When a registered student organization desires to participate in, or sponsors an event that occurs off the campus, and participation
requires vehicle use, the University is committed to promoting the safety of all participants. Therefore, the Bowling Green
State University student travel policy applies to all undergraduate registered student organizations as defined by the Bowling
Green State University Student Handbook. This policy is in effect whenever members of registered student organizations travel
as official or designated representatives of the University, or participate in an organization sponsored event where the University
is officially represented, outside the city limits of Bowling Green.
A. Registration of the Event
The organization must register each trip by submitting a completed travel packet as distributed by the Office of Campus Activities
(or designee) for all trip participants.
B. Advisor Participation
Upon review of the registration form, a staff member from the Office of Campus Activities (or designee) will determine if
the presence of a travel advisor is required. If a travel advisor is required to travel with the group, the travel costs
for the travel advisor will be paid from a special account designated for advisor travel and provided by the Office of Campus
Activities. If a travel advisor is not required to attend, the advisor of record, as listed on the student organization registration
form must sign off on the trip registration form. One member of the travel group must serve as the trip coordinator including
completion of trip coordinator training as provided by the Office of Campus Activities.
C. Transportation Requirements
Bowling Green State University has established transportation requirements as determined by the Office of Risk Management.
All of these related policies can be found on the Risk Management Web page (http://www.bgsu.edu/offices/riskmgmt/index.html).
Additionally, all travel participants are required to follow the transportation requirements summarized below as set forth
by the Office of Risk Management. Compliance with these items is required. These transportation requirements apply to travel
by car or minivan but do not apply to travel by air or charter bus.
1. Driver Requirements
- In addition to having a valid driver’s license, all drivers must consent to a motor vehicle record check annually when driving other than personal vehicles to verify the driver meets the accepted criteria in order to drive.
- All drivers must be at least 18 years of age.
- Drivers must obey all traffic laws including seat-belt use. If failure to obey traffic laws results in a ticket, the driver
is responsible for any fines including parking tickets.
2. Rental Vehicles
- Renting vehicles from University-approved rental car vendors is an accepted practice. Drivers must be at least 21 years
3. University Owned Vehicles
- Only licensed drivers who are at least 18 years of age may drive a car or minivan.
4. Personal Vehicles
- The use of personal vehicles is strongly discouraged because the institution lacks control over the condition, maintenance,
and insurance coverage on personal vehicles. Only licensed drivers who are at least 18 years of age may drive a car or minivan.
5. Large Passenger Vans
- Because large passenger vans pose a special risk, students are prohibited from driving or riding in a vehicle with more
than eight seats unless permission is granted by the Dean of Students (or designee). All drivers must complete the University
approved van driver safety course in situations where prior approval is granted to use large passenger vans.
- When using University owned or rented vehicles, the University provides all necessary liability and physical damage coverage.
In situations when personal vehicles are used, the University is unable to reimburse the vehicle owner for any accident-related
repairs or payment of deductibles. Personal vehicle owners are expected to carry automobile liability insurance in an amount
sufficient to cover any property damage or liability loss and be responsible for the payment of their own deductible including
the defense of any claim.
D. Driving Requirements
1. Travel routes must be planned in advance.
2. Drivers must have at least two years of licensed driving experience free of any court imposed restrictions.
3. Two University-approved drivers are required on trips greater than 250 miles one-way.
4. On long trips (over 250 miles one-way) drivers must rotate every three hours and no one person may drive more than eight
hours in a 24-hour period.
5. Drivers are responsible for knowing and following all motor vehicle laws and safety regulations for each state in which travel
6. The use of a cell phone is prohibited for drivers while driving.
7. The number of passengers may not exceed the number of available seat-belts.
8. Transporting minors unless accompanied by a parent or guardian is prohibited except in situations when the minor is a registered BGSU student younger than age 18.
9. If drivers are participating in events and driving on the same day, then drivers should rotate on a more frequent basis to
10. Driver fatigue is greater between the hours of midnight and 6:00 a.m. Drivers must use extreme caution when operating a vehicle
during this time. A second person should remain awake and ride in the front passenger seat.
E. Inclement Weather
1. When planning the travel route, check the forecast to see if inclement weather is predicted.
2. During inclement weather, travel safety should follow guidelines set forth by the National Weather Service. Drivers should
contact local law enforcement to determine the best course of action based on driving conditions.
3. During inclement weather drivers are to use extreme caution.
4. When driving in treacherous weather and conditions are deemed dangerous or unsafe, immediately cease all travel and find the
nearest shelter or hotel.
5. The University will defray the cost of an overnight stay if unexpected bad weather impedes the safe return to campus. Permission
to seek extended stays due to weather conditions must be approved by the advisor of record.
F. Behavioral Expectations
1. All participants who are defined as BGSU students are accountable to the BGSU Code of Student Conduct throughout the duration
of the trip.
2. Being under the influence, or in possession of alcohol or drugs in conjunction with the trip, and throughout its duration,
is prohibited regardless of the age of the student participant. This applies from the moment of departure from campus until
the return to campus, or at the moment the student participant disaffiliates from the approved travel arrangements in accordance
with the policies established by the Office of Campus Activities.
3. If the driver becomes aware of alcohol and/or drug consumption and/or possession, the driver should stop the vehicle and
request that these substances be removed from the vehicle before the trip is continued. Failure of any passenger(s) to comply
will cause immediate cancellation of the trip. Individuals as well as the student organization will be held accountable to
the policies set forth in the BGSU Code of Student Conduct.
4. Smoking is prohibited inside any University owned or rented vehicle.
5. The transport of hitchhikers or any unauthorized passengers is prohibited.
6. Use of other than a compact-size trailer is prohibited without consent of the Office of Campus Activities (or designee).
7. Students are encouraged to report reckless or irresponsible driving by other student participants so that appropriate safety
measures can be taken for future trips.
8. Driving in a foreign country poses extraordinary risks that may necessitate the purchase of special insurance. It is important
to consult with the Office of Campus Activities prior to traveling in a vehicle that crosses the border into another country
outside the United States.
9. All trip participants are ambassadors of Bowling Green State University and as such must represent the University in a positive
light. Alleged violations of the BGSU Code of Student Conduct will be referred to the Office of the Dean of Students for investigation
and resolution. BGSU students and the sponsoring organization are responsible for the behavior of non-BGSU students participating
in the trip.
G. Monetary Guidelines
Any person or organization using University funds for travel must comply with the expenditure guidelines established by the
Bowling Green State University Office of the Treasurer.
Requests for exemptions to any of the aforementioned policies are subject to approval by the Dean of Students (or designee).