Travel Information
Procedure
•Submit a completed Travel Itinerary to the Assistant Director - IM & Club Sports five (5) days in advance for trip approval.
•If you will be driving your own personal vehicles, you will need to fill out and submit a Driver Clearance Form
•If you will be driving University or rental vehicles, you will need to fill out and submit a Driver Clearance Form and a Xavier University Vehicle Use Authorization card (available in the Office of Risk Management - 3rd floor GSC)
Xavier University Vehicle Use Authorization cards are to be submitted at least two (2) weeks prior to travel date or that person will not be permitted to drive.
Note: As soon as you know who will be driving at any time during the year, you should submit the above items
•A Xavier University chaperone or employee (inclusive of an advisor or coach) must accompany the club on every trip
•The Club President will be notified if the trip has not been approved.
Van Rental
•University vehicles will not be provided. All travel must be done in privately insured vehicles or short-term leased vehicles. Transportation arrangements will be the responsibility of each respective club. (All club members driving must complete and have on file with the Assistant Director - IM & Club Sports a driver clearance form prior to any travel.) If an injury requires medical attention, the club member must use his or her own personal insurance.
•Any short-term vehicle rental must be done in Xavier University’s name in order for University insurance to apply. Any defects should be noted on the rental agreement and confirmed by the rental agency. Charges made by the rental agency for damage that was not noted by Xavier’s authorized driver renting the vehicle will be the responsibility of the club/driver.
•Xavier’s insurance policy will provide liability coverage on rented vehicles as excess coverage to that provided by the rental company. Renters should decline Comprehensive and Collision Coverage offered by the rental agency as this is covered by XU’s policy. Records of rental costs should be retained by the Recreational Sports Department.
•All accidents involving rental vehicles are to be reported promptly to the rental agency as well as the Assistant Director - IM & Club Sports. Failure to report accidents will result in penalties to the club.
Rental Procedure
The process for leasing a van is as follows:
- Contact Mike Albert Leasing and make sure they have a van for the dates you need. Price for passenger van is $69.00 per day.
- Complete a purchase requisition form and get it signed by the Assistant Director.
- Submit a purchase requisition form to Purchasing (fax: 745-3666) with dates van is required.
- Purchasing will fax the hardcopy requisition back to the designated individual for the club making the arrangements. Mike Albert will request you to forward them a hardcopy of the purchase order. The reason it is better for the club designee to fax is to confirm it went to Mike Albert and you have a hardcopy of proof of fax.
- After using the van, contact the Assistant Director to forward a ‘Receiving copy’ of the purchase order to Purchasing. This confirms you did receive the van and approve the invoice being paid.
- Mike Albert will invoice Xavier for the rental and Xavier will pay Mike Albert.
(NOTE: Make sure you have adequate fuel in the van when returning. Mike Albert charges approx. $3.50 per gallon to refuel)
This process applies to any vehicle rental by the Crew team or other clubs on campus.
Risk Management
•All members are required to sign an informed participant consent form before being permitted to participate in any club activity. If a member is under the age of eighteen a parent or legal guardian must also sign this consent form. The Recreational Sports Department requires all Club Sport members to complete an annual physical prior to participating in practices or competitions.
•Clubs must have at least one member designated as a Safety Officer certified in CPR and First Aid to attend each competition and practice. It is the responsibility of the Safety Officer to be present at all practices and competitions when another Safety Officer is unavailable in case an emergency occurs that would require medical care. The Safety Officer must have proof of certifications on file in the Club Sports office.
•Fields and facilities are to be inspected for potential hazards prior to usage. If a hazardous situation is found, you must refrain from use or provide acceptable warning or awareness of the hazard.
•If injuries do occur during a club sports function, an accident report must be completed and turned in to the Assistant Director - IM & Club Sports within one week of the occurrence. Club members are asked to provide their own health insurance to cover such a situation. Xavier University will not provide accident insurance for club members and will not be held responsible for injuries that occur through participation in club sports.
Emergencies
•In the case of any on campus emergency, a club must follow these nine steps:
1. Contact the XU Campus Police at Ext. 1000
2. Tell the officer that this is a 911 call
–Identify yourself and who/ which club sport you are with
3. Give the location of the injury as well as where you are calling from
4. State the circumstances surrounding the injury as well as any vital signs from the injured person
5. If possible, give a call back telephone number and leave someone to answer that telephone
6. Stay with the injured person until help comes
7. Upon the arrival of assistance, provide a history of the injury as well as personal information of the injured
8. Notify the Assistant Director Office (513) 745-2856 Cell (513) 240-7438
9. In the event of an injury off campus, do all of the preceding except for calling the XU Campus Police.
Release Form & Physical Form
A Liability Release must be completed for each participant and can be used temporarily as physical form. The physical form is to be completed either at the Health Center or by one’s own doctor and signed by the participant. All Club Sports for which a person plans on participating in must be listed on the physical form. Students will be allowed to participate in a Club Sport from the beginning of a given school year as soon as they sign a release form and have it on file. This release form is valid until the University holds its annual physical night. The Council will observe a 3-week grace period from the time of the last physical night during which the release form will still be acceptable. At the end of this period, each student must have a physical on file.
Note: A physical form must be on file with the Assistant Director or you are not considered to have a physical.