Student Travel Policy and Procedures

Purpose: 

Willamette University encourages and supports travel opportunities that enhance the student experience and advance the university mission. The ensuing policy is designed to promote safe travel and provide guidance for planning and implementing off campus student activities and learning opportunities that involve travel. This policy applies to all university students’ travel to university affiliated events that are beyond the city limits of Salem/Keizer for Salem students and the city of Portland for Portland-based students or include an overnight stay.

Students participating in university sponsored study abroad programs should follow procedures outlined by the Office of International Education. 

It is the responsibility of the student organization advisor, faculty sponsor, and/or trip leader to assure compliance with this policy.

Definitions Related to this Policy:

Overnight Stay means trips that involve students staying overnight in off-campus accommodations as part of the event.

Student means any student who is enrolled in classes at the university. 

Student Travel means university sponsored or affiliated travel as defined in the purpose section of this policy.

Student Organization means any Willamette Student group that has been formally recognized or subsidized by university funds through student government, a university department, or an administrative unit on campus.

Student Organization Advisor means the faculty or staff member who has been appointed and agreed to advise, coach, or support a registered Student Organization. 

Trip Leader means the student, faculty or staff member who is present on the trip and responsible for leading the travel events, organizing the group, and/or chaperoning the trip.

University Affiliated Events means activities that are organized, sponsored, or subsidized by a university student organization, academic program, department, or individual employee working in their official university capacities.

Policy: 

1. All university related Student Travel must be discussed with the relevant organization advisor/sponsor and/or Trip Leader to ensure Students are aware of the travel risks and responsibilities, and to ensure the travel is in accordance with university policies. Student Organization leaders can also work with the Office of Student Engagement and Leadership (Salem) or the Office of Student Affairs (PNCA) when planning an off-campus trip.
   
   
2. Any Student Travel that occurs outside of the Salem-Keizer area (for Salem-campus based Students) or Portland city limits (for Portland-campus based Students) or involves an Overnight Stay requires a completed Trip/Passenger Form be submitted to Campus Safety no later than 1 day prior to travel. The form includes itinerary details, emergency contacts, sponsor information, statement of Student responsibility and risk. Any trip deviations must be reported via telephone 503-370-6911 to Campus Safety (email is not checked on the weekend).
   
   
3. Students may not arrange travel outside of their group unless approved in advance by the Trip Leader, or staff or faculty member responsible for the activity (e.g., athletic coach, Student club/organization advisor, faculty).
   
   
4. Trips that include travel to and/or through wilderness areas, mountain ranges or inclement weather require the use of a spot tracker. This equipment may be checked out at Campus Safety upon completion of the trip/passenger form.
   
   
5. The university Student Code of Conduct applies during all university travel.
   
   
6. On the Salem campus, all Trip Leaders traveling with a Willamette Student Organization must make a copy of the Student Engagement and Leadership Emergency Action Binder and turn in the completed document at least 1 week prior to departure.
   
   
7. Travel by Vehicle - All Student Travel must follow the university Automobile Travel Policy which provides information about driver requirements and trip registration. 
   1. Leasing a Vehicle - Willamette University has an agreement with Enterprise with a direct billing process. For faculty-led academic trips, contact the Service Center Supervisor in Campus Safety (Salem) or the Academic Dean’s Office (PNCA) to rent a vehicle. For Student Organization trips, contact the Office of Student Affairs in Salem or at PNCA (depending on the Students’ home campus) to rent a vehicle.
   2. On the Salem campus, the Trip Leader of an academic or administrative office trip must pick up a packet from the Service Center or, if a Student club trip, the Trip Leader should pick up a packet from the Office of Student Engagement & Leadership. The Student Organization packet includes a credit card for gas purchases and all packets include emergency procedures and an accident report form.  Any club or organization that purchases gas with the credit card needs an accompanying receipt that should be placed in the packet upon return. Gas and/or rental car charges will be billed directly to the designated account.
   3. Private Vehicles - Private vehicle use for university travel is discouraged. Any Student who utilizes their personal vehicles for university purposes or to an activity shall assume all responsibility for themselves and all passengers. The university assumes no liability for a Student’s use of personal (non-university owned) vehicles. Personal liability may be incurred in the event of an accident caused through personal negligence or violation of laws. The Student’s personal auto insurance will be primary at all times when the Student uses their personal vehicle for university travel.
   4. University Expectations for Driving Rented and Private Vehicles:
      1. Travel routes should be determined before the trip (paper backups are recommended for areas without service).
      2. Vehicles should not be operated in unsafe weather conditions, such as heavy rain or ice. 
      3. Seat belts must be used at all times when traveling in vehicles. The number of passengers should not exceed the number of seat belts in the vehicle.
      4. Cell phone use by the driver, including texting, is strictly prohibited while the vehicle is in motion. 
      5. Headphones and earplugs are prohibited while driving. 
      6. All traffic laws and regulations, including posted speed limits must be followed. 
      7. Driving under the influence of alcohol or illegal drugs or transporting or possessing alcoholic beverages, illegal drugs, unauthorized firearms or other types of weapons is prohibited. 
      8. Trips should include at least two approved drivers in the vehicle. No driver should drive more than three (3) hours per shift and each driver should take at least a two (2)-hour break between driving shifts. Travel should be interrupted, postponed, or canceled if the schedule does not allow adequate rest for the driver(s), there is bad weather, or the budget is inadequate for overnight accommodations when needed.
      9. Groups are not permitted to travel or return to campus after 1:00 AM without prior approval of the department head (i.e., Director of Student Engagement & Leadership, Director of Athletics, Department Chair, Office of Student Affairs (PNCA), or similar position or office).
         
