Policies and Procedures for Travel
Marquette University supports student organization travel to engage in service, conferences, competitions and other activities in order to augment students’ experiences outside of the classroom, to facilitate professional development, and to enrich the communities in which students engage. Student organization requests to travel either domestically or internationally will be considered in light of the educational, experiential, service, and/or social purposes of the travel. Specific attention will be placed on management of risks, safety of participantsin the proposed travel destination, and the planned activities.
The university has final discretion in decisions regarding domestic or international travel by student organizations. All activities and travel must conform to the University’s general regulations pertaining to student activities as presented in this handbook and in the Student Handbook, At Marquette. The student code of conduct applies to all students on and off-campus, including during domestic and international travel. Reports of violations of the code could result in conduct proceedings upon return to campus. An individual student’s conduct record could impact his or her eligibility to participate in student organization travel. Such decisions will be made by the Office of Student Development (OSD).
All student organization travel must be registered with the Office of Student Development. In order to protect the safety and best interest of students and Marquette employees traveling, Marquette University reserves the right to cancel any travel plans at any time, regardless of prior approval based on a review of current conditions. As such, while not required, travel insurance is highly recommended, particularly for international travel. Please contact the Coordinator for Student Organizations and Leadership in the Office of Student Development (414) 288-7205) with any questions.
Domestic Travel
Domestic travel (outside of metropolitan Milwaukee) must be registered and approved by the Office of Student Development (AMU 121) by submitting the appropriate documentation at least one month prior to the departure date. All forms are available in AMU 121 or the Center for Leadership, Service, and Involvement (AMU 137.) Domestic travel can be classified in one of three categories: (1) Conference Travel, (2) Service, and (3) Other. The forms required for each type of travel are outlined below:
Conference Travel: Event Registration Form
Service: Domestic Service Registration Form
Other: For all other domestic travel not outlined above, please contact the Coordinator for Student Organizations and Leadership to discuss your planned travel and how to register the event. Each will be reviewed on a case-by-case basis.
All Club Sport travel must comply with the travel policies outlined in the Club Sport Handbook published by Recreational Sports in the Helfaer Recreation Center. Contact Recreational Sports at (414) 288-6976 for more information.
Vehicle Insurance
Marquette University does not provide insurance coverage for rented or personal vehicles used in student organization travel. Organizations are responsible for their own insurance coverage and the payment of all claims and damages.
Rental Car Discounts
Student organizations may be eligible to receive discounts on rental cars from companies with which Marquette University has purchasing agreements. To be eligible for the discount, student drivers may need to complete an online driver safety program. For more information about rental car discounts and the online driver safety program, contact the Office of Risk Management at (414) 288-1552.
Liability Waivers
All Marquette student participants in student organization domestic travel must sign a liability waiver prior to departure. The Office of Student Development will obtain liability waivers for the organization upon submission of completed documentation. Signed waivers must be returned to AMU 121 at least one business day prior to departure.
International Travel
The approval process, required documentation, and pre-program planning requirements for all student organization sponsored international travel is outlined in the University Policy and Procedure (UPP) 1-18, found at www.marquette.edu/upp/general.shtml. The information below provides a brief summary of the policies outlined in that document.
Student organization sponsored international travel (outside of the United States) must be registered and approved by OSD (AMU 121.) Approval for student organization international travel is a multi-step process and student organizations must adhere to the deadlines identified below. Failure to do so may result in the travel not being approved. This process is in place to (a) facilitate Marquette’s provision of assistance to all participants traveling abroad, (b) to help reduce risk and liability for student organizations and Marquette University, and (c) to ensure proper planning for international travel.
Required registration forms can be found in the International Travel Packet, available in the Office of Student Development (AMU 121). OSD, in consultation with the Office of International Education (OIE) and the Vice President for Student Affairs will conduct an initial review of all trips, upon submission of the Intent to Travel Form. Initial approval must be obtained by all three entities in order for the organization to proceed to the next steps to register for international travel. Any of these parties may also (if deemed necessary) request a review by Marquette University General Counsel and/or Risk Management.
All trip participants must be over 18 years of age. Exceptions to this policy will generally not be granted.
