Travel

Organizations are not required to share details regarding their travel plans if they are traveling within 50 miles of main campus. This includes most Keweenaw locations, but not other UP destinations such as Porcupine Mountains and Marquette.

Organization Requirements

Organizations planning to travel more than 50 miles must complete the RSO Travel Form before departure. This form includes the submission of:

• Basic trip and contact information
• Verified absence letter requests
• Travel Itinerary with specific dates, times, and locations, as well as a route snapshot showing the planned travel path.
• Member participation list and verification that they have completed the Member Travel Agreement. Additional information about the Member Travel Agreement is provided below.
• Husky Motors Vehicle Reservation Form (if needed). Additional information about Husky Motors vehicles and policies is provided below.

Member Requirements

Individual members of organizations traveling over 50 miles with their organization must complete the Member Travel Agreement once per academic year.

 International travel is inherently over 50 miles, so all of the requirements above still apply.

Additionally, international travel should comply with the university International Travel Policy and the Student Travel to International Locations Procedure. The procedure includes the submission of an International Travel Request paper form at least 45 days prior to departure. Please review the full procedure for additional details. 

Process

Registered Student Organizations traveling on university business have the option to rent vehicles from the University. To do so, RSOs must:

• Reserve a vehicle through Fleet Commander and select "Student Groups" for Usage Type.
• Complete the RSO Travel Formincluding the submission of a Husky Motors Vehicle Reservation Form at least 7 days in advance.

Policies

The use of any University vehicle is restricted to the conduct of official University business, and any use for personal business or pleasure is prohibited. Husky Motors reserves the right to deny a reservation request. Please refer to the Husky Motors Policies and Procedures for other detailed information.

Payments

There are many ways to pay for a Husky Motors Reservation:

• Charge your organizational budget provided by USG from the Student Activity Fee
• An invoice to be paid with funds collected externally, such as club dues, fundraisers, etc.
• Charge another university account that is supporting your student group (academic departments, university offices, etc.)
• Charge your received funds from an Opportunity Funds Request or Reserve Fund Request
• Charge your received funds from a Parents Fund request or Cultural Events Fund Request
• Charge your organization's donation funds

If you have further questions about these options, please give us a call at 906-487-1963.

Visit Husky Motors for more information, including rates, restrictions, and Travel FAQs.

Student Organizations often choose to carpool using the personal vehicles of club members. It is important to note that RSO members traveling in personal vehicles are subject to the insurance limits carried by the car owner’s auto insurance. The individual driver is responsible for the insurance coverage, and the University does not provide any coverage for vehicles not owned by the University.

Limited options for car rentals or bus charters are available in the Houghton area. We do not recommend or endorse any specific providers, but links are provided below in alphabetical order for your convenience.

Enterprise Rent-A-Car

Lamers Bus Lines*

National Car Rental

U-Haul

Additional rental and charter companies are available regionally and nationally. You are encouraged to explore all options

*Due to the university's ongoing relationship with Lamers Bus Lines, please CC Transportation Services (parking@mtu.edu) on all emails to the company if your RSO is planning a bus charter.

Student Organizations may choose to fly to their travel destination when appropriate and within budget. If you are traveling in a group of 10 or more, you may need to make a group reservation. 

If you would like additional guidance about this option, please give us a call at 906-487-1963.

Common lodging options include hotels, hostels, short term rentals (Airbnb, VRBO), and campgrounds.

Before Travel

We recommend booking accommodations before traveling. You are most at risk when you first arrive in a new place. Have backup options ready in case you have to switch locations. When considering lodging options before travel, you are encouraged to:

• Research lodging carefully. Read online reviews and other available information - this can help you prepare for any potential safety risks.
• Check crime rates near your lodging area. 
• Look at Google Street View to see what other businesses are in the local area and get a feel for the neighborhood.
• Try to stay near public transportation and important services.
• Consider accommodations with safety measures like 24-hour lobby service, gates, or security guards.
• Communicate directly with staff through official/verified email addresses and phone numbers, and pay directly through the accommodation’s official website or app.

During Travel

• When you arrive, check behind curtains, under the bed, and around the room to ensure it is safe. 

• Make sure the phones in your room work. 

• Check for carbon monoxide detectors, fire alarms, and fire extinguishers.

• Ensure all doors and windows, including the bathroom door, lock properly.
• Stay aware of your surroundings and contact the front desk immediately if you see any suspicious activity.
• Always meet new visitors or strangers in the public lobby, not in your room.
• Carry your room key separate from the key packet that has your room number on it.

