OFFICE OF INTRAMURAL, RECREATION, AND SPORT CLUBS

SPORT CLUB TRAVEL POLICIES AND PROCEDURES

 

 

Authorization

Required Travel Forms

Itinerary

Trip Management

(Rules for Drivers)

Party (authorized travelers)

Travel Advance Money

Driver Authorization

Personal Vehicle Use

University Owed Van Use

Rental Car or (7) vans

University Travel Policy

Accidents

Clubs are reminded that there are risks associated with travel. If the weather conditions are hazardous, for instance heavy snowfall, it is recommended that clubs call the opposing team before leaving to inquire about cancellations. If the contest is not canceled, clubs should use good judgment in traveling. If in doubt- DO NOT GO!

Teams are encouraged to contact the National Weather Service for more information

Travel Authorization

1. All clubs must have written University approval one week prior to taking any road trips.
2. When a club's schedule has been completed, an officer must submit a written list of trips to be taken including the following: Destination, date and time of departure, date and time of return, number of participants traveling, number and type of vehicles to be used [rental or private].
3. A travel itinerary must be submitted to the Assistant Chair Intramural, Recreation, and Sport Club for approval and authority for each trip.
4. Failure to file for authorization will result in non-reimbursement of expenses and also can result in suspension of the club.

Travel Forms Required
The Assumption of Risk and Agreement is required by all individuals prior to participation with the club and must be on file before travel is permissible for the individual. The forms include a travel itinerary, team roster, private drivers and proof of driver's license and insurance.

Travel Itinerary
Clubs must file a travel itinerary and roster for every trip. Clubs using rental vehicles or public carriers need only list the individuals by name, date, destination, departure and returning time, coach or advisor, carrier, and rental plate numbers. Trips over 250 miles (Assistant Chair Intramural, Recreation, Sport Club must approve such trips in advance).

Travel Party
Only approved club members, coaches, advisors and chaperones are to travel in rental vehicles. Any unauthorized passengers taken in private vehicles are taken at the risk of the car owner.
Unauthorized passengers are identified as friends, siblings, girl/boyfriends, and any other persons with no direct relationship to the club.

Annual Renewal
Each year, the student must complete a new statement of driving qualifications and the MVR must be checked again. Student drivers must adhere to the following regulations. Have valid drivers license in their possession. Must be alcohol and drug free, including illegal, prescription, and non-prescription drugs Must limit use of as authorized and may transport only those on University business (no family members, hitchhikers, friends, or anyone else not on official University business)

Travel Advance

1. Request a "travel advance" from your Sport Club account.
   Fill out an Expense Request Form with the amount and prices quotes for all of your needs (ex. Cab estimates, food, etc).
2. Requests must be turned in at least two weeks before you leave for your trip.
3. Submit the request with name of service, price quotes, total amount, and attached to the Expense Request form to the Sport Club Office, Assistant Chair of Intramural, Recreation, Sport Clubs
4. Immediately following the trip, all original receipts must be turned in and match the dollar amount of the advance. If the amount of the receipts falls below the amount received then a check/cash will have to be paid back for the difference. If the amount is over what you received then a reimbursement will be processed.
5. Any advances not cleared up within the time amount agreed upon will have to file taxes on the cash at the end of the year.
6. As soon as all receipts match, or the advance is paid back the advance will be cleared out.
7. **Only one advance per person. No other advances can be taken out until a prior advance is completed.**

Drivers

(Must complete Personal Vehicle or Van Authorization forms to be eligible)

1. Drivers must hold a driver's license recognized as valid for the operation of motorized vehicles.
2. Drivers' will be required to be certified to drive rented vehicles, by the Office of Intramural, Recreation, and Sport Club for travel to and from competitions.
3. Drivers will be required to complete the On-line Van Training Course before renting or using the university, rental cars or 7 passenger vans (12-15 passengers vans are not permittedto be used by any club. * exception: university van).
4. Only official travel party members or certified public carrier drivers are allowed to drive. (see personal vehicle authorization below)
5. Individuals who have consumed alcoholic beverages, illegal drugs or prescription drugs that warn of hazards of operating a motorized vehicle during use are strictly prohibited from driving. All drivers are expected to observe all traffic regulations and safe operating procedures.
6. Drivers who are ticketed or fined on club trips are responsible for the payment of the fines and are prohibited from driving groups for future club trips.

Accidents

1. If a club is involved in a collision, they will be held responsible for the deductible payment through their Sport Club budget, with the exception of collisions involving recklessness as determined by the Assistant Chair Intramural, Recreation, and Sport Clubs.
2. All accidents must be promptly reported to Assistant Chair, Intramural, Recreation, Sport Clubs and to Risk Management for investigation.
3. For all accidents, it is important that you document in writing at the time of the accident with the following information: specific location; involved vehicles identification (license, driver's names, addresses, telephones, insurance company and policy #, vehicle make); specific area of damage on all vehicles; injured parties names, telephones, type of injury suspected; passengers & witnesses names and telephones; any special circumstances associated with the accident;
4. All traffic citations must be reported to the Assistant Chair Intramural, Recreation, Sport Clubs
5. Consequences, driver with traffic citation or "at fault" accident may no longer drive. Club or activity responsible for vehicle physical damage up to the University deductible, currently $250. Other student disciplinary procedures as appropriate

Use of Personal Vehicles
It is preferred that Sport Club use vehicles rented from the University approved rental companies for travel to club events. The following information must be on file with the Office of Intramural, Recreation, and Sport Club prior to the driver transporting university students, faculty, staff, alumni and spouse to meetings, competitions, lectures. If a private vehicle is used for this purpose the following rules must be followed:

1. The driver must have valid drivers license
2. The vehicle must carry insurance coverage in the amounts not less than; Bodily Injury - each person $250,000 - each occurrence $500,000, Property Damage - each occurrence $100,000. Owners of private vehicles should make sure that they maintain adequate liability and physical damage insurance.
3. The vehicle should be in good condition and operated in a safe, sober, and responsible manner.
4. University insurance does not protect Sport Club or their members in use of vehicles.
5. Must complete and submit a Personal Vehicle or Van Authorization forms for each driver to be eligible.
   

