Club Sports - Travel

Traveling for a club-sanctioned event is an exciting opportunity and a privilege for all eligible Club Sports teams. To ensure smooth approval and adherence to university policies, please follow the steps below for planning your club's travel. From submitting necessary forms to coordinating transportation and accommodations, we’ve outlined everything you need to ensure a successful and enjoyable trip. Safe travels and we wish you the best of luck on your upcoming events!

Travel Documentation Process

  1. Submit Travel Justification Form
    1. Complete the Travel Justification Form on CampusGroups at least 4 weeks (28 days) prior to departure.
    2. Ensure all club members have completed the Student Travel Waiver, Assumption of Risk Form, and Emergency Medical Treatment Form each semester. These forms are also available on CampusGroups.
  2. Submit Student Travel Authorization Form
    1. Provide detailed itinerary information on the Student Travel Authorization Form, available on CampusGroups, at least 2 weeks (14 days) prior to departure.
  3. Coordinate with the Club Sports Office
    1. Meet with the Coordinator of Competitive Sports and Youth Programs during the week of travel to finalize all documentation and ensure compliance.
    2. Submit a complete Travel Roster with the names and Banner ID numbers (Y#) of all traveling members.


By following these steps, your club can ensure a smooth and successful travel experience!

 

Driver Authorization Requirements

  • Submit a Motor Vehicle Record (MVR) form to the Environmental Health and Safety Office.
  • Complete the YSU Safe Driving Course.
  • Each vehicle used for club travel must have at least two MVR-certified drivers.
  • Only authorized drivers are permitted to operate vehicles, including rentals, for club travel.

 

Driving Guidelines

  • Take a 15-minute break every 3 hours of driving.
  • Limit driving to 9 hours per day.
  • Plan a driving rotation for long trips to ensure driver safety.

 

Transportation Guidelines

  • Clubs must use rental vehicles arranged through Enterprise for all travel.
  • Multi-passenger vans (12+ capacity) may carry a maximum of 9 students.
  • Students must use the same mode of transportation for both departure and return unless pre-approved by the Coordinator of Competitive Sports and Youth Programs.

By adhering to these guidelines, clubs can ensure safe and efficient travel for all participants.

If an issue arises during club travel, such as an incident, injury, or unsafe condition, it must be reported promptly to the Environmental Health and Safety (EHS) Department through YSU's electronic Maxient reporting system.

What to Report
Use the Maxient form to report the following:

  • Incident: An unexpected event causing injury, illness, hazardous spill/release, or significant property damage (e.g., fire or flooding).
  • Injury: Any injury sustained on campus or during a university-sponsored activity, including club travel.
  • Near-Miss/Close-Call: A situation that had the potential to cause harm but did not result in injury or damage.
  • Unsafe Conditions: Any environmental or physical hazards that could pose a risk to safety.

How to File a Report

  1. Access the Maxient form online at Maxient Reporting Form.
  2. Provide detailed information, including:
    1. Date, time, and location of the event.
    2. Description of the incident or condition, including any contributing factors.
    3. Names of individuals involved, including witnesses if applicable.
    4. Immediate actions taken (e.g., contacting emergency services, administering first aid).
  3. Submit the form as soon as possible after the event.

Why Reporting Matters

Filing a Maxient report ensures proper documentation and follow-up for safety and liability purposes. It allows the university to address risks, assist affected individuals, and take corrective action to prevent future incidents.

For assistance during travel, contact the Coordinator of Competitive Sports and Youth Programs immediately after addressing urgent safety concerns.