RSO Travel Registration

Embry-Riddle Aeronautical University encourages RSO travel as a means of providing a comprehensive and diverse learning environment. All travel must relate to the purpose and guiding principles of the organization.

Travel should be scheduled so that it does not create an unnecessary interference with a student's academic responsibilities. RSO travel does not necessarily constitute an "excused absence" from class; each traveler is responsible for notifying their faculty members and arranging to make up any work that is missed.

All RSO travel must be registered and approved through the Eagle Life travel registration process. Travel must be registered at least seven days prior to the departure date, but we recommend registering domestic travel as soon as you are aware of it. Approval for travel should not be assumed, and it is the responsibility of the submitter to check for questions regarding their travel in Eagle Life.

RSOs looking to travel internationally must also follow the International Travel policies outlined in APPM 2.3.8. Depending on the destination, this may include a safety review board approval. We recommend registering international travel as soon you are aware of it.

Travelers are expected to conduct themselves in a professional and positive manner as representatives of Embry-Riddle Aeronautical University as outlined to the right.

We recommend that the Trip Lead have a meeting with all travelers to review these and any other expectations prior to travel. Possible topics to cover include: attendance expectations for trip events, appropriate attire, professional behavior, expectations regarding legal alcohol/drug usage, and any responsibilities to share information upon return to campus. Many travel groups make separate behavioral agreements forms that each traveler signs and may be held accountable to via the conduct process outlined in the Student Handbook.

Travel Expectations

• Travelers must adhere to expectations outlined in the Student Handbook as part of their enrollment at Embry-Riddle Aeronautical University.
• Travelers are expected to uphold all expectations and policies as outlined by additional third parties including but not limited to conference organizers and hotel staff.
• A Trip Lead must be designated and accompany the group on each trip. A faculty or staff member is encouraged to travel as the Trip Lead, however the Dean of Students, Director of Student Engagement, or their designee may require the Trip Lead to be a faculty or staff member at their discretion.
• When personal vehicles are involved in transporting people participating in the trip, the Waiver and Release for Usage of Personal Auto form must be completed by each driver.
• When rental vehicles are involved in transporting people participating in the trip, drivers must be authorized by the University's Risk Management team and comply with all policies from the rental agency providing the vehicle.
• When University vehicles are involved in transporting people participating in the trip, drivers must be authorized by the University's Risk Management team.
• Failure to comply with Trip Leader directives, engaging in prohibited conduct, or violations of any laws may result in disciplinary and/or legal action. Students may be discharged from the trip and be fiscally responsible for transportation back to the University under these circumstances. Any issues must be reported in a timely fashion to the Dean of Students Office.
• Travelers who are not Embry-Riddle Aeronautical University students, staff, or faculty are subject to the same travel expectations as outlined above. Failure to comply with the stated expectations may result in legal action and/or an inability to participate in future trips or events.