University Fifteen Passenger Van and Rental Vehicles
Office of Intramural, Recreation, Sport Club Rental Car and Van Policies

1. Trips using a truck or 15-passenger van
   No 15-passenger vans may be used outside Chicagoland area of Lake, Cook, DuPage, and Will Counties in Illinois and Lake County, Indiana.
2. Driver must be at least 20 years old
3. Students must apply for the privilege of driving and sign a form acknowledging the rules (see section III A)
4. Dean of Students in the University and the Assistant Chair Intramural, Recreation, Sport Club will not permit a student to drive a vehicle on a University authorized trip unless the driver meets the minimum criteria (see section III B) including the following:
5. Check the state of licensure's motor vehicle record (MVR) through the University of Chicago Police Department
6. Test the driver's ability to drive the vehicle by actually driving the vehicle (road test). Successfully complete an approved driver training
7. National Safety Counsel course or Computer-based training Drivers MVR must be checked at least once each year
8. Student drivers must adhere to regulations (see section IV)
9. Individual teams make all rental arrangements. If club funding is sufficient, rental vehicles or public carriers are to be used.
10. The Department of Physical Education and Athletics and the Office of Intramural, Recreation, Sport Club must authorize club drivers.
11. Reservations for the university Sport Club van must be made through the Assistant Chair Intramural, Recreation, and Sport Clubs.
12. All requests for the Sport Club van must be made through the Assistant Chair Intramural, Recreation, and Sport Club two weeks prior to the trip
13. The university Sport Club van must be signed out and keys picked up by 12:00p.m. the day of departure of 12:00p.m. for Friday, Saturday, and Sunday use at the Director's office. and picked up at the Pierce parking lot by club drivers. The vehicle inspection report must be completed each time of use. Clubs are to check vehicle carefully for damage before departure
14. Clubs are to record mileage sheets and return inspection reports with the keys the next day or Monday 12:00p.m. for weekend use
15. Vehicles are to be returned, fully gassed, directly to the 55th Street parking garage on the 4th level immediately upon dropping club members back on campus after the trip.
16. Violation of the return policy will result in a $25.00 fine and possible suspension of vehicle privileges.
17. Mileage Rate repetitive use will be charged at a rate of $.405/mile.
18. Vehicles are not to be used for personal business, cruising, trips to player's homes, apartments, etc....
19. Vehicles are to be cleaned of all litter before returning. A $25.00 fine per incident and possible suspension of vehicle privileges.
20. All damages and accidents must be reported to the agency and the Office of Intramural, Recreation, Sport Clubs.
21. Club members are responsible for all expenses related to misuse.

Vehicle Inspections
Must check the vehicle before driving to make sure that the lights, brakes, horn and steering are operating properly and for University owned vehicles and rental vehicles, complete vehicle inspection form Prior to use and at end of trip

University Travel Policy (Personal, Rental Car and Van Policy
Scope-This policy applies to student use of vehicles on University authorized trips in the following areas: Student organizations, Sport Clubs/Athletics, Volunteer (Community Services), Housing activities, Administration Dean of Students in the University and the Assistant Chair Intramural, Recreation, Sport Club are responsible for the administration of this policy. Risk Management Department will monitor the effectiveness of this policy.

Driver qualification

1. Apply for MVR approval and Complete On-line testing
2. Complete Driver testing conducted by Police Department
3. Students must apply for the privilege of driving and sign a form acknowledging the rules. To do so, students must
4. Provide a photocopy of their valid driver's license
5. Provide a statement of driving qualifications by completing a check box form showing:
6. Length of time licensed
7. Approximate miles of driving experience
8. Types of vehicles driven
9. Indicates whether cited for a traffic violation or involved in an accident
10. Sign an acknowledgment form stating that student
11. Will follow rules for vehicle use
12. Has no physical impairment that affects driving
13. Has a valid drivers license in possession
14. Will report accidents and traffic tickets promptly
15. Understands that violations subject to University discipline
    

Dean of Students in the University and his/her designees will not permit a student to drive a vehicle on a University authorized trip unless the following are met

1. Minimum age for university van: 18 for vehicles other than 15 passenger vans or trucks, 20 for 7 passenger vans
2. Rental car company minimum age requirements apply
3. Minimum driving record
4. Valid US driver's license for at least two years
5. More than 2,000 miles driving experience
6. Has received no moving violations or convictions or court-ordered supervision

Trip management

No one may

1. Operate a vehicle for more than three consecutive hours
2. Six total hours in one day
3. Ride in a vehicle for more than 16 hours within a 24-hour period
4. All trips over 250 miles must be pre-approved after submission of proposed route, itinerary, passengers and designated drivers
5. At least one other person must be awake in the seat next to the driver at all times
6. No driving between 12:00 midnight and 6:00 am
   

Questions or comments?
Contact the University of Chicago Office of Intramural, Recreation, Sports Clubs.