver waiver of liability needs to be filled out if you plan to drive a PERSONAL vehicle on Oregon Tech business. The waiver should be the 3 rd page of the online form. If you do not plan on driving a personal vehicle on Oregon Tech business for the ENTIRE ACADEMIC YEAR, please attach a note to your form indicating that you will not be driving personal vehicles. When in doubt include a signed waiver of liability, simply because you may not know for sure if you will drive a personal vehicle.

Driver Certification We will need a copy of the front of your driver’s license only for the certification form. Prior to turning in your form to Campus Safety, make sure that you have the department chair/director/supervisor section signed by whomever your supervisor or group leader is. The section that needs to be signed is directly under the section where the driver signs the form.

Travel Itinerary-Emergency Contact Waiver A Travel Itinerary-Emergency Contact Waiver Form only needs to be submitted by STUDENTS traveling on Oregon Tech business or those faculty and staff members TRANSPORTING STUDENTS on Oregon Tech business. Please note: travel itineraries, whether they be for class field trips or regular trips, DO NOT need to be turned in for trips of 25 miles or less from campus, whether that’s the main campus or Wilsonville If a staff member is traveling with another staff member or by themselves on Oregon Tech business, then they DO NOT need a Travel Itinerary- Emergency Contact Waiver Form. They will, however, need to make sure a Driver Certification Form is turned in. The Travel Itinerary-Emergency Contact Waiver Form, along with the Driver Certification Forms, need to be turned in to Campus Safety BEFORE the trip can be approved by the VP of Student Affairs. Paperwork, ideally, should be turned in at least 10 days prior to a trip.

Travel Itinerary-Emergency Contact Waiver Only 1 Travel Itinerary-Emergency Contact Waiver Form is needed per trip. The 2 nd page of the itinerary allows you to group travelers by vehicle. Print off as many copies of the 2 nd page as you need to account for the individuals traveling. Students may only drive 7-passenger vehicles and may only drive 300 miles per day. If traveling more than 300 miles a relief driver (or multiple relief drivers) is required. Indicate on the form whether you are flying, driving, traveling by train or doing any combination of the 3. If flying or traveling by train include the flight and/or train ticket information. Make sure to attach a Google travel route map outlining your planned route if driving. Additional paperwork and/or documentation is needed by Risk Management if you are traveling internationally.

Student Travel Approval Form The Student Travel Approval Form must be submitted to the Vice President for Student Affairs & Dean of Students Office at least 10 days prior to travel. Office Location: College Union, Room 217. Each trip requires only 1 Travel Approval Form regardless of how the students are traveling. Academic Support Person available for making travel arrangements when related to an Academic Program. Campus Life Support Person available for making travel arrangements when not related to an Academic Program.

Student Travel Approval Form Hotel, Rental Car, Flight and Registration Fee must be arranged and paid for prior to travel. These arrangements can be made prior to submitting the Student Travel Approval Form to Student Affairs. Keep receipts for parking, taxi, shuttle and/or fuel. Student meals are not reimbursable. If a faculty advisor attends the trip, they may check out a Club Pcard from Campus Life or Student Affairs to purchase meals during the trip.

Class Field Trip Itinerary-Emergency Contact Waiver The Class Field Trip Itinerary-Emergency Contact Waiver Form was created so faculty could fill out 1 form for the entire term as opposed to multiple forms for each individual trip. The same rules apply regarding the 300 mile per day driver limit, attaching a Google map and including train/flight information. A class roster must be attached to the submitted form. Without notification it will be assumed that all students listed on the class roster will be attending each trip. There is a space on the form to list 3 trips for the term. If there are additional trips scheduled attach a list of the additional trips.

Class Field Trip Itinerary-Emergency Contact Waiver The 2 nd page of the class field trip itinerary is the same as the 2 nd page for regular travel itineraries. Fill out this page only once for the term. Again it will be assumed that all students from the roster will be traveling for each trip unless notification is given to Officer Chris Bowman with Campus Safety. Designate who the drivers will be, whether it’s students, faculty or both, and make sure to list those drivers on the form. Also ensure that each driver has a current certification on file before the trip takes place Class field trip itineraries ARE NOT needed for “ongoing, clinical style rotations”. Only driver certifications are needed. “Ongoing, clinical style rotations” refers to programs such as clinical lab science, paramedic or dental where ongoing rotations in labs, prisons, fire departments or hospitals occur One off or sporadic field trips not occurring weekly still need a class field trip itinerary

Common Issues/Mistakes Signatures: often certifications are turned in without a supervisor/director/department chairs signature. License: often certifications are turned in without a photocopy of the front of the license. Make sure that is attached before turning in the form. License: it is the driver’s responsibility to turn in a current copy of your license should yours expire before the end of the year. Emergency Waivers: DO NOT list someone else on the trip as your emergency contact. Your emergency contact MUST be someone not going on the trip.

Common Issues/Mistakes Itineraries: once you decide who is traveling with who make sure to keep that plan in place. Often we get multiple itineraries for the same trip because students randomly decide to change who they are riding with. Emergency Waivers: the emergency waivers for the regular travel itineraries are PER TRIP waivers, meaning you have to fill out a waiver for each trip. The only exception is the class field trip itinerary, which requires only a one time waiver. Often students will fill out waivers once and think it covers the entire academic year.

Common Issues/Mistakes Itineraries: to clarify, the Class Field Trip Itinerary-Emergency Contact Waiver Form is for class field trips for the TERM ONLY. Club, group or department travel for “one off” or random trips requires the regular Student Travel Itinerary-Emergency Contact Waiver Form for each trip. General: it is required and expected that you have a point of contact for gathering all required information and documents for a trip. Having one person who collects all the information allows for a point of contact if problems arise with documents either improperly filled out or missing information. Typically that point of contact should be a faculty or staff member.

Sending the Forms Campus Safety Location: Cornett Hall, Room 231 Student Affairs Location: College Union, Room 217 Each of the remaining forms, to include the itineraries, waivers and approvals go to the following: Driver Certification Forms – Campus Safety Only Student Travel Itinerary-Emergency Contact Waiver Form – Campus Safety Only Student Travel Approval Form – Student Affairs Only Class Field Trip Itinerary-Emergency Contact Waiver Form – Campus Safety Only

Sending the Forms If you are unsure of where to send the forms, or can’t seem to remember, look at the top right corner of each form. The top right corner will say either “Campus Safety” or “Student Affairs”. This does not apply to the driver certification form, which does not have a notation at the top. This form, as previously stated, goes to Campus Safety

Any Questions/Concerns? Any questions/concerns? If you have any questions or concerns after today’s training, contact the following individuals for assistance: For driver certifications or itineraries-emergency waivers: Christopher Bowman, Campus Safety / Phone: / Fax: / Location: Room 231 in Cornett Hall Note: Officer Bowman works from 6am to 4pm Wednesday through Saturday. Any paperwork turned in outside of those days and times may be delayed in getting reviewed/approved For Student Travel Approval Forms: Nellie Stewart, Student Affairs / Phone: / Fax: / Location: Room 217 in the College Union