Sport Club Travel Policy
The Department of Athletics & Recreation and the University of Chicago seek to promote safe travel to events and activities occurring both within and beyond the boundaries of University property by all Sport Clubs. As such, the travel policy applies to all Sport Club travel in instances where the travel is sponsored by the Department of Athletics & Recreation as well as where a Sport Club travels on behalf, or with the financial support, of a Recognized Student Organization (RSO) of the University of Chicago. The travel policy applies to all travel taken by clubs attending both in-town and out-of-town practices, events, competitions, activities and programs. Examples of activities and events that fall under this policy include but are not limited to: Sport Club trips/travel, Sport Club Fund (SCF) and/or Student Government-funded travel, and in situations where a student or club officially represents the University of Chicago (e.g. academic team competitions, conferences, and other programs).
All club travel must meet the following requirements:
- Club travel must be consistent with the organization's mission statement and constitution on file with the Associate Athletic Director for Recreation and Fitness and/or Center for Leadership and Involvement. Travel must be planned so as not to create an undue interference with academic responsibilities.
- An individual student or club must complete and submit the Travel Registration Form to the Center for Leadership and Involvement no later than ten (10) business days before the scheduled trip. Please know that the travel form will be reviewed by the RSO advisor. The travel form must be approved by the advisor before the trip can go forward.
- When students are driving for their student organization, whether in personal, rental, or University vehicles, all drivers must comply with the University's Vehicle Policy, including meeting minimum driving experience requirements, submitting relevant information and passing a driving background check, following all stated driving regulations, and completing any training requirements communicated by the University.
- Clubs must, as part of the travel registration process, supply the Center for Leadership and Involvement with the names, CNetIDs, e-mail addresses and contact numbers of all students traveling with the organization.
- Any trip taken without prior submission and approval of a complete and accurate Travel Registration Form, the submission of the applicable Vehicle Authorization and Acknowledgement form(s) and/or other violations of the travel policy may result in individual and/or club discipline and associated travel expenses will not be reimbursed.
There are risks associated with any type of travel. If the weather conditions are hazardous (e.g. heavy rain or snowfall) it is recommended that clubs call the host team/organization before leaving to inquire about any potential cancellations. If the contest is not canceled, clubs should use good judgment when traveling. Always err on the side of caution when deciding to travel and when traveling. Teams are encouraged to contact the National Weather Service for up-to-date weather information.
Travel Party
Only approved club members, coaches, advisors and chaperones may travel in approved vehicles. Any unauthorized passengers taken in vehicles driven for Sport Club purposes 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 Driving Renewal
Each year, Sport Club members planning on driving a vehicle for University (i.e. club) business must submit the necessary driving forms along with a copy – front and back – of a current driving license so that a Motor Vehicle Record (MVR) may be processed through the Department of Motor Vehicles (DMV).
All student drivers must:
- Have a valid U.S. driver’s license in their possession
- Be alcohol and drug free (including illegal, prescription, and non-prescription drugs) and
- Limit use as authorized and only transport those persons on University business. This means no unauthorized family members, hitchhikers, friends, or anyone else not on official University business.
Driver Qualifications
- Drivers must hold a U.S. driver's license recognized as valid for the operation of motorized vehicles.
- Individuals wishing to drive a van of any type will be required to complete an online driving program via the Associate Athletic Director for Recreation and Fitness.
(Note: 15-passsenger vans may NOT be used under any circumstance.)
- Only official travel party members are allowed to drive any approved vehicle after completing/submitting the necessary documentation which, in turn, must be approved by the Associate Athletic Director for Recreation and Fitness.
- Individuals who have consumed alcoholic beverages, illegal drugs or prescription drugs that may inhibit the operation of a motorized vehicle are strictly prohibited from driving. All drivers are expected to observe all traffic regulations and safe-operating procedures.
- Drivers who are ticketed or fined on club trips are responsible for the payment of any fines and will be prohibited from driving on any future club trips.
The following information MUST be on-file with the Associate Athletic Director for Recreation and Fitness prior to any driver transporting any persons for Sport Club purposes via an approved vehicle:
- A copy – front and back – of a current U.S. driver’s license
- A completed copy of one of the two applicable driving forms:
a. Student Vehicle Authorization and Acknowledgement Form
b. Non-Student Vehicle Authorization and Acknowledgement Form
Use of Personal Vehicles
The following information MUST be on-file with the Associate Athletic Director for Recreation and Fitness prior to any driver transporting any persons for Sport Club purposes via a personal vehicle:
- A copy – front and back – of a current U.S. driver’s license
- A completed copy of one of the two applicable driving forms:
a. Student Vehicle Authorization and Acknowledgement Form
b. Non-Student Vehicle Authorization and Acknowledgement Form
- A completed copy of the Personal Vehicle Authorization form
- Proof of insurance evidencing coverage in the amount of at least:
a. Bodily Injury – each person $250,000; each occurrence $500,000
b. Property Damage – each occurrence $100,000
Proof of insurance limits must be submitted via an insurance declaration page. This information is typically not found on insurance cards. Owners of private vehicles should make sure that an adequate amount of liability and physical damage insurance is always maintained.
All personal vehicles used should be in good condition and operated in a safe, sober and responsible manner. University insurance may not protect Sport Club members in use of personal vehicles.
Use of Departmental Vans
The Department of Athletics & Recreation has two 12-passenger vans for use by varsity teams and clubs. The vans can be found parked in the Campus North Parking Garage across from the Ratner Athletics Center on either the 3rd or 4th floor. These vehicles can exit/enter this garage with the transponder found on their visors. Users should try to park the vans on one of these same floors upon return.
