Student Travel Form #1 - Request for Student Travel Authorization

Form

Student travel is an important activity in the course of the student experience at Texas State University.
The purpose of this policy is to provide the university community and specifically, students and student organizations, with procedures and safety guidelines on university-sanctioned travel and registered student organization travel that is 25 or more miles away from campus. For more detailed information related to policies and procedures, refer to UPPS 05.06.03 - Student Travel.

  • This form is NOT for SPORTS CLUB TRAVEL REQUESTS.



Forms and workflow that are required:

  1. Student Travel Form #1: Request for Student Travel Authorization. Required for all student groups participating in University-Sanctioned Travel or travel by a Registered Student Organization
  2. Student Travel Form #2: Student Travel Activity Release, Indemnity Agreement, and Emergency Contact Information. Required for each individual student traveler 
  3. Student Travel Form #3: Authorization for Medical Treatment for Minors, Student Travel Activity Release, and Indemnity Agreement. Complete, if applicable. Form is required for any student traveler younger than 18 years of age.


10 Business Day Requirement
All forms related to Student Organization Travel must be submitted to Student Involvement & Engagement - Operations & Assessment at least 10 business days prior to the travel date.

Timeline for Review
Submissions are reviewed within 24-48 hours of being received. Submitters will receive communications regarding pending information or documentation at least 48 hours prior to the date of travel. To ensure your submission is processed in a timely fashion, submit all required and applicable forms at least 10 business days prior to travel dates and with all appropriate information and documentation. 

Excused Absences System Calendar
If applicable and/or necessary, the event will be placed on the Excused Absences System Calendar so students can share with professors.

Contact:
Operations and Assessment
Student Involvement & Engagement
Division of Student Involvement
campusaccess@txstate.edu
512-245-2278

This form must be completed by an appropriate member of the group or organization that is traveling with the group or organization. 

In this form, you will provide information regarding: 
  • Type of Travel
  • Travel Arranger (the person traveling with the group/organization)
  • Trip Information
  • Transportation Arrangements
  • Lodging Arrangements
  • List of Students who are Traveling
  • Email Information for Signatures and Approvals
Select the Type of Travel:
required
Student Travel Activity Leader - Your Information
FACULTY/STAFF INFORMATION

This section pertains to the name and information for Student Organization Staff/Faculty Advisor or Departmental Faculty/Staff organizing travel activity.
Will the TXST Faculty/Staff Advisor or Organizer travel with the student group as part of this travel activity? 
required
TRIP INFORMATION
TRANSPORTATION ARRANGEMENTS
What are your transportation arrangements?
required
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LODGING ARRANGEMENTS
Do you have lodging arrangements for your travel?
required
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LIST OF TEXAS STATE UNIVERSITY STUDENTS TRAVELING

List of Students

The list must be an Excel or Word Document. Screenshots or images (PNG, JPG, or PDF) will not be accepted.

The list must be in alphabetical order by last name and include each student's legal name. Include TXST NetID (e.g., abc123).

This list will be compared with Student Travel Activity Release and Indemnity Agreement submitted by each individual student traveler. 

This information will be translated to the Excused Absence Notification System. Only the information that we receive will be processed.

For example:


ADDITIONAL FORMS TO BE COMPLETED
At the end of this submission, you will be provided with direct links to both these forms. It will be your responsibility to ensure that each student traveling completes this form.


REQUIRED - Student Travel Form #2: 
Student Travel Activity Release, Indemnity Agreement, and Emergency Contact Information
Each student travelers a required complete this form (i.e., one per student) in order to participate in Texas State University travel-related activity and to be included in the Excused Absence Notification System.




REQUIRED, IF APPLICABLE: Student Travel Form #3: 
Authorization for Medical Treatment for Minors
If applicable, this form is required for any minor under the age of 18 years of age who is participating in the Texas State University travel-related activity.