Whether you are driving across the state or flying overseas with your student organization, your travel plans are not complete until all requirements have been met. Read the guidelines on this page carefully.
Any student traveling on behalf of a USO is considered to be traveling on “university business.”
For USOs traveling in any vehicle, or SGSOs utilizing Fleet Services, if six or more students are in your group, you must be accompanied by an approved university employee.
For USOs traveling in any vehicle, or SGSOs wishing to use Fleet Services, groups requiring more than four vehicles must arrange for alternative means of transportation (such as a bus) or apply for an exemption of this rule.
Any student organization that wants to travel internationally must apply and obtain approval from the IU Office of Overseas Study. Your organization must show proof that you have an IU faculty or staff advisor who is currently employed by Indiana University.
Traveling by vehicle
Anyone who drives on behalf of a student organization—whether in a university vehicle, a rental vehicle, or a personal vehicle—is subject to a motor vehicle records (MVR) check. This is required for any USO travel and for SGSOs utilizing Fleet Services vehicles.
MVR checks on student drivers must be conducted at least annually by the Office of Insurance, Loss Control, and Claims. This does not happen automatically. When your MVR check expires each year, it is your responsibility to submit a new MVR application.
Students may use a university vehicle only if they are part of a registered USO or SGSO and have been approved for travel that furthers educational or group objectives.