         
8. Airplane, Bus and Train Travel
   1. When it is necessary to use alternative forms of transportation, Students should be advised in advance of ticket purchase they will be held responsible for the cost of the ticket should they cancel and the university is unable to receive a refund. In general, the mode of transportation used should be the most economical one suitable for the purpose of the trip. For more information about university policies surrounding travel, see the Travel and Expense Reimbursement Policy.
   2. Waivers are required for trips using airplane, or train travel and must be completed prior to departure. Students who are under the age of 18 must have a parent or guardian sign the waiver.
   3. Trip Leaders should be advised that many Students do not have prior experience with out-of-state or airplane travel, and should schedule a pre-trip departure meeting to share important details and review pertinent requirements for the type of transportation they are using. For example, bringing the correct ID or what type of items can be carried on versus checked in their baggage.
      
      
9. Overnight Accommodations - All Students who participate in Overnight Stays should be provided with a safe, secure, and hygienic environment. 
   1. Hotels are the primary overnight accommodations approved for university Student Travel. In most cases, the university prohibits the use of Airbnb, VRBO, or any type of vacation rental for Student overnight accommodations. Programs that involve homestays as part of the educational experience or require alternative considerations to hotels should be discussed and pre-approved with the Director of SEAL (Salem) or the Office of Student Affairs (PNCA) if a Student Organization, or the relevant academic Dean of an academic sponsored event, in consultation with Risk Management.
   2. Sharing beds is discouraged and must be approved by the advisor of the organization.  Where sharing is necessary because of financial considerations or limited lodging, sharing shall occur only with the Students’ prior consent. Trip Leaders shall establish in advance with all Students the appropriate sleeping accommodations if Students will be sharing the same bed. Students should be asked individually and privately whether they feel comfortable sharing a bed with another Student.  
   3. Students may request individual, private accommodations. An additional fee, paid by the Student, may be required to accommodate such requests unless notified by Accessible Education Services that there is an approved accommodation in place. 
   4. Faculty and staff shall not share hotel rooms or pre-approved alternative overnight accommodations with Students. 
   5. Overnight Stays may not involve individuals who are not members of the university affiliated group (i.e., friends, family members, partners).
   6. Trips should be arranged in ways that reasonably accommodate Students with disabilities. Trip Leaders/Advisors are responsible for investigating the accessibility of the destination as well as transportation resources.
       
10. Incident Reporting - All injuries and accidents that occur during travel must be reported to Campus Safety who in turn will contact the on-call Student Affairs senior staff member. The senior staff member will coordinate with the Trip Leader to call emergency contacts if needed. Upon return to campus, the Trip Leader should complete an Incident Report Form with the details.
    
    
11. Pre-Departure Planning 
    1. The Student Organization Advisor, SEAL Office staff (Salem), Office of Student Affairs staff (PNCA), or Trip Leader should discuss trip details with participants, ensuring all necessary approvals and reservations are in place (i.e., finances, safe drivers, lodging, transportation, food planning). The Trip Leader shall use this policy to aid in their planning of the trip, as it outlines detailed expectations and tasks for them.
    2. Trip Leader/Advisor should solicit information about accommodations, dietary or other needs that need to be considered in trip planning.
    3. Pre-Departure Trip Meeting:
       The Advisor/Trip leader should clearly communicate expectations of Student participants while on the trip. Topics for the pre-departure meeting include:
       1. Itinerary details (e.g. departure details, trip agenda, amount of break/down-time, departure time).
       2. Packing details, advising that participants carry minimal cash and leave valuables at home.
       3. Relevant expectations for Student behavior as they apply in the Willamette Student Code of Conduct. Trip Leader/Advisor has authority to return a participant home in the event of misconduct or medical emergency. 
       4. Expectations for staying with the group, communication with the Trip Leader about their whereabouts, using the “buddy system,” i.e, traveling with another person.
       5. Curfew expectations for Overnight Stays.
       6. Signing any waivers that may be needed.
       7. Decision on whether to travel in bad weather is not influenced by class schedules for the next day.
       8. Student participants should carry medical insurance information with them and wear or carry medical alert bracelets for allergies or medical conditions. In the case of athletic or other teams that travel regularly, the advisor or coach should carry this information.
       9. Inform Student participants of emergency procedures should an accident or Student injury occur. A back-up Trip Leader should be  selected if for some reason  the Trip Leader is unable to lead during the trip.

Revision Date: October 21, 2024
Responsible Person/Primary Contact: Director of Student Engagement and Leadership
Responsible University Office: Office of Student Engagement and Leadership