University Recreational Sports Office
University of Wisconsin—Stevens Point
Student Organization Travel Manual
Primary Contact:
Student Organization Adviser: _____________
Office Number: ________________________
Cell Number: __________________________
Home Number: _________________________
E-mail: _______________________________
Back - up Contact:
Mike Piekenbrock Recreational Activities Coordinator
University Recreational Sports
Hours: Monday–Friday 9:00am-4:30pm
Office: 715-346-4300
Cell: 563-564-3042
Susan LeBow, Interim Associate Director;
University Centers
Hours: Monday-Friday 8:00-4:30pm
Office: 715-346-3201
Cell: 715-340-8955
Other Important Numbers:
Protective Services 715-346-3456
Transportation 715-346-2884
Enterprise (800-736-8227) 715-341-1200
Important Destination Numbers:
Hospital: _________________________________
Conference Contact: _________________________
Hotel: ___________________________________
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2Questions to ask as you plan your trip…
- Is the trip in line with the mission and purpose of your
organization?
- Does it make sense for your organization’s membership?
- Do you have money in your budget to travel? If so, what does it
cover?
- What do individuals need to pay for out of their pocket? Does the
money need to be collected before you leave?
- Do you have the phone numbers of the places you are staying
submitted to your adviser URS and SIEO?
- Are meals available to you?
- Have all trip members filled out Hold Harmless and emergency
contact forms?
- Do you have reliable transportation (there and back)?
- Do you know what to do if you have transportation failure?
- Are you working with your adviser?
- Have your registration fees been paid?
- Do you know the possible problems that may arise in the locations
that you are staying? (weather, flooding, construction, etc…)
- Have you/will you meet with participants to go over emergency
procedures and expectations both while traveling and at
location?
For travel assistance contact:
University Recreational Sports Office
715-346-4763
Amanda Glish, URS Budget Director
university.recreational.sports@uwsp.edu
or 715-346-4763
Suzy Zblewski, SGA Accountant
715 - 346- 4309
SGA Budget Director
715 -346-4037
Transportation
715 -346-2884
Trip Checklist
Trip leaders are responsible for:
- Having completed leader packet which includes:
- Completed front page of this packet
- Hold Harmless & Medical forms for each participant (original
copies).
- Itinerary of your trip with agency and housing contact numbers.
- Map to/from destination with detailed driving plans
- This packet should be kept with the trip leader at all times
Requirements for Drivers:
Student drivers should not be allowed to drive more than 8 hours in
any given day and should limit driving spans to 90 minute stretches
because of the effects of driver fatigue.
WEATHER
Check a weather/forecast report for area to which you are traveling
before leaving on trip and before leaving site to return. Call
Wisconsin State Police at (1-800 -242-3377) and ask about
road/travel conditions if you don’t have access to internet.
If there is inclement weather in the forecast (snow, heavy rain,
flooding, fog, etc.) on your travel route, check in with your campus
contact person to determine ability to travel. Make sure you have an
inclement weather clearance to leave.
During the trip, at any point, if there are concerns about travel safety,
DO NOT TRAVEL. Stop and wait. Stay overnight if necessary.
Wilderness Travel
When an event is considered to be an outdoor recreation/travel
program, this event:
* Requires the review of the University Recreational Sports Department
to demonstrate its relevance and ensure that purchasing requirements
(contracts) have been met. Purchasing requirements must be in place 12
weeks prior to the start of the trip.
* Requires the review of the campus Risk Management Office for trips
that are perceived as needing further consideration and to determine if
additional insurance coverage is needed.
* In addition, trips of this nature are required to submit the following
information a minimum of 3 business days before the trip is
scheduled to take place to the University Recreational Sports
Department:
- URS Travel Form (Excel Sheet): Includes List of Attendees, Agenda,
Emergency Contacts, and type of vehicle traveling with info.—Due to
university.recreation.sports@uwsp.edu
- Have a list of cell phones on the trip and have the numbers logged
with URS and the organization advisor.
- Provide emergency phone numbers for people on the trip and also
obtain information on how to reach people at the University during the
trip (i.e. Transportation, advisor, URS staff) in case of emergency.
- Medical forms and insurance information for the people on the trip
filed with the trip leader or organization advisor.
- Hold harmless forms for all participants on the trip.
* If needed, these items are required to be submitted to the URS or the
organization advisor:
- Wilderness trip leader training or experience for the leader of a trip
into the backcountry. At least one member of the trip must currently
certified as a Wilderness First Responder.
- Inspection records of equipment when needed for a trip (i.e. rock
climbing, backpacking, etc.).
