Transportation

Student organizations must submit an Activity Request for all activities/events requiring transportation. For the full Transportation Policy, please review the Student Organization Handbook.

Private and Rented Vehicles

• All drivers must have completed the Defensive Driving course administered by the Loyola Facilities Department, and an Annual Motor Vehicle Records check administered by Loyola Risk Management.
• Participants driving in private or rented vehicles must obtain a copy of the Glove Box Accident Form found in all the gloveboxes of Loyola Vehicles. In the case of an accident follow the instructions on the form. Group must also submit a copy of the Glove Box Accident Form to CSE within 24 hours of the accident. Additional Accident and Breakdown procedures can be found here.

Domestic Travel over 100 miles

• Student organizations traveling over 100 miles from the University’s Lakeshore Campus must submit an Activity Request through LUCommunity at least 14 days in advance of travel date.
• Each participant traveling must sign a Waiver Form available for download through LUCommunity. A Liability Waiver Form must be submitted to the Center for Student Engagement, DSC 127 no later than 48 hours prior to travel date.

International Travel

Any student organization with the intent to travel outside of the United States under the Loyola University and/or student organization name must adhere to the University’s International Travel Policy in addition to following the steps listed below:

• Student organizations traveling internationally must submit an Activity Request Form (ARF) and a Travel Information Form through LUCommunity at least 12 weeks in advance of travel date.
• Once Travel Information Form is on file, CSE will assist the student organization in coordinating a Health & Safety Orientation. This orientation must occur at least six (6) weeks prior to the travel date.
• Additional information will be requested at this time including but not limited to roster, passports, coordination of group registration for Cultural Insurance and Services International (CISI).
• Each student organization participant traveling must sign a Liability Waiver Form available for download through LUCommunity. A hard copy of the Waiver Form must be submitted to the Center for Student Engagement, DSC 127, no later than four (4) weeks before travel date.
• All roster information and required documentation should be submitted four (4) weeks before the travel date. CSE will partner with the Office of Global and Community Engagement to coordinate groups registration for CISI and payment from the student organization financial accounts. More information will be provided at this request.
• Each participant must complete an international travel registration with the Office of Global and Community Engagement, and purchase Loyola’s CISI Health Insurance. Proof of enrollment will be collected at the Health & Safety Orientation.
• Organizations that choose to host an international trip must have an advisor and additional Loyola employee present. The advisor must be registered with the Center for Student Engagement through annual LUCommunity registration. The organization should factor in all expenses for the advisor and additional Loyola employee.
• If a trip includes non-Loyola participants (recent graduates, alumni, friends, family of Loyola, or visiting students), they will be required to participate in the Health & Safety Orientation. The Loyola CISI policies are limited to only current Loyola employees and students. The Loyola CISI policies do not extend to spouses, dependents, or other guests. Should additional travelers be interested in purchasing travel insurance on their own, they may do so. It’s possible for those individuals to purchase insurance directly from CISI at the insurer’s Individual Online Enrollment site.
• Groups traveling under Loyola University and/or student organization that do not complete the required steps to register travel with the Center for Student Engagement and additional campus partners will be considered travelling out of compliance with university policies. Failure to follow policy or procedures relating to an international trip may result in accountability measures for the group and/or impact the group’s status on campus.