Additional Tips for Rentals & Home Stays

Beyond the guidance above, consider the following advice if you choose to book short term rentals through online marketplaces like Airbnb and VRBO.

• Use established online companies with published safety standards for their hosts and properties.
• Each platform uses different terminology, but look for properties rented by verified hosts, super hosts, or premier hosts, or that have a business certification and hotel-like amenities.
• Avoid sharing apartments, bathrooms, or other common spaces with strangers.
• If you must meet a host in person, do so in a public place during daylight and, if possible, have a friend accompany you.
• Adhere to guest limits and other rules. Many properties have cameras and will evict guests who violate posted rules. 

Ride share companies are increasing in prevalence nationwide and may be a convenient option for transportation once at your destination. It is recommended that you:

• Wait inside (when possible) while placing the request and waiting for the ride to arrive.
• Check the driver’s rating once assigned a car. Cancel the ride if you aren’t comfortable with it.
• Confirm that the make, model, and license plate match the information provided in the phone app. Don’t get in the vehicle if the information doesn’t match.
• Check that the driver matches the photo in the app.
  Ask the driver, “Who are you here to pick up?”
• Don’t share personal information such as your cell phone or last name with the driver; use the app to message or call them.
• Share your trip details with friends or family, and ride with others when possible.
• Always wear a seatbelt.
• Locate emergency buttons within the ride-hailing apps so you know where to find them; these buttons generally send location information directly to emergency responders.
• Dial 911 in an emergency.
• Follow your intuition. Stop the ride and get out if they feel uncomfortable or unsafe.
• Report all crimes (actual or attempted) to police.

Travel Advisories

The State Department uses a system of  travel advisories to give U.S. travelers information about the relative safety of different countries. Under this system, all countries are ranked in one of four levels according to a variety of factors (called “risk indicators”) such as terrorism, crime, natural disasters, wrongful detention, and (increasingly) health concerns:

• Level 1: Exercise normal precautions
• Level 2: Exercise increased caution
• Level 3: Reconsider travel
• Level 4: Do not travel

Generally, the State Department explains that Level 4 “is the highest advisory level due to greater likelihood of life-threatening risks. During an emergency, the U.S. government may have very limited ability to provide assistance. The Department of State advises that U.S. citizens not travel to the country or to leave as soon as it is safe to do so.” 

In addition to the overall travel advisory level for each country, the State Department may issue security alerts with a different advisory level for a specific area or region within a country.

When the State Department bases a travel advisory in whole or in part on health considerations, it relies heavily on, and refers travelers to, travel health notices and related advice — discussed below — from the Centers for Disease Control and Prevention (CDC). Consultation with University Risk Management is required to travel to any country with locations at a Level 2 or higher advisory. Consultation can be requested by emailing risk@mtu.edu.

Travel Health Notices

The CDC issues three levels of travel health notices. The most serious is the Warning Level 3 to avoid nonessential travel because of widespread serious outbreaks of a disease or other public health concerns that are a high risk. In addition to Warning Level 3, the other CDC levels are:

• Watch Level 1, Practice Usual Precautions (“Practice usual precautions for this destination, as described in the Travel Health Notice and/or on the destination page. This includes being up-to-date on all recommended vaccines and practicing appropriate mosquito avoidance.”)
• Alert Level 2, Practice Enhanced Precautions (“Practice enhanced precautions for this destination. The Travel Health Notice describes additional precautions added, or defines a specific at-risk population.”)

Use State Department and U.S. Embassy or Consulate Resources

Ensure each travel abroad trip is registered with the State Department through its Smart Traveler Enrollment Program (STEP), which enables the local embassy or consulate to notify the group in case of an emergency. In addition, provide trip leaders with the contact information and location of the nearest U.S. Embassy or Consulate while traveling.

Keep Copies of Passports

It is recommended to collect two copies of each participant’s passport. Trip leaders should keep one in a secure location, such as a safe, while abroad; this will be helpful in proving a participant’s citizenship and identity if a passport is lost or stolen. Keep a readily accessible duplicate at your home campus. Properly dispose of all passport copies after the trip ends.

Organizations are encourage to gather and distribute contact information for all traveling members, so group members can communicate effectively throughout their trip and in case of emergency. Additionally, it is recommended that all traveling members also save the phone numbers for Public Safety (906-487-2216) and (if applicable) Husky Motors (906-487-2700) to their personal phones or another accessible location. 

If your organization requires emergency assistance or guidance from campus personnel, contact Public Safety at 906-487-2216. Dispatch is available 24 hours a day and can assist in getting the organization in contact with Student Leadership and Involvement, Husky Motors, or the Dean of Students Office as needed.