Is your student organization planning to travel off-campus to a conference or other event? Read through the information below and be aware of what forms must be submitted:

1. Risk Management - As a member of a student organization, you can be held liable, individually, for your group's sponsorship of activities that harm others. Be aware of the risks involved for student organizations by reviewing the Office of Risk Management Website.

2. For organizations requesting the use of University buses:

    a. Obtain the University Bus Request forms from the Office of Student Life or download the forms. After you complete and submit the Bus Requisition form to support staff member Courtney Hawkins, she will send you an email confirmation if a bus is reserved for your organization. If no bus is available on the date which you have requested, she will also email you with this information.

    b. Student Travel Notice - submit one Student Travel Notice form that includes a list of students and guests riding the bus, and their emergency contact information. Submit the completed form to the Office of Student Life at least 3 days before your event. Copies of the form will be forwarded to the Department of Public Safety and the Office of Risk Management prior to the event. The original form will be kept on file in the Office of Student Life.

    c. Travel Participation Agreement - if using university transportation, every Ball State student and guest must complete a form. Submit the completed forms to the Office of Student Life at least 3 days before your event. The forms will be kept on file in the Office of Student Life.

    d. Travel Participant Form - if using university transportation, every Ball State student and guest must complete a form. Submit the completed forms to the Office of Student Life at least 3 days before your event.  The forms will be kept on file in the Office of Student Life.

    e. Passenger lists with the names of the students and guests riding each bus must be submitted to the Office of Student Life or emailed to Courtney Hawkins on the Thursday prior to your event by 5:00 p.m. (if event takes place on a Friday or Saturday) or 3 days prior to the event.

3. For organizations providing their own transportation:

    a. Student Travel Notice - submit one Student Travel Notice form that includes a list of students and their emergency contact information. Submit the completed form to the Office of Student Life at least 3 days before your event. Copies of the form will be forwarded to the Department of Public Safety and the Office of Risk Management prior the event. The original form will be kept on file in the Office of Student Life.

    b. Travel Waiver - although the organization is not using university transportation, each student still needs to complete a travel waiver which will protect the organization in case of an accident. Travel waivers are generated by Attorney John Connor in Student Legal Services, Student Center L-17. If a faculty/staff advisor is traveling with the student organization members, then the advisor's department administrative coordinator must generate the online Banner Authorization for Travel form required for Ball State employees.

4. Other items to note:

    a. Sports Clubs must complete paperwork through the Office of Recreation Services. Contact the Interim Associate Director of Recreation Services, Ben Peak, for more information.

If you have questions, contact the Office of Student Life at 765-285-2621.