Travel Policy and Protocol


Gustavus Travel Policies and Guidance Related to COVID-19 for 2022-23

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

Gustavus students, faculty and staff should continue to follow domestic and international 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* domestic travel should monitor conditions prior to, at, and following their travel destination. 

Individuals who travel internationally with a Gustavus group on Gustavus-sponsored programming (*) will have their vaccination status disclosed to the leader of the group to ensure that the following policies are followed.

International Travel

All participants in a Gustavus-sponsored international trip must be fully vaccinated against COVID-19 and complete a booster dose if they are eligible or be within 90 days of testing positive for COVID-19. Travelers also need to follow any country regulations for COVID-19 testing. Current regulations for the United States are found on the CDC website.

The vaccination requirement does not apply if an individual has a medical or religious exemption on file with the Center for International and Cultural Education. While the College will endeavor to work to accommodate such individuals, the laws, regulations, and policies of the host country(ies), communities and local programs necessarily will take precedence, and Gustavus cannot guarantee entry to any foreign country or predict any new requirements in advance that a foreign government will place on international visitors. Gustavus travelers exempted from vaccination take on all the health and financial risks associated with planning for and undertaking international travel without being fully vaccinated. 

The Gustavus Travel Safety Committee will maintain a list of pre-approved travel locations and is available to provide consultation on other locations with supervisors who are approving travel. Gustavus reserves the right to restrict travel to specific locations--domestic and international--based on local conditions.

(*) Gustavus-sponsored programming

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.

Study Away

  • International and domestic study away programs will proceed as planned for the 2022-23 academic year as conditions allow.
  • All students traveling internationally should continue to monitor conditions at their destination and follow CDC guidance for international travelers.
  • Study away students will follow COVID-19 guidelines set forth by their program provider, host university, faculty leader, and/or local governments.
  • Gustavus is not responsible for decisions to alter or cancel programs made by program providers or host universities.
  • Gustavus reserves the right to modify or cancel any of the faculty-led January Term programs it administers to protect student safety, adhere to changes in local policies and laws, or preserve the program’s logistical viability.
  • Gustavus will monitor conditions in host communities and reserves the right to restrict travel to specific locations based on local conditions.

Gustavus Motorpool

  • College-owned vehicles may be used at normal occupancy levels.
  • Occupants should mask as required by the transportation provider or according to the COVID Level guidance, which will be visible posted in the vehicle and communicated in College-wide messages.

Local Transportation - Gus Bus, Community Service Shuttle, Safe Rides

  • Vehicles may be operated at normal occupancy levels.
  • Occupants should mask as required by the transportation provider or according to the COVID Level guidance, which will be visible posted in the vehicle and communicated in College-wide messages.

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 https://gustavus.edu/emergency.
  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
  • Dean of Students, JoNes VanHecke
  • 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.