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Travel Risk Management and Safety

This webpage provides guidance for implementing OP 91.305 – Domestic Travel by Students, with a focus on Risk Management and Safety. The goal is to provide resources and good practices to help students, faculty, and staff enhance safety, reduce risk, and ensure compliance with university policies while traveling for university-sponsored activities. While most bulldogs have a strong understanding of the campus environment, it's important to recognize that risks and hazards can vary significantly while traveling depending on the location, duration, size, and scope of the trip, along with the laws or regulations of the area. Since we might not be as familiar with travel destinations, it's crucial to stay vigilant and prioritize safety as you review and assess potential risks in your travel plans. This page also includes additional forms, resources, and real-world examples to help with your planning and ensure a safe and well-prepared trip.

For the full policy, refer to OP 91.305 – Domestic Travel by Students

Travel Planning and Budgeting

Policy:

  • Travel itineraries, including transportation, accommodations, and activity plans, should be developed prior to travel. Travel plans and expenses may require approval before travel per applicable University or departmental policy and procedures.
  • A review or assessment of risk should be completed for destinations and activities.
  • Develop travel budgets, including anticipated costs, and identify who will pay such costs (i.e., department, student organization, students). Ensure availability of contingency funds for unexpected costs.

Recommendations & Additional Guidance:

Pre-Trip Planning Considerations

We’ve all heard travel horror stories, but good planning can help you avoid that fate. Effective planning can reduce uncertainty and minimize disruptions while traveling for university-sponsored activities. Each trip is different, and the level of preparation will depend on factors such as its size, scope, location, and duration. Before departure, consider the following:

  • Purpose & Scope of Travel
    • Clearly define the trip’s purpose, objectives, and expected activities.
    • Identify all travelers and their roles (e.g., students, faculty, staff, chaperones).
    • Determine if any special approvals are needed based on the nature of the trip.
  • Destination & Logistics Review
    • Consider the location’s infrastructure, climate, and accessibility.
    • Review potential safety concerns, such as weather conditions, crime rates, and any local considerations that may impact the trip.
    • Confirm the availability of medical services and emergency response options.
  • Itinerary Development
    • Outline daily activities, including transportation, lodging, and planned stops.
    • Build in flexibility for delays, last-minute changes, or unexpected disruptions.
    • Provide travelers with a copy of the itinerary and emergency contact information.
  • Risk Review & Assessment
    • A basic risk review may be appropriate for low-risk trips (e.g., attending a conference in a major city).
    • A more formal risk assessment may be helpful for remote locations, high-risk activities, or large group travel.
    • The Hazard Assessment Form can assist in evaluating high-risk travel.
    • For complex or higher-risk trips, contact the Office of Compliance and Risk Management (OCRM) team for additional guidance.
  • Financial Planning & Budgeting
    • Estimate total trip costs, including transportation, lodging, meals, and registration fees.
    • Determine funding sources and confirm who is responsible for covering expenses.
    • Consider setting aside contingency funds for unexpected costs such as trip delays or emergencies.
  • Pre-Departure Communication & Documentation
    • Provide all travelers with essential trip details, including emergency contacts and university support resources.
    • Ensure any necessary forms (e.g., waivers, emergency contact lists, travel approvals) are completed before departure.
    • Provide a pre-trip briefing or orientation to review expectations, safety considerations, and contingency plans with travelers.

Additional Resources:

Transportation Safety

Policy:

  • All drivers who drive vehicles while engaged in travel covered by this policy must possess a valid U.S. driver’s license and be trained and experienced with driving the vehicle.
  • Personal vehicles utilized for travel covered by this policy must be insured and meet the minimum insurance requirements for the state of registration. Liability insurance and physical damage insurance are recommended for all rented vehicles when not driven by a University employee (employee drivers see OP 62.01 Travel).
  • Drivers shall comply with all laws, regulations, and posted signs or directions regarding speed and traffic control.
  • Drivers should not drive more than four (4) continuous hours without a break. Drivers shall drive no more than ten (10) hours in any twenty-four (24) hour period. Trips requiring more than ten (10) hours of driving time shall include overnight lodging.
  • Drivers must not use a mobile device while transporting passengers.
  • If more than one person is traveling, at least one passenger must always remain awake to assist the driver. This person’s role is to maintain alertness and help with navigation and other tasks, ensuring the driver is not distracted.
  • In the event of adverse weather or other factors that affect the ability to drive safely, Drivers should use good judgment and take appropriate safety measures in observance of travel warnings as issued by the highway safety authorities or weather advisory services.
  • Vehicles should be properly maintained and equipped with safety features.

