1. Oregon Tech Driver Certification and Student Travel:
An overview for faculty, staff and students

2. 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

3. Accessing Forms Go to www.oit.edu/student-travel or..........
Find and click on the “Campus Life” tab/link towards the top of the main web page
Click on the “Campus Safety” link
Look under “campus services” section on the left side of the page. On the 3rd entry down you will see “Student/Employee Travel”
Clicking on “Student/Employee Travel” will take you to the forms and contact information for Campus Safety and Student Affairs staff associated with student travel

4. Driver Certification
Everyone, including faculty, staff and students, traveling on Oregon Tech business needs to submit a Driver Certification Form EACH ACADEMIC YEAR. September 1st 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

5. 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 excessive tickets, or severity of the violation, may disqualify you from driving on behalf of Oregon Tech.

6. 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 3rd page of the online form. NOTE: The waiver does refer to the State Board of Higher Education, however Oregon Tech and it’s governing board have adopted the rules and regulations previously in place under the State Board. The waiver will be modified at a later date
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.

7. 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.

8. 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. If a faculty member is traveling with students they must also fill out a waiver
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.

9. Travel Itinerary-Emergency Contact Waiver
Only 1 1st page of the Travel Itinerary-Emergency Contact Waiver Form is needed per trip. The 2nd page of the itinerary allows you to group travelers by vehicle if needed or wanted. Print off as many copies of the 2nd page as you need to account for the individuals traveling.
Students may drive up to 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.

10. 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.

11. 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.

12. 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, driving up to 7 passenger vehicles, 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.

13. Class Field Trip Itinerary-Emergency Contact Waiver
The 2nd page of the class field trip itinerary is the same as the 2nd 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 will need to use the regular Student Travel Itinerary form

14. Common Issues/Mistakes
Signatures: often certifications are turned in without a supervisor/director/department chairs signature. Also chairs or supervisor’s CANNOT sign as their own supervisor
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. Again we only need a copy of the front of the license
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.

15. Common Issues/Mistakes
Itineraries: once you decide who is traveling with who make sure to keep that plan in place as much as possible. Often we get multiple itineraries for the same trip because students randomly decide to change who they are riding with
Itineraries: all travelers on the trip, regardless of faculty, staff or students must fill out an emergency waiver. Also limit non-Oregon Tech involvement in travel
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.

16. 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, class or department travel for “one off” or random trips requires the regular Student Travel Itinerary-Emergency Contact Waiver Form for each trip.
General: make sure that names match. Don’t use a middle name as a first name on one form, the full name on another or your married name on one form and your maiden name on another
Itineraries: at the top of the 2nd page – date/time of leaving and return
General: it is required and expected that you have a point of contact for gathering all required information and documents for a trip. Typically that point of contact should be a faculty or staff member.

17. 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

18. 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, or during extended time off, may be delayed in getting reviewed/approved
For Student Travel Approval Forms: Rachel Winters, Student Affairs / Phone: / Fax: / Location: Room 217 in the College Union