General Information

Access to current and accurate information is an essential factor in the university's ability to respond effectively to a critical incident involving Cameron students. In an effort to ensure individuals responsible for providing assistance have the information needed and all travel is documented, travel coordinators are responsible for submitting a timely student travel packet. 

Note: All requests for Athletics Student Travel must be submitted to the Director of the Department of Athletics. Please refer to the Athletics Student Travel protocol.

The student travel documents T6, T7, and T9, appropriately signed by the necessary individuals, must be submitted to the Office of the Dean of Students in conjunction with the timelines listed below. Electronic submissions in PDF format are preferred and can be emailed to studentservices@cameron.edu.

• In-state student travel: due a minimum of 7 business days prior to travel departure.
• Out-of-state student travel: due a minimum of 10 business days prior to travel departure.
• International student travel: due a minimum of 15 business days prior to travel departure.

Complete Student Travel Packet

All student travel documents must be typed. The T6, T7, T9 documents must be submitted together to the Office of the Dean of Students and must be free from errors, white-outs, and scratch-outs. Hand-written and/or fragmented documents will be returned to the travel coordinator. Do not send T8 forms or T3 forms to the Office of the Dean of Students. Some forms have been updated from previous versions. Therefore, please use the forms that are included on this webpage. Outdated and incomplete forms will be returned. 

Note: Travel arrangements such as flights, vehicle rentals or lodging should not be purchased until final approval from the Office of the Dean of Students has been obtained. 

Student Travel Packet (fillable)

Please read the following instructions fully and carefully. The student travel packet includes T3, T6, T7, T8, and T9 forms, however - only the T6, T7, and T9 forms are to be submitted to the Office of the Dean of Students. See below for a brief explanation of the forms:

1. T6 - Student Travel Authorization Request (2 pages). All appropriate signatures must be collected before submitting to the Office of the Dean of Students. Electronic submission is preferred. Be sure you give yourself time to procure the appropriate signatures in time to meet the Office of the Dean of Students deadline(s) as stated above.
2. T7 - Student Travel Roster (updated). This form must be completed in its entirety and when each student submits their T8 to the department, the checkbox must be marked. This form is now required to be signed by the trip coordinator verifying that all T8 forms have been received by the department. Do not send the T8 documents to the Office of the Dean of Students. Student Travel packets that do not include a completed/signed roster will be returned to the department. If the roster changes before the trip commences, an amended copy should be sent via email to studentservices@cameron.edu before the vehicle leaves campus. This information will be used by university staff members to assist student participants in case of an emergency. It is imperative that a correct and up-to-date list of participants and travel plans are available on campus.
3. T8 - Voluntary Assumption of Risk and Informed Consent. Each student must complete this form for each trip they take part in. Students that have not completed this form timely, should not be allowed to board the vehicle. Validation is required on the updated T7 form. Please keep the original T8s in your department’s travel records. Do not send these forms to the Office of the Dean of Students.
4. T9 - Special Markets Insurance. An audit form must be completed for each trip, whether traveling locally or out of town, regardless of the time spent off campus. 
5. T3 – Travel Request for Leave and Reimbursement. Please do not include any T3s with the student travel packet to the Office of the Dean of Students. A T3 must be completed for each faculty and/or staff member participating in a student trip. This form must be typed and signed, then forwarded to the appropriate approver before being submitted to the Business Office. 

Instructional Documents

T6: Student Travel Authorization

Instructions for Completion and Example Form

T7: Student Roster

Instructions for Completion and Example Form

T8: Student Voluntary Assumption of Risk and Informed Consent

Instructions for Completion and Example Form

T9: Special Markets Blanket Insurance Form

Instructions for Completion and Example Form

Student Travel Policies

The opportunity to represent Cameron University throughout the state, nation, and world is one of the many benefits available to Cameron students. The university has established a travel registration process to promote the safety and welfare of students.

To view the student travel policy in its entirety, visit the university's policy page at https://www.cameron.edu/storage/policies/Student_Travel_Policy-Dec_2024.pdf

Does this Policy apply to me?

The Student Travel Policy applies to student travel sponsored by a department or recognized student organization. Specifically, these procedures are required when any of the following circumstances apply:

• The travel event is funded by the University, and
• The travel is undertaken using a vehicle owned or leased by the University.
• The activity or event is required or organized by a recognized student organization, or
• The travel is undertaken under the scope, direction or election of a department, class, university office, learning community, study abroad program, recognized student organization, or their representatives.

When is University Authorization not required?

• Please refer to Section 3.4.4 of the Student Travel Policy which states: University authorization is not required for student drivers for the following routine or recurring activities for which Cameron University does not ordinarily provide transportation: student teaching, practicums, internships, off-site instruction, and certain field research and service learning experiences.

Contact Information

If you have questions about student travel, please contact the Office of the Dean of Students.

Office of the Dean of Students

North Shepler, Room 324 

580-581-2244 

studentservices@cameron.edu