Utilization of University Vehicles must be in accordance with the University’s Fleet Management Guidelinesand OP 62.01 Travel.

Personal Safety Requirements for Drivers and Passengers:

  • Seat Belts: Occupants of any motor vehicle shall use seat belts or other approved safety restraint devices as required by law or regulation.
  • Alcohol and Illegal Substances: Motor vehicle occupants may not possess, consume, or transport alcoholic beverages or illegal substances.
  • Capacity: Driver, passengers, and their luggage should not exceed the vehicle manufacturer’s recommended capacity or federal or state law or regulations, whichever is lowest.
  • Passenger and Driver Safety Concerns: If any passenger or driver observes concerning behaviors, they may request that travel be paused until the issue is resolved. Passengers or drivers have the right to remove themselves from situations where they feel unsafe due to the actions of others.

Carpooling:

  • While students may voluntarily elect to carpool utilizing personal vehicles in accordance with this policy.
  • Faculty or staff shall not organize student carpooling in any way, including assigning drivers or passengers.

Charter Services:

  • The use of chartered commercial transportation for travel is strongly encouraged due to the inherent risks of general automobile travel and the additional risks associated with transporting others in a personally owned vehicle.
  • Any charter service paid for with University funds must be contracted through Procurement Services. University departments are encouraged to use standing master contracts.
  • If not contracting through Procurement Services, ensure the vendor:
    1. Is a reputable and licensed transportation provider
    2. Has an acceptable safety record of bus charter service by checking their history via the Department of Transportation (DOT) at www.fmcsa.dot.gov/safety/passenger-safety/bus-safety-search
    3. Has appropriate insurance
  • If using Air or Watercraft Charter Services, contact the Office of Compliance and Risk Management for additional guidance.

Recommendations & Additional Guidance

Trip Planning & Driver Acknowledgment:

Trip organizers are encouraged to review policy requirements with all drivers before travel. Having designated, experienced drivers and understanding expectations can reduce travel risks.

Driver Verification:

  • Drivers may sign the Student Domestic Travel Agreement Form to acknowledge that they have reviewed the policy and understand expectations.

  • Those using personal vehicles may also acknowledge they are responsible for their own vehicle’s maintenance, personal insurance coverage, and any associated risks.

Fatigue Management & Driving Limits:

Fatigue-related crashes are one of the leading causes of accidents in the U.S. Driving time limits reduce this risk.

  • Drivers should take a break at least every four hours.
  • Total driving time is limited to 10 hours in a 24-hour period. Trips requiring more than 10 hours of driving time must include overnight lodging.
  • On long trips, rotating drivers when possible may help reduce fatigue.
  • A designated passenger staying awake to assist the driver can improve focus and navigation.
  • The map below can help determine if your trip’s drive time may exceed 4 or 10 hours.

Drive Time Estimation Guide

Use of 15 Passenger Vans & Mississippi IHL Standards:

15-passenger vans have a higher risk of rollovers due to their weight distribution. Mississippi’s Institutions of Higher Learning (IHL) guidance limits these vehicles to a maximum of 10 occupants (1 driver + 9 passengers).

  • Review the IHL Guidance on 15-Passenger Vans
  • Fifteen-passenger vans should only be driven by experienced, licensed drivers who operate this type of vehicle regularly. A commercial driver’s license is ideal. It’s important to know that 15-passenger vans handle differently than cars, especially when fully loaded.
  • Seatbelts must be worn.
  • Load cargo carefully to maintain vehicle balance.

Personal Vehicles & Carpooling Considerations:

  • University-owned or rental vehicles are recommended when available
  • Those using personal vehicles should be aware that their personal insurance is primary in the event of an accident and that they assume responsibility for their passengers and their vehicle maintenance and safety.
  • University-coordinated carpooling in personal vehicles is not permitted for university-sponsored travel.
  • Assigning students to university-owned or rented vehicles is not considered carpooling.

