THE UNIVERSITY OF MEMPHIS OPERATING PROCEDURES


SUBJECT:  Regulating Admission to Non-Academic Activities -
          University Sponsored Travel Programs 

PROCEDURE NO.:  2E:13:01F                    DATE:   August 31, 1989

SUPERSEDES PROCEDURE NO.:  2E:13:01F         DATED:  April 2, 1979 


The following procedures will deal with University Sponsored
Travel Programs both domestic and international that are sponsored 
by University student organizations: 

1.  All student proposed or prospective travel programs must be in
    accordance with University Policy and approved by the Vice
    President for Student Educational Services.

2.  Monies (for financial backing) for advance payments to travel
    agencies or carriers must be in the possession of student
    organizations before any payments or contracts requiring
    payments are made.

3.  After any student travel program has been approved, the
    organization will develop in detail proposals for each trip
    involved and specific deadlines necessary for the program to
    be completed.  These detailed proposals will be submitted to
    the University Travel Coordinator, with a recommended list of
    agencies to be contacted for proposals.  After agency proposals
    are reviewed and examined by the Purchasing Office, a
    conference involving the Purchasing Agent, University Travel
    Coordinator and student organization will be held.  The
    University Purchasing Office will contact the appropriate
    agency and make all contracts.

4.  Only The University of Memphis students, faculty, staff,       
    alumni, and immediate families are eligible to participate in
    said travel programs.

5.  Publicity:  Advertisements for student travel programs may be
    conducted on and off the campus.  Advertisements must indicate
    that only The U of M students, faculty, staff, alumni and
    immediate families are eligible.  All advertising must be
    coordinated with the Director of University Community          
    Relations.

6.  Cost of the travel trip is to be paid by individual members
    participating in the trip.  Refunds will be given participants
    as set forth in the travel agreement or contract.

7.  The University and the student group originating travel trips
    are responsible only for the planning, collecting of monies
    and securing tickets and land packages when applicable.
    Liability during the trip, while at the destination and
    returning trip are between the individual and the carrier or
    travel agency.  Each trip participant must show proof of
    insurance before participating in any travel program. 

8.  A University employee (one or more) must accompany each travel
    group.  The accompanying employee will be designated as the
    University agent and will be responsible for insuring compliance 
    with University policies, procedures, and contractual agreements.