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Club Travel Rules and Regulations
All travel by any Club Sport at the George Washington University must be approved by the Center for Student Engagement or the Office of Campus Recreation at least seven days prior to any scheduled trip. Each club is solely responsible for its mode of transportation to and from club activities. The university strongly recommends that Club Sports utilize charter motor coach service with professional drivers. Under NO circumstances should clubs utilize 15-passenger vans for travel. In recent years, 15-passenger vans have been involved in numerous roll-over accidents resulting in fatalities. The Office of Campus Recreation feels that these vehicles are inherently unsafe for group travel. Clubs are permitted to rent 12-passenger vans, minivans, and cars for travel.
There is one form which must be completed by every student who drives other students during the course of the sport club season. Whether it be in private, personal-owned vehicles or rental cars, this form must still be submitted to the Office of Campus Recreation along with a copy of your state issued driver's license.
Any sport club member who intends to drive other club members in either personal vehicles or rented vehicles must fill out a Driver Authorization Application and return that form along with a copy of your driver's license by email to Aubre Jones in the Office of Campus Recreation at least two weeks prior to their trip. In addition, if clubs are using their own personal van or renting a 10 - 12 Passenger Van, they must also complete the 10 - 15 Passenger Van Safety Acknowledgment and return that form to the Office of Campus Recreation.
Finally, all drivers must complete the Drivers Safety Program form. Information on this course will be sent to the student after the application has been received.
All of these forms can be found at the Office of Health & Safety.
Clubs may use university allocated funds for payment of rental vehicles or any travel expenses. The university will pay for gas purchases or tolls associated with team travel. The university will pay for accommodations at hotels or motels when clubs travel to away matches. If renting vehicles from Enterprise, the insurance coverage is included in the rental for all renters age 20 and older. All drivers of rental vehicles must be 20 years of age or older and have a very good driving record. In any club travel, the number of individuals in each vehicle cannot exceed the number of seat belts provided for the vehicle. (A 12-passenger van may not carry more than 12-passengers) Any violation of this policy will result in the immediate suspension of the club.
A Sport Club officer must complete a team travel/itinerary form and submit it to the Office of Campus Recreation and the Center for Student Engagement at least seven days prior to any scheduled trip. Submission of this form does not warrant automatic approval for team travel. Any Club member that will be driving a vehicle must have a copy of his/her driver's license on file in the Center for Student Engagement at least seven days prior to any scheduled trip. If the club advisor or coach is not able to travel with the club on a trip, then he/she must delegate his/her authority to a "Person in Charge". This individual must be a registered club officer and listed as the "person in charge" on the team travel/itinerary form. Any Club member listed on the travel/itinerary form must have a signed waiver/release form on file in the Office of Campus Recreation. Failure to adhere to this policy could jeopardize the status of the sport club. The Recreational Sports Director can immediately suspend team privileges of any team that travels without approval. Any accident, serious injury, or unusual occurrence on a club related trip - or even at event held locally - must be reported to the Recreatonal Sports Director by a club officer or advisor as soon as possible. If the club has an accident on the road, they should call the Aubre Jones immediately!
Office Phone: (202) 994-7546 Cell Phone: (202) 497-2659
The Office of Campus Recreation will not reimburse the owner of a privately owned vehicle for mileage accumulated on sport club trips. To receive reimbursement for hotel or motel lodging while on a trip, original receipts must be submitted to the Center for Student Engagement upon return. A legitimate receipt is one on the hotel's letterhead with the correct date clearly indicated and the amount clearly stated. The individual being reimbursed must submit his name, address, phone number and social security number with the receipts. The transportation and/or consumption of alcoholic beverages is prohibited while traveling on university sponsored sport club trips.