Participants in transit are not automatically covered by University insurance. If possible, begin and end all field trips on campus and determine transportation needs in advance. University-provided transportation (including rented vehicles and charter buses) should be used for transportation on a field trip whenever possible. Public transportation (i.e. regularly schedule trains or buses) is also an appropriate means of transportation.
University-owned and Rented Vehicles
Departments with vehicles can use them to transport students on field trips. The use of university vehicles is governed by the University Fleet Safety Policy. Anyone who operates a vehicle in conjunction with a field trip (whether owned by the University or not) should complete the Defensive Driving Training Course offered by Environmental Health & Safety. Students who are 18 years of age or older and who have completed Cal Poly's Defensive Driving course are eligible to drive university vehicles for approved field trips when accompanied by the university employee conducting the field trip.
Any traffic or parking violations are the sole responsibility of the operator of the vehicle.
Use of Commercial Charter Operators
When using commercial charter operators, a contract for services should be executed through Cal Poly's Procurement Services.
Use of Private Vehicles (discouraged)
Students are urged to use university provided transportation if available. Students who choose instead to operate a privately-owned or commercially-rented vehicle, or to ride as a passenger in a private automobile do so of their own freewill and at their own risk. Cal Poly University employees should not drive students' vehicles.
In situations where students wish to deviate from the group travel plans, such as requesting to drive their personal vehicle or make their own travel arrangements, a proper release form will indicate that they are traveling at their own risk and understand their own auto insurance is primary. The University is not liable for physical damage to personal vehicles or medical compensation for their passengers.
If a faculty member or other university employee elects to operate a privately-owned vehicle for transportation, they must have an approved Authorization to Use Privately Owned Vehicles on State Business (STD 261) on file with their manager/department prior to departure. The vehicle owner's policy will serve as the primary policy for liability and the sole policy for physical damage. It is advisable for the employee to confirm with their insurance agent that coverage will apply to business uses before using their personal vehicle on university business. Drivers must not have any DUI or reckless driving violations on their current MVR. Faculty or staff who drive must complete the mandatory defensive driving class at least once every three years.
For any vehicle accidents, please visit: vehicle accidents.
Air Travel
Cal Poly Campus Administrative Policy (CAP) Section 361.7.3 requires the execution of a “release and hold harmless statement” by each student who participates in CSU - sponsored student air travel and/or air travel required in a CSU - affiliated program. Students traveling by air on flights not regulated by the U.S. Department of Transportation are required to purchase life and personal injury insurance.
Contact Risk Management for assistance.
International Travel
All university activities and/or programs involving international travel for students shall contact International Education and Programs for specific requirements and documentation including requirements related to air travel.
Travel Documentation
Please visit Poly Travel for information regarding Concur Travel Requests and Expenses, including Group travel, for trips that incur expenses.
Foreign Travel Insurance
All employees and students traveling internationally on University business are required to secure their foreign travel insurance through California State University Risk Management Authority (CSURMA). Please complete the application here: Foreign Travel Insurance Application
