Travel Procedures

Campus Recreation has implemented specific travel guidelines that are required of all student staff traveling while representing the university. 


Trip Approval Process

Student Driver Authorization & Approval Process 

  • Complete the Recreation Student Driver Approval Request Form on the website.
    • All student drivers must complete the request form in full and accurately.
    • Must be completed and approved prior to driving on behalf of any GVSU Campus Recreation program area.
    • Must be completed by Campus Recreation programs that will be traveling away from GVSU and GVSU associated rental/leased facilities.
  • All students driving university-owned, rental, or personal vehicles on behalf of GVSU Campus Recreation must complete the following procedures. Students must complete this process every academic year. All permissions will expire at the end of the current academic year.
  • Students ages 18-20 are ONLY permitted to drive sedans or mini-vans.
  • Students 21 and older are permitted to drive all vehicles, including 12 or 15 passenger vans (in-state/out-of-state).
  • All drivers are individually responsible for any traffic violations, tickets, etc., and will be expected to pay applicable fines.
  • Drivers must follow all federal and state driving laws.
  • 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.
    • Out-of-state students must obtain a copy of their driving record from the state issuing their driver’s license. Files must be turned into GVPD for review prior to permission to drive on behalf of GVSU.
    • International licenses not accepted, as they cannot be verified.
    • Students with 6 or more points or with special circumstances on their license will not be cleared to drive on behalf of GVSU.

Travel Guidelines by Program

  • Complete Recreation Travel Roster and Itinerary Form on the website.
    • Must be completed by the Risk Management Officer.
    • Submitted 2 weeks prior to trip.
    • Official pre-trip meetings are strongly encouraged for Club Sports Risk Management Officers.
    • Post-trip meetings are not required for Club Sports Risk Management Officers.
  • Verify driver authorization and approvals (see Student Driver Authorization section).
  • Confirm all required waivers completed by travelers/members/participants.
  • Complete the LakerLink “Agree to Terms,” which includes travel release and liability release.
  • All completed and approved documents stored in CMS or Laker Link for student organization travel.
  • Coordinate with professional staff for Purchasing / Financial requirements. 
  • Complete Recreation Travel Roster and Itinerary Form on the website.
    • Must be completed by the Trip Leaders.
    • Submitted 2 weeks prior to trip.
    • Official pre-trip meetings are required for Trip Leaders and participants.
    • Post-trip meeting are required for Trip Leaders only.
    • Verify driver authorization and approvals (see Student Driver Authorization  section).
  • Confirm all required waivers completed by travelers/members/participants
  • Complete the Outdoor Adventures Activity Waiver.
  • Complete the Recreation Travel Release Form and Liability Release Form. 
  • All completed and approved documents stored in CMS and L:Drive for student organization travel.
  • A “Grand Plan” is required for all trips, which includes directions, cost breakdown, activity specific risk assessment, general itinerary, and meal plan.
  • Coordinate with professional staff for Purchasing / Financial requirements. 

TRIP KITS

  • Trips kits are required for any trips with Outdoor Adventures.
  • Trip leaders are responsible for ensuring the following items are included on the trip:
    • First Aid Kit
    • Lightning Detection Device
    • Emergency Contact List
    • Pertinent Medical Information
  • Trip participants are responsible for any required medical devices or items needed for self-care.
  • All trip kits must be approved by professional staff prior to departure.
  • Complete Recreation Travel Roster and Itinerary Form on the website.
    • Submitted 2 weeks prior to trip.
    • Official pre-trip meetings are strongly encouraged.
    • Post-trip meetings are not required.
  • Verify driver authorization and approvals (see Student Driver Authorization  section).
  • Confirm all required waivers completed by travelers/members/participants.
  • Complete the Recreation Travel Release Form and Liability Release Form. 
  • All completed and approved documents stored in CMS and L:Drive for student travel.
  • Coordinate with professional staff for Purchasing / Financial requirements. 

Student Travel Driving Guidelines

Driver Age Restrictions

Guests on Trips

  • Dependent upon approval from program area leadership.
  • Waiver is required for all guests or non-employee travelers.
  • Per the GVSU Travel Policy, the host department is responsible for coordinating travel for university guests and non-employee groups. It is the responsibility of each prospective traveler to secure the appropriate approval of travel from their supervisor(s).
  • As stated by the Risk Reduction for Experiential Learning, minors not affiliated with GVSU are not allowed to travel on university trips.

Time Restrictions

  • For every 12 hours of driving, drivers must take at least a 4-hour rest period.  
  • Travel should not occur between the hours of 1:00AM and 6:00AM, except in an emergency situation.
  • For every 4 hours of driving, drivers must take a 20-minute break.

Distance Restrictions

Condition Restrictions

  • Drivers must leave a 4-second following distance plus 1-second for varying levels of inclement weather (rain, snow/ice/sleet, tornado, fog, etc.)

Vehicle Approval

Vehicle Type

This transportation hierarchy is intended to allow users to evaluate various options in context of budget, location, public safety, and other factors. The preferred result is to use the highest option practicable considering the various factors and constraints:

  • Bus or other commercial vehicle with professional driver
  • Rental car or minivan with a faculty/staff driver
  • Rental car or minivan with a student driver (must be approved by GVSU Public Safety).
  • Faculty/staff personal vehicle with owner as driver (owner’s personal insurance to respond to claims).
  • Student driving personal vehicle with other students in car (owner’s personal insurance to response to claims).
  • Student driving other student vehicle or faculty/staff vehicle (owner’s insurance to respond to claims).

Policy of Use on 12 and 15 Passenger Vans


Liability

Proof of Insurance for Personal Vehicles

Campus Recreation does not currently check for automotive insurance for personal vehicles, as there is no current GVSU policy

Pre-Trip Rental Inspections

  • Follow Vehicle Driver Training presentation posted on the Motorpool Vehicle website.
  • Check lights, windows, mirrors, tires, windshield wipers, fuel level.
  • Familiarize yourself with controls.
  • Document vehicle condition prior to trip (take photos).

Travel Emergency Action Plan

  • Perform CPR and/or First Aid as needed.
  • Contact local emergency numbers or 911.
  • Contact the GVPD (616-331-3255) to report incidents or injuries. GVPD will notify appropriate University personnel and emergency contacts of those involved.
  • Obtain written and signed reports from all witnesses.
  • Complete Campus Recreation Accident/Injury Report Form within 24 hours of occurrence or returning to campus.