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Travel 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 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 advisor (staff or faculty) assigned, then that is the office that the trip requester should contact to begin the trip/travel processes.  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 advisor.  For all trips over 250 miles, the trip advisor, 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 any domestic trip. 

Information and Processes for Domestic Travel.  Once the forms are processed, the main contact on the form will be notified. 

  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 (CISITravel and Security Assistance)

1. Driving on Behalf of the University.
Anyone driving on behalf of the University will need to go through the driver approval process including filling out the following form(s):   

  • Motor Vehicle and Personal Vehicle Release Form: (all drivers including those driving their personal vehicles will  need to fill this form out --upon approval the driver will be added to the University's approved drivers' list)
    • Once the forms are processed, the contact on the form will be notified of the driver being added to the approved drivers' list.

2. Driving >8 Passenger Rated Vehicle Driver Approval Process: 

  • 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 must be able to confirm they are 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 skils, then don’t drive this vehicle.  For everyone’s safety find a more experienced driver or use smaller vehicle(s) for the trip.
  • Complete an Annual  Driver Training Certificate Program by:
    1. Taking an online training program for large vehicles and securing the Certificate of Completion at the end of the trainingContact Risk and Insurance to be set up for the training.
  • Provide a copy of the online Driver Training Certificate of Completion form to Risk and Insurance
  • Fill out an online motor vehicle report. The results must be less than 6 points as required by the Drake MVR point system.
  • Review the University Transportation policy, training and  for driving vehicles >8 passengers below and online.
  • Fill out and sign the and return to Risk and Insurance.

4.  Required Class Trip.
The online trip form URLs are provided by the main college/school/department faculty or staff contact for this trip. The driver form URL is below.

  • Trip and Roster Form: (key trip leader would complete--check with the faculty or staff key contact for the trip regarding this form's online link.
  • Emergency Contact Form: (FILL OUT ONLY IF Participant emergency information IS NOT on file with the College/School/Department traveling-- participants fill out this form--check with the faculty or staff key contact for the trip regarding this form URL.
  • Motor Vehicle and Personal Vehicle Release Form: (all drivers including those driving their personal vehicles will  need to fill this form out --upon approval the driver will be added to the University's approved drivers' list)
    • Once the forms are processed, the contact on the form will be notified of the driver being added to the approved drivers' list.

5.  Voluntary Trip.
The online trip form URLs are provided by the main college/school/department faculty or staff contact for this trip.  Usually this is the budget manager or administrative assistant in the college/school/department. The driver form URL is below.

  • Trip and Roster Form: (key trip leader would complete--check with the faculty or staff key contact for the trip regarding this form URL.
  • Emergency Contact Form: (FILL OUT ONLY IF Participant emergency information IS NOT on file with the College/School/Department traveling-- participants fill out this form--check with the faculty or staff key contact for the trip regarding this form URL.
  • Motor Vehicle and Personal Vehicle Release Form: (all drivers including those driving their personal vehicles will  need to fill this form out --upon approval the driver will be added to the University's approved drivers' list)
    • Once the forms are processed, the contact on the form will be notified of the driver being added to the approved drivers' list.

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

Drake Transportation Policy and Processes

Travel Risk Mitigation Decision Checklist

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

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