Student Travel: Overview and Process
"Student travel" is defined as any trip taken by currently enrolled students as part of a College-affiliated function, on a voluntary basis, and not as a requirement of the student’s coursework or program of study. This includes all trips sponsored by student organizations, whether or not College funds are used, except for College-affiliated study abroad programs and varsity athletics.
Students must complete and sign the Student Travel Assumption of Risk, Release, and Hold Harmless Agreement Waiver and send the originals to Risk Management prior to the trip taking place.
Travel Information for Clery Act Compliance
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act requires EFSC to report statistics of certain crimes that occur on property controlled by EFSC and frequently used by students, which includes facilities used in conjunction with student travel in the following circumstances:
- Short-Stay "Away" Trips
EFSC must report crime statistics for student travel “away” trips of more than one overnight. This obligation requires EFSC to report crime statistics for any facilities or portions thereof that are provided by EFSC (i.e. rented, leased, etc.) for students to use during the trip. This will generally include hotel rooms, and could include other places such as conference rooms or practice facilities, if provided by EFSC and used exclusively by EFSC students.
After each student trip of more than one overnight, travel sponsors must use the Overnight Student Travel Log to keep detailed information about the facilities provided by EFSC for student use during the trip. This includes the name/address of any lodging facilities, room numbers, date/time of check-in and check-out, plus similar information for other spaces provided by EFSC and used exclusively by EFSC students during the trip.
- Repeated Use of a Location for Student Overnight Trips
In addition, EFSC must also report crime statistics for any locations where overnight student travel regularly occurs (i.e. annually), wherein the students stay in the same lodging facility each time. Repeated use of a location is the determining factor, rather than the number of days it is used or whether it is used by the same students. For example, this would apply if a conference were held in the same location each year and students stay there, even if only for one overnight. In those cases, Travel Sponsors must provide the same information as listed above for short-stay trips, using the Overnight Student Travel Log to document the required information.
Upon return from any trips, the completed Overnight Student Travel log(s) must be submitted to Risk Management.
Dr. Mike Richey
Acting Risk Manager
Bldg. 10, Rm. 205A
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