Travel Forms for Student Organizations
Student organizations (except sports clubs) that are traveling (such as to a conference or event) are required to complete three travel forms:
Travel Notice - submit one form which includes a list of students and guests riding the bus and
their emergency contact information – submit the form to Student Life at least 3 days before your event. Copies of the form with emergency contact information will be sent to the Department of Public Safety and the Office of Risk Management prior to the event, while the original form will be kept on file in the Office of Student Life.
- Travel Participation
Agreement - if using university transportation, submit one form per Ball State student/guest to Student Life at least 3 days before your event. If you are not using university transportation, each student still needs to complete a waiver, which is available from John Connor in Student Legal Services, Student Center L-17. Once the forms are completed, the original forms will be kept on file in the Office of Student Life.
- Travel Participant
Form - submit one form per Ball State student/guest to Student Life at least 3 days before your event. The original forms will be kept on file in the Office of Student Life.
If a student organization has submitted paperwork to reserve a bus, then Passenger
Lists with the names of students and guests riding each bus must also be submitted to
Student Life or emailed to Melissa Swackhamer
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.
If a faculty/staff advisor is traveling with the student organization members, then the advisor’s department administrative coordinator will need to generate the online Banner Authorization for Travel form required for Ball State employees.
Sports Clubs must complete paperwork through the Office of Recreation Services. Contact Josh Bisher for more information.
If you have questions regarding the travel forms, contact the Office of Student Life at 765-285-2621.