Travel Policy

The Dean of Students office is responsible for overseeing and administering the student travel policy for UHCL. This policy is described in the University of Houston System Administrative Memorandum 03.E.08 Student Travel. The Dean of Students office is available to assist you in organizing and overseeing your student travel.

Student and Traveler Waivers

All student travelers must complete and submit to your organizer the appropriate university waiver and release form. Please choose the appropriate form:

Faculty & Staff

If you are involved in student travel that is “organized, arranged, or coordinated” and funded  by your university department, required by a registered student organization, or by you in your role as a university employee, you must do in advance of the trip. Student travel to destinations greater than 25 miles away requires you to:

  1. Read, review and follow the University of Houston System System Administrative Memorandum 03.E.08 Student Travel. Note the requirements when a student is driving other students.

  2. Complete the Student Travel Form below.

Student Travel Form

The Student Travel Form is usually completed by the UHCL Faculty or Staff member who is the Trip Coordinator and traveling with the group:

  1. Complete and submit the Travel Summary/Emergency Contact Form.
    When the form is submitted, the Trip Coordinator automatically receives a summary email  with the subject, Online Form: Student Travel Summary.

  2. Forward all liability waiver forms.
    Send all waivers to
    The Dean of Students must receive this email at least 2 weeks before the travel start date.
General Travel Info
Please list all the hotels/overnight accommodations, their addresses, and dates of stay.
For example: Candlewood Suites, 9701 Stonelake Blvd., Austin, TX 78759, Feb. 2-5, 2019
Courtyard by Marriot, 207 N Saint Marys St, San Antonio, TX 78205, Feb. 6
Travelers' Info
The Trip Coordinator receives a summary of this form by email. Then, the Trip Coordinator forwards the Student Travel Summary email to the Dean of Students at with all the necessary waivers attached.
Please enter each person's information as follows:
Traveler Name, UHCL ID, Cell, Emergency Contact, Relationship, Phone, Overnight Accommodations and Date - then press Enter
For example: Traveler full name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121, Candlewood Feb 2-5.Marriot Courtyard Feb. 6
Pressing ENTER after each traveler's info, makes the Student Travel Summary easier to read because each person's info is on its own line.
Finishing Up
When you submit your application:
- A Thank You message is displayed on the page when your form is sent successfully.
- We appreciate you filling out the online Student Travel Form and will only contact you if we have a question.
- Remember to attach the necessary waivers to the Travel Summary email and forward them to the Dean of Students.
  • Dean of Students

    Phone: 281-283-2567

    SSCB 1201
    2700 Bay Area Blvd, Box 195
    Houston, TX 77058-1002

    Office hours:
    Monday - Thursday, 8 a.m. - 6 p.m.
    Friday, 8 a.m. - 12 p.m.

    Please call ahead during holidays and semester breaks.

    UHCLCareer Facebook