First Time Programs
First time programs can be described as all new projects/activities or existing projects/activities expanding to new locations. Student organizations planning a first time program must complete and submit the Intent to Travel Form to OSD (AMU 121) in accordance with the following deadlines (between eight and eleven months in advance of departure):
Description of Item |
Winter Break |
Spring Break |
Summer |
|---|---|---|---|
Intent to Travel Form to OSD |
Feb 1 (Prior Academic Year) |
April 1 (Prior Academic Year) |
Sept 1 (Prior Academic Year) |
Preliminary Approval (Intent to Travel) |
April 1 |
May 1 |
By Nov 1 |
Pre-Trip Info Packet to Participants |
After Participant Selection |
After Participant Selection |
After Participant Selection |
Complete Checklist Packet to OSD |
Nov 1 |
Feb 1 |
April 1 |
Established Programs
Established programs have previously been granted first time program approval (see above). OSD will review established programs every two years in consultation with OIE, and with Risk Management and General Counsel as appropriate. Requests for international travel by established programs are generally approved provided all documentation and training requirements are followed. However, in the event of unstable political conditions, significant health and safety factors increasing risk to Marquette students and/ or faculty in– country, and/or other key factors that have changed since the program’s inception, Marquette will monitor the situation and reserves the right to cancel any program. Student organizations planning travel for an established program must complete and submit the Intent to Travel Form to OSD (AMU 121) in accordance with the following deadlines (between six and eight months in advance of departure):
Description of Item |
Winter Break |
Spring Break |
Summer |
|---|---|---|---|
Intent to Travel Form to OSD |
Apr 1 (prior Academic Year) |
Oct 1 (Prior Academic Year) |
Nov 1 (Prior Academic Year) |
Preliminary Approval (Intent to Travel) |
May 1 |
Nov 1 |
Dec 1 |
Pre-Trip Info Packet to Participants |
After Participant Selection |
After Participant Selection |
After Participant Selection |
Complete Checklist Packet to OSD |
Nov 1 |
Feb 1 |
April 1 |
Trip Advisor
All student organizations planning international trips are REQUIRED to identify a full time Marquette University faculty or administrator to serve as a “Trip Advisor” who will work closely with the designated student organization leader(s ) planning the trip. The Trip Advisor is required to travel with ALL student organization international travel programs for the duration of travel. While it is the student organization leaders’ responsibility to ensure the student organization is in full compliance with all relevant student organization policies, it is expected that the Trip Advisor will: be involved in travel planning, attend all planning and predeparture meetings held by the student organization, and review all documents before they are submitted to OSD. It is the Trip Advisor’s responsibility to obtain approval from the appropriate College Dean, Associate Dean or Area Vice President to travel with the identified program. [See Employee Travel Information Form found on the OIE website.] Upon return from travel, the Trip Advisor must complete a program evaluation and submit that evaluation to OSD. The program evaluation will be reviewed by OSD and OIE. An evaluation template is available from OIE.
Pre-Departure Orientation
All trip participants, including Marquette students, non-Marquette participants, and Trip Advisors, are required to complete both parts of a two part pre-departure orientation at least two weeks prior to the scheduled departure date. The orientation will address issues including but not limited to health, safety, security, the culture of the destination country, and expectations. The first part of the orientation consists of an online tutorial and quiz. The second part is an in-person meeting facilitated in conjunction with representatives from OSD and OIE. Prior to the meeting, the student leaders and Trip Advisors must meet with a representative from both OSD and OIE to review the information that will be covered. Individuals who do not complete all parts of the training will not be permitted to travel. Exceptions to this policy will generally not be granted.
Liability Waivers
All Marquette students and non-Marquette participants must sign a liability waiver prior to departure. Trip Advisors need not sign the liability waiver. A liability waiver request form, which is part of the International Travel Packet, must be completed and submitted electronically to OSD. Waivers will be signed at the second part of the pre-departure orientation, when all participants are present in person.
Insurance Requirements
Each Marquette student participant is required to purchase medical insurance through Marquette University that ensures international coverage. If interested, non-Marquette participants are able to purchase medical insurance; however, they are not required to do so. Trip Advisors and Marquette employees are not eligible to enroll. The coverage will be effective during the time of travel and will facilitate Marquette’s provision of assistance to all Marquette student participants and enrolled non-Marquette participants in case of an emergency while abroad. Once travel has been approved and a final list of student travelers has been submitted to OSD, each enrolled participant will be given information about how to print the insurance card. The organization will be billed for the total amount. Current rates can be obtained by contacting the Coordinator for Student Organizations and Leadership in OSD, AMU 121.
It may be appropriate for an organization to consider purchasing travel insurance for non-medical contingencies. While not required, it is highly recommended in the event that the trip is cancelled or a participant is unable to travel.
International Cell Phone Requirement
A participant designated by the student organization MUST have an international phone with him or her at all times. The phone number for the cellular or satellite phone must be given to OSD prior to departure. More information on how to obtain this type of phone is available on the OIE website. The student organization is responsible for all expenses associated with international cellular and/or satellite phones.
Emergency Assistance
All participants will be enrolled in an emergency security assistance program that will provide participants with comprehensive emergency protection. Information about this program and a copy of the emergency assistance card will be distributed at the pre-departure orientation alone with emergency contact information for Marquette University. OIE will register all participants with the US Embassy in the destination country(ies).
Policies and Procedures
- Student Conduct Code
- Conduct Questions and Answers
- Student Organization Handbook
- Policies Related to Greek Life
- Student Handbook
- Office of Student Development Forms & Resources
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