University Recreational Sports Office University of Wisconsin Stevens Point Student Organization Travel Manual

Transcription

1 University Recreational Sports Office University of Wisconsin Stevens Point Student Organization Travel Manual Primary Contact: Student Organization Adviser: Office Number: Cell Number: Home Number: Back - up Contact: Mike Piekenbrock Recreational Activities Coordinator University Recreational Sports Hours: Monday Friday 9:00am-4:30pm Office: Cell: Susan LeBow, Interim Associate Director; University Centers Hours: Monday-Friday 8:00-4:30pm Office: Cell: Other Important Numbers: Protective Services Transportation Enterprise ( ) Important Destination Numbers: Hospital: Conference Contact: Hotel: Pa

2 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 Amanda Glish, URS Budget Director university.recreational.sports@uwsp.edu or Suzy Zblewski, SGA Accountant SGA Budget Director Transportation

3 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 ( ) 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.

4 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.

5 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

6 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 -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

7 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.

8 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.

9 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.

10 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: 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.

11 Participant Name and Cell Phone List Travel Checklist Hold Harmless Forms Medical Forms Itinerary Emergency Phone List Vehicle Use Agreement SGA Vehicle Request Wilderness First Responder Certification (Wilderness Trips Only) URS Trip Leader Adviser Transportation x x x x x x x x x x x x x x x x

12 GET OUT AND PLAY