Charter Service Recommendations:

  • Departments should take advantage of the University’s standing master contracts for charter services to simplify procurement, ensure proper insurance coverage, and reduce administrative burden.

Vendors with Master Contracts

Cline Tours

  • If booking outside of master contracts, trip organizers should request documentation of liability insurance and safety records to ensure the vendor meets safety expectations.

Mobile Device Use While Driving:

  • Drivers should not use a mobile device while operating a vehicle. Even hands-free devices can cause distractions that reduce reaction time and awareness.
  • Passengers should handle navigation, communication, or other in-car tasks to minimize driver distractions.
  • If communication is necessary, pull over to a safe location before using a phone.

Additional Resources:

Lodging

Policy:

  • Book accommodations with good safety records and positive reviews.
  • Select lodging facilities with appropriate fire and safety protections in place (e.g., smoke alarms, carbon monoxide detectors, fire extinguishers, interior door locks), particularly in non-commercial group lodging (e.g., Airbnbs, cabins, and lodges).
  • Choose accommodations that are in safe areas and provide adequate security measures.
  • When overnight accommodations are necessary, every reasonable effort should be made to respect the rights of privacy and adequate space needs of participants. Guidance on overnight accommodations and student travel is available at Mississippi State University Travel Services.
  • Faculty and staff may not share lodging with undergraduate or graduate students, and graduate students acting in their capacity as university employees (for example, as teaching assistants) may not share lodging with undergraduates they supervise or instruct. Employees may seek a waiver of these restrictions in advance of a trip by using the Lodging Waiver Request Form.
  • Lodging waivers will not be granted for sharing a single hotel room and will be granted only for good cause for sharing larger spaces such as rental houses. If you are uncertain whether your arrangement complies with these requirements, you should contact the Director of Federal Regulatory Compliance in the Office of Compliance and Risk Management at ocrm@msstate.edu before booking.

Recommendations & Additional Guidance

When you have the ability to select your accommodations, consider the following recommendations. Other factors, such as budget constraints, conference-designated lodging, or trip logistics, may also influence lodging selection.

Choosing Safe Lodging:

  • When possible, book accommodations selected by a conference or vetted by a recognized organization.
  • If the property is not pre-selected by a conference or another organization, check recent positive guest reviews for safety, cleanliness, and security mentions before booking.
  • For large student group trips, consider a site visit in advance if the budget allows. This can help ensure lodging is appropriate for the group’s needs.
  • When staying in urban areas, consider hotels with a single point of entry, such as a front lobby with security personnel. This can help manage access and improve overall safety.

Reviewing Non-Traditional Lodging (Airbnb, Cabins, Lodges) Upon Arrival:

  • Check that doors and windows are locked and that security features such as alarm systems are working.
  • Verify the presence of smoke alarms and carbon monoxide detectors, especially if the lodging has gas fireplaces, stoves, or other fuel-burning appliances.
  • If something seems unsafe, work with the property owner to resolve concerns or be prepared to seek alternative accommodations.

Location Considerations:

  • Prioritize well-traveled, pedestrian-friendly areas with easy access to transportation and other locations.

Additional Resources:

Health and Medical Preparedness

Policy:

  • Collect emergency contact details for all participants.
  • Ensure access to first aid kits and emergency medical supplies for trips traveling to remote areas or involving physical activities.
  • Identify local healthcare facilities when traveling for extended periods of time, participating in physical activities, or traveling to remote areas.

Recommendations & Additional Guidance

When planning travel, consider the following health and medical preparedness measures. Other factors, such as trip duration, destination, and planned activities, may also impact medical planning.

Emergency Contact Information & Trip Registration:

  • Emergency contact details for students are collected through the trip registration process.
  • Trip organizers can request access to the travel registration MyTrip dashboard that will include emergency contact information. Theis information can be viewed online or exported. To access the dashboard, select  “Request MyTrips Dashboard Access?” during the trip registration form or by emailing studenttravel@msstate.edu with your request and NetId.

