Collin College Logo
Student Travel
Guidelines for Student Travel

Definition of Student Travel:

Student travel is defined as any approved Collin College-related event or activity taking place anywhere other than a Collin College location. Only currently enrolled students will be allowed to participate in student travel. Student travel must directly benefit Collin College, and categories of student travel include the following:
  1. academic travel,
  2. athletic travel,
  3. co-curricular travel,
  4. extra-curricular travel, and
  5. student organization travel.
Responsible Party:

Every athletic coach, co-curricular advisor, extra-curricular advisor, faculty member, staff member, student organization advisor, travel advisor, or travel advisor of record overseeing approved student travel will be identified as the "responsible party." The responsible party will be required to monitor and ensure compliance with student travel procedures and Collin College policy.

The responsible party must travel with students for the entirety of an approved trip if:

  1. the group is traveling in a Collin College-owned or -leased vehicle;
  2. the trip requires an overnight stay; or
  3. the trip is required by a Collin College registered student organization, in accordance with Section 51.950 of the Texas Education Code.

Travel Approval:

All student travel must be approved in advance. Responsible parties must receive approval through the appropriate process academic/workforce, athletic, co-curricular, extra-curricular, or student organization travel request process prior to arranging travel accommodations or recruiting students.

Travel arrangements will be made in accordance with administrative regulations. Program directors, associate academic/workforce deans, academic/workforce deans, and/or vice president/provosts will review proposed academic student trips to ascertain the following:

  1. compliance with administrative regulations,
  2. feasibility/travel logistics,
  3. student accessibility to transportation, and
  4. academic discipline/pedagogical relevance.

For academic/workforce travel, contact the appropriate academic/workforce dean or designee for additional information.

For athletic travel, contact the director of athletics or designee for additional information.

For co-curricular, extra-curricular, and student organization travel, contact the Student Life Office for additional information.

Transportation:

All students and responsible parties participating in a Collin College-related trip must use the same mode of transportation under any of these conditions:

  1. a Collin College-owned or -leased vehicle is being utilized for the trip,
  2. the trip requires an overnight stay, and/or
  3. the trip is required by a Collin College registered student organization, in accordance with Section 51.950 of the Texas Education Code.

Acceptable forms of transportation for student travel include, but are not limited to:

 1. a student's personal vehicle, if the travel does not require an overnight stay.

    • All students taking a personal vehicle must adhere to local, state, and federal laws.
    •  Collin College does not permit students and responsible parties to travel together in a personal vehicle.
    •  Responsible parties are prohibited from organizing and/or sanctioning students to carpool to events.

 2. Collin College-owned or -leased vehicles.

    • Examples of Collin College-owned or -leased vehicles include vans or cars rented through the college, unless an exception is approved by the Business Office. The responsible party must enter a requisition in CougarMart to pay for the rental before departure.
    • The responsible party must get advance written approval from the appropriate travel administrators before transporting students in a Collin College-owned or -leased vehicle.

    • Only responsible parties, Collin College employees, or Collin College-contracted transportation company drivers will be authorized as drivers of Collin College-owned or -leased vehicles. Students are not allowed to drive Collin College-owned or -leased vehicles.

    • A responsible party who is transporting students in a Collin College-owned or -leased vehicle must adhere to Collin College's transportation management policy.
    • The largest van responsible parties are permitted to rent is a 12-passenger van, but no more than eight (8) passengers and one (1) driver (i.e., nine [9] people total) may travel in a 12-passenger van. There are no exceptions to this policy.

    • Collin College vans can only be reserved through Plant Operations at the Spring Creek Campus (SCC). Call 972.881.5690 for assistance with reserving a Collin College van.

    • Click here for Collin College's Motor Vehicle Rental Exemption Certificate.

3. a common carrier.

    • Bus, plane, or train.

    • Bus companies must provide insurance documentation showing a minimum of $5,000,000 in coverage, upon request.

Emergency Contact Information Form:

Every student participating in academic/workforce, co-curricular, extra-curricular, or student organization travel must complete an Emergency Contact Information Form  for each trip if:

  1. the group is traveling in a Collin College-owned or -leased vehicle;
  2. the trip requires an overnight stay;and/or
  3. the trip is required by a Collin College registered student organization, in accordance with Section 51.950 of the Texas Education Code.

The responsible party must keep a copy of every student's Emergency Contact Information Form in his or her possession throughout the duration of each trip.

A copy of every student's Emergency Contact Information Form  must be on file with the appropriate custodian of records prior to departure.

For academic/workforce travel, the custodian of records is the appropriate academic/workforce dean or designee.

For co-curricular travel, extra-curricular, and student organization travel, the custodian of records is the dean of student and enrollment services or designee at the Spring Creek Campus (SCC).

Liability Waiver Form:

Every student participating in academic/workforce, co-curricular, extra-curricular, or student organization travel must complete the appropriate Liability Waiver Form  once each academic calendar year (i.e., September 1st through August 31st) if:

  1. the group is traveling in a Collin College-owned or -leased vehicle;
  2. the trip requires an overnight stay;
  3. the trip is required by a Collin College registered student organization, in accordance with Section 51.950 of the Texas Education Code; and/or
  4. the trip is required for an academic or workforce course or program.

A copy of every student's Liability Waiver Form  must be on file with the Dean of Students Office prior to departure. Links to the Liability Waiver Forms are located in the right-hand column.

