Approved Travel Requests allow for a Class Absence Letter to be made for the participating club. Letters will not be created for a club without an approved travel request and notification within two weeks of departure. Individuals listed must have individual registration and eligibility forms complete in order to be added to the letter.

NOTE: This letter serves only to notify professors of absence, and is the responsibility of each student to complete all work and discuss their absence in advance with professors. 

Clubs should research and reserve lodging that works with their event, location, and budget. Please contact Club Sports Administration if your organization needs help with organizing lodging needs. Airbnb's must be approved prior to booking or will be considered out-of-pocket expenses that the club must payback.

Clubs are expected to comply with the following:

• Arrangements are not to exceed the room(s) established maximum capacity. 
• Room assignments must be made with same-gendered participants.
• Coaches are not to share a room with a participant/club member.
• Collect itemized folios at end of the stay.

To use on-campus funds to pay for lodging please submit the hotel's specific "Credit Card Authorization Form" via the Travel Request Form two weeks prior to departure.

Any issues with lodging must be reported to Club Sports Administration within 24 hours of occurring. 

All drivers must apply for approval through the Recreation & Wellness Authorized Driver form. All students driving university-owned, rental, or personal vehicles on behalf of Grand Valley State University must complete the procedures outlined below. Students must complete this process annually as all permissions expire at the end of each academic year. 

Students with 6 or more points or with special circumstances on their license will not be cleared to drive on behalf of GVSU during club functions.

STUDENT DRIVER

• Students ages 18 - 20 are ONLY permitted to drive sedans or mini-vans.
• Students 21 years of age and older are permitted to drive all vehicles including 12 or 15-passenger vans (in /out of state).

All students (21 and older) that are driving a 12 or 15-passenger van must review the 12  15 Passenger Driver Awareness PowerPoint or video. Out-of-state students must obtain a copy of their driving record from the state issuing their drivers license, and submit to GVSU DPS for review prior to requesting a trip. Unfortunately, we are not able to verify licenses outside of the United States.

GRAND VALLEY DEPARTMENT OF PUBLIC SAFETY (DPS)

DPS will verify licenses through the LEIN (Law Enforcement Information Network) System.  The Student Driver Checklist spreadsheet will be updated with Cleared (Yes / No) and DPS Expiration Date. The LEIN process/check will be updated weekly.

Any drivers (whether using personal or rental vehicles) on student organization trips must be cleared by the DPS as an authorized driver. Students who will be driving must be approved by going to DPS and presenting their driver's license. It is advised that students who anticipate going on trips with their club complete this at the beginning of the academic year.

All drivers are individually responsible for any traffic violations, tickets, etc., and will be expected to pay applicable fines.

A Club Sport trip is defined as any club or club members traveling outside of a GVSU facility (including on-campus and leased facilities) to participate in an event or competition while representing Grand Valley State University.

An Executive Board member from the club traveling must complete the Travel Request Form 2 weeks prior to event and consider the requirements listed below. 

• Date and time of departure and return
• Location and address of any stops
• Roster and itinerary
• Type of travel
• Request rental vehicles, parking passes, and absence letters if needed
• Driver requirements
• Hotels

Clubs are not to proceed with travel if their request is not approved by Club Sports Administration.  If unapproved drivers are found to have driven, club will lose all travel privileges and may face additional disciplinary action.

All members of the club are expected to review and adhere to the travel policies and procedures outlined in the following tabs. 

While on a trip, clubs are to follow all policies and procedures listed in the Club Sports Handbook, their Club Constitution, Club Sports Code of Conduct, and the GVSU Statement of Student Rights and Responsibilities. If any accident or incident occurs while on the trip, please notify [email protected]  as soon as possible and call 911 when necessary.

Before departing for an approved travel, contact the host institution or site to determine arrangements have been made to assist in dealing with injuries. If there are no established arrangements, clubs should determine their own procedures (i.e. location of nearest hospital or medical center). 

If an injury is beyond the care or certification of any individual(s) on site, have the individual transported to the nearest emergency room or urgent care available. It is recommended that a qualified service (i.e. ambulance service) be used to transport the injured participant. All expenses incurred for treatment, transportation to hospital and hospital bill are the responsibility of the injured participant. Clubs should rely upon the recommendation of the attending physician as to whether the injured participant can be transported back to campus, and what accommodations to use (i.e. university vehicles). 

All injuries requiring medical treatment or a 911 call should be reported to Club Sports Administration ([email protected]) within 24 hours of the event.

Rental vehicles must be returned with a full tank of fuel and be clean of all trash, equipment. and belongings. Fines may be assessed if they are returned otherwise. 

Teams are required to take photos and video of vehicle at pick up and keep for a period of 2 months following rental dates.  If these are not provide damages may not be disputed and the team will be required to pay out of pocket to cover.

Any drivers (whether using personal or rental vehicles) on student organization trips must be cleared by the Department of Public Safety as an authorized driver as outlined in the Student Driver Procedures.

All drivers are individually responsible for traffic violations or tickets and will be expected to pay associated fines.

If a club is involved in a vehicle breakdown or accident, please refer to your Vehicle Rental Confirmation Letter for emergency contact information and contact [email protected] as soon as it is safe to do so.

Rental Vehicles & Personal Vehicles

Rental Vehicles may be requested through the Travel Request Form, and should be submitted at least two weeks in advance of the trip or event, if not earlier. Rental vehicles are first come, first serve, and are subject to Enterprise inventory availability.

Rental Age Requirements

• 18 and older: Standard rental vehicles
• 21 and older: 12-15 passenger vans
• 25 and older: Trucks or luxury SUVs

Personal vehicles can be driven on team travel, although they are the least preferred option. Personal vehicles must also have up-to-date registration and insurance. Gas for personal vehicles must either be out of pocket or are subject to mileage reimbursement. 

Clubs that have members that require overnight parking for a trip must request parking permits from Club Sports two weeks in advance. Requests can be made within the travel request form.

Out of State Vehicle Rentals

Out-of-state rentals can be reserved if a club is flying to another state or country and needs to reserve a vehicle. Clubs must contact Ava Spiteri to reserve vehicle(s) out of state at [email protected]. Drivers must be 25 years of age or older on out-of-state rentals, so charter buses at the airport are preferred. Enterprise may waive this age requirement for an additional fee.

Charter Buses

Charter buses may be arranged and are the preferred method of travel for Club Sports for various reasons. Approved Charter Bus vendors and their contact information can be found on GVSU's Procurement Services Site. Contact [email protected] if you need additional help.

Air

Teams are prohibited from booking airfare on their own. Club Sports Administration is required to purchase plane tickets on behalf of the team. Contact Club Sports Administration to assist with finding the best prices and purchase.  On-campus funding from both agency or restricted funds may be used to pay for flights.