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Trip Risk Management Processes

The following risk mitigation processes and guidelines address university driver approval, trip registration, releases and emergency contacts for domestic required class trips or voluntary/not required trips. Examples of domestic voluntary trips include travel by student organizations, mock trial, moot court, debate, field trips, etc. Also, several university travel templated forms are linked within this site.

If the trip has a trip adviser (staff or faculty) assigned, then that is the office that the trip requester should contact to begin the trip/travel processes and request URL form links.  The trip requester is responsible to ensure the travel forms and processes are completed before the trip travel date and report such to the trip adviser.  For all trips over 250 miles, the trip adviser, or if none, then the  trip requester, forwards a copy of the completed trip registration with roster and the emergency contact list to the Public Safety office to ensure a 24/7 emergency communication option for this type of domestic trip. 

Information and Processes for Domestic Travel.  

  1. Driving on Behalf of the University
  2. Over 8 Passenger Rated Vehicle Driver Approval Processes
    1. Over 8 Passenger Rated Vehicle Driver Approval Checklist
  3. Vehicle Rental Processes and Information
  4. Required Class Trips
  5. Voluntary Trips (student organizations, mock trial, moot court, field trips, etc.)
  6. International Trips (CISI Travel and Security Assistance)

1. Driving on Behalf of the University.  

  • Motor Vehicle and Personal Vehicle Release online Form.  Drivers driving on behalf of the university, including those driving their personal vehicles, will  need to complete this form.  Once the form is processed and meets Drake's driving criteria point system, the contact on the form will be notified of the driver being added to the approved drivers' list.  This approval is good for 1 year.  It is up to the driver to notify the department they are driving for of any additional motor vehicle citations that occur after the approval date.

2. Driving Over 8 Passenger Rated Vehicle Driver Approval Processes:

  • Trips will require 2 approved drivers.  Short distance trips <50 miles may request an exception.
  • Driver Criteria:
    1. Driver must have 6 or more years driving experience
    2. Driver must be 25 years or older
    3. NOTE: Students cannot drive >8 Passenger Rated Vehicles on University business
    4. Driver experience must include at least 1 trip over 50 miles that includes driving an >8 passenger vehicle; a CDL license endorsement will meet this requirement as well.
    5. Driver should be competent in the following: turning, backing up, using mirrors to guide, loading, wide turning, yielding right-of-way, passing, enforcement of passenger riding rules and taking evasive maneuvers without compromising the stability of the >8 Passenger Rated vehicle. 
      1. If driver is not comfortable in these skills, then for everyone’s safety find a more experienced driver or use smaller vehicle(s) for the trip.
  • Complete a Driver Training Certificate Program by:
  1. Taking an online training program for large vehicles and forwarding the Certificate of Completion at the end of the training to Risk and Insurance.  Contact Risk and Insurance for training information. 
  2. Fill out an online motor vehicle report. The results must be less than 6 points as required by the Drake MVR point system.
  3. Review the University Transportation policy and the Over 8 Passenger Rated Vehicle Driver Approval Processes document.
  4. Fill out and sign the Over 8 Passenger Rated Vehicle Driver Approval Checklist and return to Risk and Insurance.

4.  Required Class Trip.

A. To determine which forms are necessary for the trip, review and complete the Travel Risk Mitigation Decision Checklist

B. The main faculty or staff contact within the traveling college/school/department can provide the online trip form(s) URL links. Usually this is the budget manager or administrative assistant in the college/school/department.

  • Trip and Roster Form: (main trip requester would complete.
  • Emergency Contact Form: (FILL OUT ONLY IF Participant emergency information IS NOT on file with the College/School/Department traveling.  If not, then participants fill out this form.
  • Motor Vehicle and Personal Vehicle Release online Form.  Drivers driving on behalf of the university, including those driving their personal vehicles, will  need to complete this form.  Once the form is processed and meets Drake's driving criteria point system, the contact on the form will be notified of the driver being added to the approved drivers' list.  This approval is good for 1 year.  It is up to the driver to notify the department they are driving for of any additional motor vehicle citations that occur after the approval date.

5.  Voluntary Trip.

A. To determine which forms are needed, complete the Travel Risk Mitigation Decision Checklist

B.  The main faculty or staff contact within the traveling college/school/department can provide the online trip form(s) URL links. Usually this is the budget manager or administrative assistant in the college/school/department.

  • Trip and Roster Form: (main trip requester would complete.
  • Emergency Contact Form: (FILL OUT ONLY IF Participant emergency information IS NOT on file with the College/School/Department traveling.  If not, then participants fill out this form.
  • Liability Release: Participants fill out this form.
  • Motor Vehicle and Personal Vehicle Release online Form.  Drivers driving on behalf of the university, including those driving their personal vehicles, will  need to complete this form.  Once the form is processed and meets Drake's driving criteria point system, the contact on the form will be notified of the driver being added to the approved drivers' list.  This approval is good for 1 year.  It is up to the driver to notify the department they are driving for of any additional motor vehicle citations that occur after the approval date.

6.  International Travel. CISI Travel and Security Assistance Coverage is secured for participants traveling on behalf of Drake to a foreign country.  CISI is part of the university’s group travel insurance package. It provides travel assistance for medical evacuation, repatriation, political unrest, natural disaster and more. This coverage is at no cost to the participant as long as participant is traveling on behalf of Drake and meets the CISI policy insured definition. Contact Drake International for more information on international travel.

Other Resources:

Accounts Payable Guidelines

Check List Domestic Travel Resource

Drake Transportation Policy and Processes

Travel Risk Mitigation Decision Checklist   (results in which forms are needed for a domestic trip)

College/School/Department Key Contact List for form links updated 10.5.2018

Travel Abroad Roster Form

Email Risk and Insurance with questions about these processes or call 515-271-3116.

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