Trip and Participants' Information Form:

The responsible party must complete the Trip and Participants' Information Form for every academic/workforce, co-curricular, extra-curricular, or student organization trip and submit it to the appropriate custodian of records a minimum of three (3) academic calendar days prior to departure. 

For academic/workforce travel, the custodian of records is the appropriate academic/workforce dean or designee.

For co-curricular travel, extra-curricular, and student organization travel, the custodian of records is the dean of student and enrollment services or designee at the Spring Creek Campus (SCC).

Athletic Travel:

Every student participating in athletic travel shall complete an Athletic Liability Waiver Form once each academic calendar year (i.e., September 1st through August 31st). The Athletic Liability Waiver Form is only valid for athletic travel. A copy of every student's Athletic Liability Waiver Form must be on file with the director of athletics or designee  prior to departure.

Athletes traveling for any reason other than athletic travel will need to complete the general Liability Waiver Form  and meet any other requirements listed in the student travel policy. Links to the Liability Waiver Forms are located in the right-hand column.

Overnight Travel Training:

Students and responsible parties participating in overnight trips must complete mandatory Overnight Travel Training provided by the Dean of Students Office once each academic calendar year (i.e., September 1st through August 31st). Upon completion of mandatory Overnight Travel Training, every student and responsible party must complete and submit to the Dean of Students Office the Overnight Travel Training Acknowledgment Form. Students and responsible parties who have not completed mandatory Overnight Travel Training prior to the departure date will not be permitted to travel.

Mandatory Overnight Travel Training is now offered through Canvas. To enroll in the Overnight Travel Training Canvas course, follow these steps:

  1. Click on the following link or open any web browser and type in the web address: https://collin.instructure.com/enroll/A3A9KR. You will then be directed to the CougarWeb login page.

  2. Type your username and password in the CougarWeb login page. Your username is the first letter of your first name, your whole last name, and then a number (e.g., jsmith123). Unless you have changed your password, it is the last six (6) digits of your CWID.

  3. On the next page, click on the “Enroll in Course” button.

  4. You will then see a message stating, “You have successfully enrolled in “Student Travel Training."

  5. Click on the “Go to the Course” button located on the right side of the page.

  6. Follow the instructions on the “Home” page of the course to begin your online Overnight Travel Training.

  7. Once you have finished the Overnight Travel Training, but sure to complete and submit the Overnight Travel Training Acknowledgment Form.

  8. If you have any questions or problems accessing the Overnight Travel Training, contact the Dean of Students Office at 972.881.5604 or studenttravel@collin.edu.

Travel Exceptions:

A student who needs to request an exception to the student travel policy including, but not limited to, leaving a trip early, staying late, traveling in a different manner from the group, etc. must complete a Release of Liability via Alternative Transportation Form. The completed Release of Liability via Alternative Transportation Form must be submitted to the responsible party at least five (5) academic calendar days prior to the departure date. The responsible party shall submit the Release of Liability via Alternative Transportation Formthrough the appropriate approval pathway for consideration. The student shall be allowed a travel exception only if the Release of Liability via Alternative Transportation Form is approved by all signatories in the approval pathway.

Travel Commitment and Reimbursement:

If a student is unable to attend the trip and Collin College funds have been allocated or paid on his or her behalf, the student will be responsible for reimbursing Collin College the full amount within 30 College District business days. If refunds are available (e.g., conference registration fees, hotel fees, plane tickets, etc.), the student is responsible for requesting them. Neither Collin College nor any of its representatives will seek refunds on a student's behalf. A hold will be placed on the student's account and transcripts until he or she has reimbursed Collin College the full amount.

Globe 

Student Travel Policies and Procedures:

Academic, Co-curricular, Extra-curricular, and Student Organization Travel Process Flowchart

Overnight Travel Training Process Flowchart

Student Travel Board Policies

Student Travel Procedures

Academic Travel Forms*:

Emergency Contact Information Form

Liability Waiver Form for Students Over 18

Liability Waiver Form for Students Under 18

Travel Commitment and Reimbursement Agreement Form

Trip and Participants' Information Form

Co-curricular and Extra-Curricular Travel Forms*:

Emergency Contact Information Form

Liability Waiver Form for Students Over 18

Liability Waiver Form for Students Under 18

Travel Commitment and Reimbursement Agreement Form

Trip and Participants' Information Form

Field Trip Forms*:

Emergency Contact Information Form

Liability Waiver Form for Students Over 18

Liability Waiver Form for Students Under 18

Trip and Participants' Information Form

Overnight Travel Training:

Canvas Overnight Travel Training

Student Organization Travel Forms*:

Emergency Contact Information Form

Liability Waiver Form for Students Over 18

Liability Waiver Form for Students Under 18

Travel Commitment and Reimbursement Agreement Form

Trip and Participants' Information Form

Travel Exceptions Form*:

Release of Liability Via Alternative Transportation Form

*Note: in order to complete these forms on a computer, you must download and then open them in Adobe Acrobat. If you do not have Adobe Acrobat, click here to download the most current version.

Questions:

If you have questions or concerns regarding the student travel approval process, contact the appropriate administrator listed below.

For academic travel, contact the appropriate academic/workforce dean or designee.

For athletic travel, contact the director of athletics or designee.

For co-curricular, extra-curricular, intramural, and student organization travel, contact the Student Life Office.