- Provide proof of certification of a person on the trip for CPR, First
Aid and 15-passenger van driving.
Medical/Participant Emergency Procedures:
- Survey the scene and check for safety - Make quick decisions about
roles.
- Person to be with injured member - Do NOT leave injured
person alone
- Person to be with rest of group
- Person with phone to make calls
- Call police or rescue squad (911)
- Have exact location of patient
- Treat situation to your degree of expertise, do NOT attempt
procedures outside of your skill level
- Check medical forms for any potential medical alert noted on form
AND for MEDICAL INSURANCE INFORMATION. Have form
ready for emergency personnel.
- Complete UWSP incident report with as many details as possible.
Start from the beginning of the incident and report clearly as many
details as possible. If you did not witness the incident, utilize the
person (if not seriously injured) or close eyewitnesses.
- Call your campus contact ASAP to alert them of the situation.
MISSING/LOST PERSON OR ABANDONMENT OF GROUP
MEMBER :
Call police (911) and report missing person immediately. Establish
last time person was seen and exact location — DO NOT
DISPERSE GROUP TO LOOK FOR THE PERSON. Group
members should remain in a designated location until emergency
contact person gives further instructions.
MAJOR CATASTROPHIC EVENTS WHICH COMPRIMISE
SAFETY OF ONE OR MORE GROUP MEMBERS, including a
return to campus before the scheduled time:
- Get immediate medical help if needed
- Call campus contact or Susan LeBow and they will contact
the appropriate authorities
UWSP Transportation Office
MAKING A RESERVATION
Must fill out SGA Vehicle Request Reservation Form and you will
need:
-What type of vehicle is needed (sedan, 7 passenger van)
-Date and time of departure
-Date and time of return
-Name of the driver and email
-Organization account number (cannot be an SFO account)
-Your telephone number
-Destination and purpose of travel
-Treasurer approval
Form should be turned in 5 business days before trip, or as soon as
possible to ensure that a vehicle will be available. The SGA
Accountant makes reservations for the driver and they will be given a
confirmation number. The confirmation number is your assurance
that a reservation has been made for you. If you should have any
questions about your reservation or want to cancel, your
confirmation number will quickly aid in identifying your reservation.
VEHICLE RATES
The following per mile rates apply to the fleet vehicles (as of
08/01/11):
Subcompact
.42/mile
Sedans
.48/mile
Mini Vans
.63/mile
15 Passenger Vans
.89/mile
- Reduced rates are available for minivans which are used 3 or more
days and have a round trip mileage of at least 700 miles. Contact the
Transportation Office for reduced rates.
- The cost for a vehicle will be $24.00 per day flat rate when the
following mileage criteria are not met:
57 miles per day for subcompacts
50 miles per day for sedans
38 miles per day for minivans
27 miles per day for 15 Passenger Vans
VEHICLE USE AGREEMENT
All drivers must sign a Vehicle Use Agreement (VUA) and submit
the completed VUA to their supervisor for approval. The VUA shall
be reviewed and forwarded to the Fleet Manager in the
Transportation office prior to operating a state vehicle. It is the
driver’s responsibility to immediately notify the supervisor and
UWSP Fleet Manager of any changes or updates in their driving
record.
VOYAGER GAS CARD
Fleet cards are only to be used for vehicle needs such as gas and oil.
No food or personal charges are allowed. Instructions for using
Voyager gas card are included in the vehicle packet. The account will
be billed the amount of personal charges made plus a $20.00 charge
levied by DOA Fleet.
VEHICLE PICKUP AND DROP OFF
Vehicle Pickup:
- All vehicle packets must be picked up at the Transportation Office
during office hours 7 am – 3:30pm.
- Every individual will be required to show valid driver’s license. If a
person other than the driver will pick up the vehicle, that individual
must have approval and be listed on the Transportation Manager’s
list.
- Personal vehicles may be parked in the stall assigned to the
University vehicle that is assigned for the reservation.
- Record the beginning mileage on the form inside the vehicle packet.
Vehicle Drop Off:
- When the vehicle is returned, complete the mileage form, and
deposit the vehicle packet in the slot outside the third garage door of
the M & M building.
- Personal items left in the vehicle will be held in the Transportation
Services Office for 60 days to be claimed. After the 60 day period all
items will be submitted to the Surplus Property Office.
TAKING/RETURNING UNIVERSITY VEHICLES
Procedures for driving a University vehicle are as follows:
-Get Keys (in a blue vinyl travel pouch) from the Transportation
Office in the Maintenance & Materials Building during business
hours (7:45 - 4:30).
-Park your personal vehicle in the stall assigned to the University
vehicle you take.