First Aid Kits & Medical Preparedness:

  • A first aid kit is recommended for trips traveling to remote areas, physical activity, into the field, or with large groups. A kit may include bandages, antiseptic wipes, basic wound care supplies, and emergency medications like antihistamines.
  • CPR and first aid training is encouraged for trip organizers and can be accessed through:

Identifying & Sharing Healthcare Facility Locations:

  • For remote travel, research and document the nearest urgent care clinics, hospitals, and pharmacies before departure.
  • If traveling by car to a remote location, share the locations of healthcare facilities with trip participants in advance.

Medical Emergencies – Reporting

  • In the event of a serious, on-going emergency, contact 9-1-1 or the nearest emergency service or law enforcement agency in the area in which you are located. When it is safe to do so, please also report the emergency to the University Police Department at 662-325-2121.
  • If you require other assistance from MSU during your travel, please contact the University Police Department at 662-325-2121 or email your request to studenttravel@msstate.edu. The University Police Department will be able to provide more immediate assistance to you by contacting the appropriate university official.

Additional Resources:

Crime Prevention

Policy:

  • Provide students with information on local crime risks and safety tips.
  • Implement buddy systems when possible to enhance personal security.
  • Encourage students to avoid risky areas and activities.

Recommendations & Additional Guidance

When planning travel, consider the following crime prevention measures. Crime risks vary by location, so taking proactive steps can help improve personal security.

Local Crime Awareness & Safety Tips:

  • Include crime prevention and safety information in a pre-trip briefing so students are aware of general risks and best practices.
  • Remind students about safety measures throughout the trip, especially if there is free time for activities away from the main group.
  • Local law enforcement websites, city tourism boards, or newspapers may also provide crime prevention and personal safety tips specific to an area that can be shared with travelers. (i.e. NYPD Provides a Personal Safety Book, City of Chicago, NOLA Visitor Bureau)
  • Mississippi State University Police Department (MSU PD) offers general personal safety guidance: MSU PDPersonal Safety Tips,

Buddy System & Group Awareness:

  • Encourage students to stay in groups when exploring new areas, using public transportation, or going out at night.
  • For large group trips, consider setting check-in times or designated meeting locations to help keep participants accounted for.
  • Remind students to use caution with rideshare services, verify driver identities, and avoid traveling alone when possible.

Avoiding Risky Areas & Activities:

  • Encourage students to avoid high-crime areas and situations that increase risk, such as walking alone late at night or displaying valuable items in public.
  • Limit carrying large amounts of cash and use digital payment options when available.
  • Discuss common scams or tactics used to target travelers and how to respond if approached.

If an emergency or crime-related incident occurs, students should report it to 911 or the local police and notify their trip organizer.

Additional Resources:

Liability Waivers and Insurance

Policy:

  • For trips that require participation in physical or high-risk activities, participants must sign liability waivers acknowledging the risks associated with travel. Sample liability waivers can be found at MSU Legal: Waivers.
  • When individuals use their own vehicles to transport themselves and/or others, they do so at their own risk. Students utilizing private vehicles are responsible for their own auto physical damage and liability insurance.
  • Students are not covered under any university insurance policies while participating in domestic travel and should ensure they have appropriate health insurance coverage for trips.

Recommendations & Additional Guidance

Trip organizers and participants should be aware of liability and insurance considerations before travel. Understanding these responsibilities can help reduce confusion and ensure appropriate coverage in case of an incident.

Liability Waivers & Assumption of Risk:

  • Liability waivers are an important tool for ensuring students are aware of high-risk activities that may take place during travel. By signing a waiver, students acknowledge potential hazards and agree to take personal responsibility for their safety.
  • Waivers should be specific to the trip and the activities involved. Organizers should ensure that each waiver is tailored to the risks of the planned activities, such as hiking, research fieldwork, or athletic events. Sample waivers can be found at MSU Legal: Waivers.

Personal Vehicle Use, Carpooling, & Liability Considerations:

  • Students who volunteer to drive others in personal vehicles take on additional liability. If an accident occurs, the driver’s personal auto insurance is the primary coverage, meaning they are financially responsible for any damages or injuries.
  • Carpooling should be a voluntary decision, and students should fully understand the risks of transporting passengers.

