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Student Organizations, Leadership, and Service

Registered Student Organization Travel Policies

A registered student organization that wishes to travel must receive written authorization in advance.  Student Affairs Administration or a Student Organization Adviser may deny requests if arrangements are not feasible or cannot be coordinated in a timely manner. Please allow 2 weeks for planning Metro-Nashville travel, 4-6 weeks for planning other domestic travel, and 3-6 months for planning international travel.

If you have questions pertaining to the process, please contact StuOrgPurchases@vanderbilt.edu. Please also refer to the Student Co-Curricular Travel section of the Student Handbook for more information.

 

International Travel

Please review the below steps when planning international travel for your student organization.  Student organizations that would like to travel internationally should begin the process of registering their travel 3-6 months in advance of the intended travel. 

  1. Student leader informs adviser of their desire/intent to travel.
  2. Visit the Global Safety Website.
  3. Download and review the Global Safety Checklist For International Travel.
  4. Review and begin the Travel Risk Assessment (VTRAC), which is required for all University sponsored international travel.
  5. To begin your travel planning, the student leader should complete the Intent to Travel Worksheet and present to your adviser for review.
  6. Adviser approves or denies travel plans to the student leader.
  1. Students will work with their adviser and the Office of Global Safety to complete the required steps for international travel. To learn more about registering international travel, please visit the Office of Global Safety website. 
  2. After contacting the Office of Global Safety, the student org should complete the Travel Request Form on Anchor Link.
  3. Administrative Coordinator in Student Affairs reviews the Travel Purchase Request form.
  4. Administrative Coordinator in Student Affairs assists the student organization by booking travel needs, facilitating the Driver Authorization Process (see below), and communicating with student leader to obtain necessary traveler information.
  5. Organization adviser ensures the student organization has everything they need prior to traveling.

 

Domestic Travel

Please review the below steps when planning travel for your student organization. Please allow for 2 weeks for planning Metro-Nashville travel and 4-6 weeks for planning other domestic travel.

  1. Student leader informs adviser of their desire/intent to travel.
  2. Student leader completes the Intent to Travel Worksheet and Domestic Risk Management Packet on behalf of the organization and presents to their adviser for review.
  3. Adviser approves or denies travel plans to the student leader.
  4. If purchasing is needed (transportation, hotel accommodations, etc.), student will complete the Travel Request Form on Anchor Link.  When completing the form, the student will be asked to upload a pdf of the entire email thread showing approval from the organization’s adviser.
  5. Administrative Coordinator in Student Affairs reviews the Travel Purchase Request form.
  6. Administrative Coordinator in Student Affairs assists the student organization by booking travel needs, facilitating the Driver Authorization Process (see below), and communicating with student leader to obtain necessary traveler information.
  7. Organization adviser ensures the student organization has everything they need prior to traveling.

 

Driver Authorization Process

For a student or Adviser to be authorized to drive on behalf of a student organization (either their own vehicle or a rented vehicle), they must complete the Driver Authorization Process.

This includes the Driver Orientation Module in Oracle and the Motor Vehicle Report (MVR) Process. The Driver Orientation Module can be found on Oracle under “Learning” and typing in “Driver Orientation”.

Please contact riskandinsurance@vanderbilt.edu to receive information on completing the MVR process and include the following in your email:

Student Org:

Adviser:

Dates of Travel:

Location of Travel:

Purpose of Travel:

Name(s) of Driver:

Once the Oracle module is completed, please email a screenshot of completion to StudentOrgPurchases@vanderbilt.edu and the Administrative Coordinator who has been assisting you.

Note: The Driver Authorization process must be renewed annually.