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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 Traveler Waivers

All student travelers must complete and submit to your organizer the university waiver and release form. The same form is used for minors and would require a parent or guardian signature:

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.

  2. Review the email sent to the Trip Coordinator with the subject,
    Online Form: Student Travel Summary.

  3. Attach and forward all liability waiver forms.
    Send all waivers to deanofstudents@uhcl.edu.
    The Dean of Students must receive this email at least 2 weeks before the travel start date.
  Sample Email Received by Trip Coordinator

After completing the Travel Form, the Trip Coordinator receives a summary email. Below is a sample travel summary email:

Subject: OU Form: Student Travel El Paso Wave Research

Please forward this email with the necessary waivers attached to deanofstudents@uhcl.edu at least 5 business days before traveling.

Travel: Big Wave Dave's Endless Summer
Purpose: Research wave actions.
Location: Schlitterbaun Surf Pool, 555 Fun Rd.,  El Paso, TX
Sponsor: Dean of Students
Travel Start: 04/16/2018
Travel Return: 04/20/2018

Hotel/Overnight Accommodations: Sand Dune Motel, 123 Tide Ave., El Paso, Texas 00000 Apr 16 - 20
Mode of Travel: Dune Buggy

Trip Coordinator
Name, ID: Big Wave Dave, 0123456, 832-555-1212
Email: rachita@uhcl.edu
Emergency Contact: Duke Paoa Kahinu Mokoe Hulikohola Kahanamoku , friend, 003-555-1212

Faculty/Staff Participants:
Traveler1 name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121
Traveler2 name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121
Traveler3 name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121

UHCL Student Participants:
Student1 name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121
Student2 name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121
Student2 name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121
Student4 name, 0012033, 281-555-1212, contact's name, spouse, 713-555-2121

Community Participants:

Minor Participants:

Yes, I agree to attach all necessary waivers and forward this Travel Summary to deanofstudents@uhcl.edu.


  If Your Email Looks Jumbled and Hard to Read...

If your email looks jumbled, and you pressed enter after each person's entry, there's an easy fix. Do the following to make each entry go in it's own line:

  1. Close the Travel Summary email.
  2. Select the File tab at the top of Outlook.
  3. Go to Options on the left menu.
  4. Select Mail.
  5. Scroll down to Message Format (almost at the bottom).
  6. Uncheck Remove extra line breaks in plain text messages.
  7. Open the Travel Summary email.
    It should be easier to read!

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 deanofstudents@uhcl.edu 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
Example: Charlie Smith, 0012033, 281-555-1212, Pat Smith, 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.
Info for Each Traveler
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
    Email: deanofstudents@uhcl.edu

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

    Office hours:
    Mon. - Fri., 8 a.m. - 5 p.m.

    Please call ahead during holidays and semester breaks.

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