Department van reservations should be submitted to the Associate Athletic Director for Recreation and Fitness via the Departmental Van Reservation form. Interested individuals must meet all of the qualifications for both driving in general as well as operating a 12-passenger van as outlined below in the Student Vehicle Loss Prevention Program.
Upon entry, gas tanks should be AT OR ABOVE a half tank. Failure to properly fill the gas tank after use will result in a $100 fine (to be deducted directly out of a group’s financial account). Multiple offenses may lead to the suspension of a group’s general driving and/or van privileges. If a van is found with below a half tank upon entry, please let the Associate Athletic Director for Recreation and Fitness know so that there can be follow-up with the previous users.
Vans should also be cleaned of any garbage (and/or personal belongings) at the end of each trip. Failure to adequately clean out the vehicle after usage will result in a $75 fine.
STUDENT VEHICLE LOSS PREVENTION PROGRAM
Minimum Driver Qualifications Standards
To drive a vehicle on University-sponsored travel, students must meet the following minimum standards:
Minimum age
- 18 years of age (for vehicles other than passenger vans or trucks)
- 20 years of age (for passenger vans or trucks)
Acceptable driving record
- Valid U.S. driver’s license for two years
- More than 2,000 miles of driving experience
- No moving violations, convictions or license suspensions on record
No medical conditions that would impair the ability to drive safely
Drivers not meeting these qualifications will not be eligible to drive under this program and will not be eligible for University provided automobile insurance. Rental companies may have additional requirements applicable to students attempting to rent a vehicle.
Driver Qualification Process & Required Documentation
Students must be approved prior to driving a University vehicle or driving on University-sponsored travel. To become an approved driver, students must follow the steps below. This process will qualify a student to drive on University travel for a period of 12 months.
- Make a photocopy of the front and back of a valid U.S. driver’s license
- Complete and sign the Student Vehicle Authorization Form
- Submit documentation to the Associate Athletic Director for Recreation and Fitness
The Associate Athletic Director for Recreation and Fitness will request a Motor Vehicle Record (MVR) through the University’s third-party vendor. MVRs that return with a history of tickets, accidents or other indications of unsafe driving practices will be reviewed by the Office of Risk Management to determine eligibility under this program. Please note that MVRs may take up to a month for processing. Students seeking approval to drive trucks or vans with no more than 12 passengers must complete these additional steps:
- Complete an approved computer-based driver simulation program. Programs are available through the Office of Risk Management and administered by the Associate Athletic Director for Recreation and Fitness.
It is also recommended that student drivers take a short (30-minute) online general driver safety course provided free of charge by United Educators. The Office of Risk Management can assist with providing access to this service.
Trip Management & Travel Authorization
All clubs must have written University approval via Blueprint BEFORE taking any road trips. Failure to file for advance authorization may result in non-reimbursement of expenses (and possible suspension of the club).
For extended trips (typically those over 250 miles), the following precautions are required:
- Students may not drive for more than three consecutive hours or six hours in one day.
- At least one person other than the driver shall always be awake and remain in the passenger seat.
- Vehicles may be driven between 6 AM and 12 AM only. Groups requiring overnight travel should plan on staying in hotels or other accommodations and not driving through the night.
Driving Rules & Regulations
Students driving under this program are expected to follow the rules and regulations outlined below. Failure to follow these guidelines will result in the removal of driving privileges and additional disciplinary procedures as determined by the Dean of Students.
Prior to departure:
- Make sure you have a copy of your driver’s licenses and applicable proof of insurance (e.g. personal, University, or rental).
- Be alcohol and drug free, including any prescription drugs that could impair your ability to drive safely.
- Check the vehicle for working lights, brakes, horn and steering.
- Limit passengers to the number of seatbelts and ensure all passengers are belted prior to departure.
- Family members, friends, or anyone else not involved in the University business shall not be transported in a University owned or rented vehicle.
While in transit:
- Cell phone use (talking or texting) is prohibited while driving.
- Obey all traffic rules and ordinances.
- Do not operate the vehicle in unsafe or hazardous conditions (ice, snow, heavy rain, dense fog).
- No smoking, eating or drinking while driving.
- Avoid consistent adjusting of controls for the radio, CD player or navigation system. Radios should be used at a reasonable volume which allows the driver to hear car horns or sirens from emergency vehicles.
- The use of headphones or earplugs while driving is prohibited.
When the trip is over, or making a stop, remove the keys and lock the vehicle. A vehicle stolen while the keys are in the ignition will not be covered under the University’s insurance program.
A note on traveling with minors (children under the age of 18):
- In general, it is strongly suggested that students not transport minors, even when minors are part of a University program.
- If such transport is unavoidable, students should avoid one-on-one situations in vehicles with minors.
Students are not allowed to rent or drive 15-passenger vans on University-sponsored travel.
Accidents
All accidents that occur while driving on University-sponsored travel must be promptly reported to the Office of Risk Management and the group/club advisor or applicable Dean of Students. Any traffic citations must also be reported as it may impact the ability to drive under this program.
Any group or club responsible for physical damage will be responsible for a portion of the University’s deductible. Currently, that responsibility is:
- $250 for University-owned vehicles
- $500 for rented vehicles
Failure to notify the appropriate offices of an accident or citation in a timely manner will result in disciplinary action and an additional $500 deductible for any physical damage or liability claims arising out of such incident. Program information, forms and claim information can all be found on the Office Risk Management website.
