Many events take place outside of the EKU campus. Whether the event is a hike at the Red River Gorge, a service trip to Costa Rica, or an academic trip to a national conference, there are some details you should consider before leaving:
Choosing from among many forms of transportation
Being aware of particular travel warnings for you destination(s)
Following good business practices while you are traveling
Collecting any necessary medical or liability releases
Leaving a trip roster with you chair or office coordinator
Transportation
There are a number of options to consider when planning how to travel to an off campus destinations:
EKU provided vehicles
Personal vehicles
Rental cars and minivans
Buses and larger vans through local transportation companies
Personal Vehicles
If an individual opts to use his/her own personal auto for EKU-related business, his/her personal auto insurance is primary and EKU will NOT reimburse for deductibles, physical damage to the vehicle or any surcharges to insurance premiums resulting from accidents or violations cited while on EKU business.
Individuals must furnish evidence of valid insurance coverage and current license if they will be transporting EKU students.
EKU’s commercial auto insurance may cover liability claims in excess of the individual’s personal auto policy.
ALL ACCIDENTS OCCURING WHILE ON EKU BUSINESS WHILE YOU ARE USING YOUR OWN PERSONAL VEHICLE SHOULD BE REPORTED TO THE AUTO INSURANCE COMPANY COVERING YOUR PERSONAL VEHICLE.
UNDER NO CIRCUMSTANCES SHOULD AN EKU DRIVER AGREE TO SIGN ANY STATEMENT AT THE SCENE OF AN ACCIDENT, ADMITTING TO FAULT OR LIABILITY.
Trip Roster
If you are planning an activity requiring transportation, please leave word with your department chair or office coordinator regarding your trip. Please leave the names of those students/participants attending the activity/trip, a rough itinerary for your activity/trip and contact information for trip organizers at the location(s) of your trip. This information will be used if an emergency develops on or off campus.
Check to ensure that travelers have the correct shots and vaccinations
Remind travelers to make sure they have current passports and visas for your destination
International students need to be aware of implications of foreign travel on their visa status.
Faculty and staff traveling abroad must notify the university via the webform: Request for International Travel | Academic Affairs | Eastern Kentucky University (eku.edu)
Groups should make sure a department chair, office coordinator, and the Education Abroad Office has a copy of:
Roster of students who are on the trip
Travel itinerary with flights, dates, destinations and contact information for hotels, hostels, etc.
Expected return to campus
Copies of passports and visas in case of an emergency
Copies of medical information sheets or emergency contact information
