Travel Policy for Recognized Student Organizations

The following conditions apply to recognized student organizations for all travel to and from off-campus events and activities. This policy is meant to help ensure student safety during travel and allow for protection of organizations while away from Gustavus. Student organizations are expected to plan ahead, show environmental stewardship, and represent Gustavus in every aspect of their travel. This policy is in effect year-round, including breaks and summers.

General Travel Requirements

  1. Mileage does not include distance between destinations within the same town/city.
  2. In any case in which students are traveling in an individual’s personal vehicle, the individual’s auto insurance will be the primary coverage to which claims are made.
  3. College vehicles may only be used by student organizations for travel that an advisor has approved by means of his/her signature on the vehicle reservation form.
  4. At least one student, advisor, or proxy in every vehicle must have a cell phone.
  5. Organizations may amend their plans at the permission of their advisor, but no later than one day before the scheduled leave time.
  6.  Student Organizations will not be approved to travel between the last day of classes and last day of final exams during any semester.
  7. Any decision regarding travel or desired divergence from policy may be appealed to the Dean of Students’ Office

Travel Plan: Any travel taking more than one vehicle, or over 150 miles roundtrip, or overnight must have a Travel Plan. All Travel Plans must be completed and turned into the organization’s advisor for review no less than five business days before the trip begins. Because some travel plans require extra planning to ensure safety:

  1. Any travel over 60 miles roundtrip (considered a “full day of travel”), OR more than one night away from campus, OR with more than 20 travelers must turn in a Travel Plan at least ten business days before the trip begins.
  2. Any travel over 1,000 miles roundtrip must turn in a Travel Plan at least a month before the trip begins.

Download and print: Travel Plan Forms

Advisor Supervision: All travel must be communicated to advisors prior to leaving, including the names of travelers, destination, and emergency contact information. If travel requires a Travel Plan, the advisor must further supervise the trip in one of the following forms:

  1. By traveling with the organization in person
  2. By appointing a staff/faculty proxy to travel with the organization in person
  3. Long-distance via phone
  4. Phone contact must happen on a predetermined schedule; the following schedule is recommended: on arrival to the destination, each evening of an overnight stay, and on arrival back at campus.
  5. Methods for notifying advisors of emergency situations must be planned before departure; emergency situations include serious illness or injury, inclement weather, automobile accidents, etc.

Modes of Transportation: All travel must be in college-owned vehicles, in rented vehicles, or through licensed commercial carriers (buses, airlines, etc.), UNLESS the travel is less than 400 miles round trip, is completed within a single day, and is accommodated by a maximum of five personal vehicles. In the event a personal vehicle is used, the owner of that vehicle accepts responsibilities and liability for any and all activity during the trip.

  1. Individual Deviations: Organizations must travel together; any individual deviations must be documented in the Travel Plan.
  2. For travel that is less than 400 miles roundtrip, deviations cannot account for more than 30% of the travelers.
  3. For travel between 400 and 750 miles roundtrip, deviations cannot account for more than 20% of the travelers.
  4. There may be no deviations for travel over 750 miles roundtrip.

                                                                                                                                                            Revised July 2013

See Guidelines for the Implementation of College Alcohol and Drug Policies for Student Groups Travelling Off-Campus for specific policies relating to the use of alcohol and drugs when travelling off campus.