Travel Policy and Protocol

Gustavus Travel Policies and Guidance

Cabinet Approved: August 27, 2020; Revised December 1, 2020; Revised June 29, 2021; Revised November 2, 2021; Revised January 25, 2022; Revised August 1, 2022; Revised October 23, 2023.

Gustavus students, faculty and staff should follow travel guidance from the U.S. Centers for Disease Control to protect themselves, the Gustavus community, and the communities they visit. Both vaccinated and unvaccinated individuals should continue to self-monitor for symptoms and avoid travel when they are sick. All students and employees, regardless of vaccination status, who participate in College-sponsored* travel should monitor conditions prior to, at, and following their travel destination. 

(*) Gustavus-sponsored programming includes any event (e.g. professional conferences and trips including: field, recruiting, performing arts, athletic, and research) that is being financially and/or logistically supported by Gustavus, from any area including department budgets, endowed funds, grant funds administered by Gustavus, etc. 
This policy applies to all College-sponsored travel, including travel using College funds, travel arranged by the College, or travel associated with programs under the auspices of the College. Travel leaders are responsible for adhering to and making students, alumni, families, and College guests aware of this policy. Supervisors are responsible for ensuring employees adhere to this policy.

Protocol for On-Campus Academic Program Activities Going Off-Campus

Please note: this policy does not apply to faculty-led January off-campus travel courses.

Travel Planning Form
Preparing to Travel with Students Off-Campus
  1. Strongly encourage students who will be traveling with you to make sure their emergency contact information is current with the Dean of Students. Direct them to the online form at
  2. Faculty member compiles a list of the students going on the trip, the reason for the trip (field trip to nearby park or business, regional or national conference, etc.), and the date and times of departure and return. This should be done at least 10 school days before the actual off-campus trip.
  3. The Provost's Office forwards the list to the Dean of Students.
When You are Off Campus with Students
  1. Make sure you have a cell phone that is charged and working and that students can reach you at all times. If there are multiple vehicles, ensure that cell phone numbers for at least one person in each vehicle are shared.
  2. If traveling in multiple vehicles, set designated meeting places in case you are separated. Have a set of travel directions in each vehicle. Don’t assume that you will be able to stay together in a caravan—this can be especially tricky in heavy traffic.
  3. If anything extraordinary happens (e.g., serious injury) happens, you, as the faculty member in charge of the off-campus academic program activities, should immediately contact Campus Safety at 507-933-8888.
  4. Campus Safety will contact all relevant parties on campus for you.
  5. If a student needs to go to a medical facility, you, as the faculty member in charge, should go with the student, unless an alternate plan is devised with Campus Safety or the Dean of Students Office.
  6. Notify appropriate people (Academic Dean and Dean of Students, parents, etc.) if your schedule changes. This includes early returns, delayed departures, etc.
Emergency Phone Numbers
  • Campus Safety (answered 24/7) 507-933-8888
  • Dean of Students on Call 507-933-8888 (after business hours)
  • Gustavus Health Service 507-933-7630
  • Gustavus Counseling Center 507-933-7027
  • Gustavus Chaplains Office 507-933-7446
  • American International Assistance Services (coverage through ISIS & ITIC)
  • Inside US and Canada 800-626-2427
  • Collect from all other locations 713-267-2525
  • When calling the US from overseas, you will need to know how to get an international operator and know the US access code. It may also be helpful for you to have a number for the company or your preference (AT&T for international calling instructions: 1-800-331-1140 within the US or 412-553-7458 collect from outside the US).

College Travel Policy

Travel at College expense is allowed for persons who travel on College business as approved by the department chair, supervisor, or budget officer. The College travel policy complies with Internal Revenue regulations and requirements of governmental funding agencies. The full policy is available in the All-College Policies.