-Record the beginning mileage on the form inside the blue vinyl
pouch.
-When you return the vehicle:
-Complete mileage form
-Put report, keys, etc. in pouch
-Deposit the pouch in the slot outside the third
garage door of the M & M building
-Be sure to return the vehicle at the schedules time.
VEHICLE ETIQUETTE
After a trip, please remove all food wrappers, beverage
containers, and other debris from the vehicle. There is a garbage can by
the gas pump at the M & M building.
If you spill anything in the car, stop as soon as possible and soak
it up so it doesn’t stain or dry on the carpet or upholstery. If a vehicle
that was cleaned prior to checkout is brought back with an exceptionally
dirty interior, a $15.00 cleaning fee will be added to the trip charge.
There is NO SMOKING in State Fleet Vehicles. If it is
determined that someone has been smoking in a Fleet vehicle, their
account will be charged a $25.00 fee for shampooing and deodorizing
the interior of the vehicle.
Please use only regular unleaded gasoline in the Fleet Vehicles.
These vehicles are designed to run their best on regular grade fuel. Using
premium grades of gasoline results in unnecessary operating expenses.
Due to the many needs of our campus customers and the small
fleet vehicle supply that we have to meet those needs, more often than
not, we have vehicles reserved back to back. We must rely on our
customers to provide us with accurate information in regards to their
travel. Therefore, a $15.00 fee will be charged to the reserving party’s
account for any of the following: Unauthorized Early Pick up,
incomplete trip ticket, vehicle is returned after the trip ticket- drop off
time.
There is anticipated normal wear and tear on the fleet vehicles,
however when it is determined that a fleet vehicle has excess wear
and tear or was not returned in similar condition to which it was
picked up, there will be a $25.00 fee charge.
Prohibited Use of State Vehicle
- Reckless driving or speeding
- The driver is impaired by fatigue, alcohol, drugs, or any other
condition.
Drivers of state vehicles who feel that their driving abilities
may be impaired must cease operating the vehicle
immediately. Employees who believe another employee is
impaired have a duty to prevent that person from driving a
state vehicle.
- Smoking is prohibited in state vehicles.
- Transporting non - state employee passengers, including family
members, is not permitted.
- Use for personal gain, such as delivering goods or services.
- Modifications including affixing signs, stickers, antennas, bike racks,
ski racks etc.
- Transporting animals
- Hauling loads that could structurally damage the vehicle (e.g.,
firewood, paper, gravel).
- Use of trailer hitches and towing
- Installation or use of any radar detection devices.
- Transporting hitchhikers.
- Bicycles transported inside vehicles.
12/15 Passenger Van
- Complete and meet qualifications of the driver authorization
process (includes signing the Vehicle Use Agreement and the12/15
Passenger Van Driver Agreement Form)
- Meet all UWSA and DOA motor vehicle driving record
requirements.
The driver must comply with these requirements not only to improve
safety, but also to meet insurance requirements. If there is an
insurance claim involving a 15-passenger van and the involved driver
does not meet the Active Driver requirements or other 15 passenger
van requirements we will be penalized by DOA through our annual
insurance premiums. This could be a substantial penalty depending
on the size of the claim and would negatively affect our premiums for
multiple years. Please note any premium penalty will be directly
charged to the involved department.
CITATIONS
Drivers are responsible for promptly paying all vehicle citations.
Failure to pay parking tickets immediately results in late fees and
possible vehicle registration revocation or suspension. Transportation
Department will pay the amount due upon notice and invoice the
driver and their employing department, which may include extra
charges. The responsible driver may be subject to discipline, as
determined by the employing department.
**All forms can be found- online at:
http://www.uwsp.edu/centers/sieo/Pages/Involvement/Forms/F orms.aspx
STUDENT ORGANIZATIONS
A Student Organization State Vehicle Request Form must be filled
out by any student organization in order to reserve a State vehicle.
This form must be in the Transportation Office before the vehicle
can be released. The form must be filled out completely and be
signed by the requester, the requester’s adviser and the budget
director of the Student Government Association (if the organization
receives SGA funding for the trip). All citations are to be paid by the
student organization or person(s) responsible.
If you are planning on renting a bus or air travel contact the Travel
Coordinator at x 2255.
Trip Leader
x
x
x
x
x
x
x
x
x
Itinerary
Emergency Phone List
x
x
SGA Vehicle Request
Wilderness First Responder Certification
(Wilderness Trips Only)
Vehicle Use Agreement
x
Medical Forms
x
x
Hold Harmless Forms
Travel Checklist
Participant Name and Cell Phone List
Adviser
x
URS
Transportation
x
“GET OUT AND PLAY”