Health & Travel Insurance:

  • Students traveling for routine trips (e.g., conferences, meetings, or academic visits) typically do not need to take additional steps regarding health insurance.
  • For high-risk trips, such as travel to remote areas or participation in physical activities (e.g., fieldwork, athletic competitions, or outdoor research), students should verify their health insurance coverage. Some plans may have higher out-of-pocket costs for out-of-network care, and students should review their coverage in case medical treatment is required while away from their home state.
  • Travel insurance may be considered for high-risk trips where medical evacuation could be required. Coverage varies by provider, and students should determine whether their existing health insurance covers emergency transport.

Identifying In-Network Hospitals & Clinics:

  • For students with existing conditions who may need treatment during a trip, it may be helpful to check which hospitals, urgent care centers, or clinics are in-network before traveling. This can help avoid unexpected out-of-network costs if treatment is needed.
  • Most health insurance providers offer online tools to locate in-network providers by ZIP code or city. Students can check their insurance provider’s website or call customer service to get a list of covered facilities at their destination.

Additional Resources:

Field Research

Policy:

  • Notify landowners and obtain permission before entering private property or restricted public lands.
  • Be aware of and prepared for potential wildlife encounters.
  • Carry communication devices suitable for location.
  • Develop and communicate an emergency response plan specific to the fieldwork location.
  • Ensure that all participants are trained to work safely in remote areas if applicable.

Recommendations & Additional Guidance

When conducting field research, planning ahead for safety, communication, and environmental hazards is critical. Conditions in remote or unfamiliar areas can vary, and preparation can help minimize risks.

Land Access & Permissions:

  • Obtain all necessary permissions before conducting research on private land or restricted public lands. Some areas may require permits, and failure to obtain permission may result in legal consequences.
  • If working on federal or state-owned lands, check for any specific research permits or reporting requirements.

Wildlife & Environmental Hazards:

  • Identify potential wildlife risks before traveling. Research local wildlife hazards such as snakes, bears, or aggressive insects and understand how to handle encounters.
  • Store food and waste properly in areas where wildlife could be a concern.
  • Wear appropriate clothing and protective gear based on terrain and weather conditions.
  • For questions or concerns regarding wildlife, contact our Department of Wildlife Fisheries and Aquaculture or the applicable State Department of Wildlife and Fisheries.

Communication & Emergency Planning:

  • Carry communication devices suitable for the field location. This may include:
    • Cell phones (verify coverage in advance)
    • Two-way radios for short-range communication
    • Satellite phones or personal locator beacons (PLBs) for remote areas where cell service is unavailable
  • Satellite phones can be rented from various providers and may be a valuable option for extended fieldwork in areas without reliable communication; an iPhone 14 (with IOS 18) or newer also has limited satellite connectivity.
  • Develop and share an emergency response plan before fieldwork begins. The plan should include:
    • The nearest medical facility and route for accessing emergency services
    • Check-in schedules for teams working in isolated locations
    • Contact information for landowners or local authorities if applicable

Remote Worksite Training & Safety Measures:

  • Ensure participants are trained to travel safely in remote locations. Training may include:
    • Basic survival skills for extreme weather conditions
    • First aid and CPR (available through EH&S)
    • Safe handling of equipment, tools, or chemicals used in research
  • Use a buddy system whenever possible, especially when working in hazardous conditions.
  • Have proper safety equipment on hand, including more robust first aid kits, protective clothing, and GPS navigation and tools.

Additional Resources:

When the Unthinkable Happens: Why Travel Safety Matters

No one expects an emergency while traveling, but risks can arise anywhere, at any time. These real-life incidents go beyond travel inconvenience and serve as a reminder of why preparation, awareness, and risk management are essential.

Underestimating Weather Results In Helicopter Rescue Of Students

Auburn Graduate Student Dies During Off-Campus Research Work At Private Farm

Students Are Required To Shelter In Place During Field Trips Due To Hurricane

Student Requires Rescue After 80ft Fall During Educational Field Trip  

Tire Blowout And Rollover Kills 8 College Students And Instructor

Six Intermural Club Sports Team Members Injured In Van Accident During Snowstorm

University Student Dies On Student Club Kayaking Trip

This webpage serves as a resource to help students and university employees adopt the guidance outlined in OP 91.305 – Domestic Travel by Students. For additional questions, contact the Office of Compliance and Risk Management at ocrm@msstate.edu.