College Sponsored Student Travel

Approved by the President
February 23, 2021

Policy Contacts

Associate Vice President for Finance and Administration and Controller
607-436-2081

Policy Statement:

All college-sponsored student travel must be registered and approved, as appropriate, by the College. College-sponsored student travel takes place off campus and is organized, supported, led, or financed by a faculty member, staff member, office, department, or division of the College.

Travel Covered by Policy:

  • Credit-bearing travel (e.g., domestic and international faculty-led programs, independent study research, or any other course-associated activities that require travel)
  • Non-credit travel (e.g., research/creative activity [CA], conferences, volunteer travel, and any other non-credit travel)

Travel Excluded from Policy:

  • Athletic team travel
    • Athletic travel follows NCAA guidelines.
      Note: For international athletic team travel, travel leader must contact the Office of Global Education (OGE) at least two months prior to travel and complete required SUNY forms for international health insurance enrollment and risk management purposes.
  • Student Association (SA) travel
    • SA travel is governed by SA guidelines.
  • International study abroad placements
    • Students must contact the OGE to complete required forms prior to participating in a study abroad program.
  • Domestic and international internships
    • Domestic internships: students must contact the Career Development Center to complete required forms prior to commencing internships.
    • International internships: students must contact the OGE to complete required forms prior to commencing internships. Students must participate in a SUNY-approved international internship in order to receive academic credit for it.
  • Education field experiences

Rationale:

The College supports and encourages experiential learning in the form of off-campus courses, field trips, service learning and volunteering, research/CA, professional development (e.g., conference attendance), and other credit- and non-credit bearing activities with and/or by students. The College has a responsibility to ensure the health and safety of participants, promote high-quality academic experiences, and demonstrate budget and fiscal responsibility.

Applicability of the Policy:

This policy applies to all faculty, staff, offices, departments, and divisions of the College who conduct, organize, support, or finance any College-sponsored travel with and/or by SUNY Oneonta students.

Policy Elaboration:

  1. All College-sponsored student travel must be entered into the College travel registry by the sponsoring faculty, staff, office, or department. The registry must include:
    1. Itinerary including all dates, travel locations, and the names, addresses, and contact information for all accommodations (if applicable).
    2. Roster of participants including the name, contact information and emergency contact information of all student participants and travel leader(s).
      For day travel, the roster only needs to include a list of participant names.
    3. Emergency plan including:
      1. Accommodation information (if applicable)
      2. Flight/transportation information (if applicable)
      3. Travel leader(s) and/or office contact information
      4. Nearest hospital/emergency medical facility address and contact information for each travel location
      5. Alternate meeting place and instructions in case of emergency
  2. All campus policies including those within the Student Code of Conduct apply to College-sponsored student travel. Additional conduct expectations may be added for specific types of College-sponsored student travel.
  3. The President and Provost, upon consultation with Finance & Administration and the sponsoring office/department, reserve the right to cancel any program or activity that is deemed unsafe or to require substitution of an activity. Reasonable safety standards must be met at all times.
  4. Alcohol/Other Drugs/Weapons:
    1. Alcohol: the abuse or unlawful use, consumption, transportation, possession of alcohol, or inappropriate behavior resulting from the use of alcohol is a violation of the Student Code of Conduct.
    2. Drugs: the use, possession, or distribution of drugs, drug paraphernalia, or controlled substances that is unlawful under local and/or host country laws; alteration of a drug prescription; or inappropriate behavior resulting from the use of drugs or other substances is a violation of the Student Code of Conduct.
    3. Weapons: Possession and use of weapons or explosive devices of any kind are prohibited.
  5. Student Injury/Hospitalization: In the event of a student injury that involves hospitalization or emergency/urgent care, the program/travel leader or designee is responsible for staying with the student until another college official or family member/representative relieves said party from responsibility (if student is traveling with a program/travel leader).
  6. Clery Reporting: For student travel led by faculty and/or staff, program/travel leaders must provide appropriate documentation as outlined in the procedures in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20USC § 1092).
  7. Liability Limits: Before and after the designated program/travel start and end dates, this policy does not apply to program/travel participants and the College no longer assumes responsibility.
  8. Each type of College-sponsored travel has specific procedures and required approvals; see “Procedures” and “Approval Matrix” sections below.

Definitions:

College-sponsored student travel: Any student travel that takes place off campus that is organized, supported, led, or financed by a faculty member, staff member, office, department, or division of the college. See “Exclusions” above.

  • Credit-bearing day travel: any travel occurring within the same day connected to a course.
  • Non-credit domestic travel: any travel not part of a course occurring within the United States; could be day travel or overnight with at least one overnight stay.
  • Credit-bearing domestic faculty-led program: a course in which the faculty member and the registered students travel off-campus for one or more nights.
  • Credit-bearing international faculty-led program: a course in which the faculty member and the registered students travel outside of the United States for one or more nights.
  • Non-credit international travel: any international student travel not part of a course that is organized, supported, led, or financed by a faculty member, staff member, office, department, or division of the college.

College travel registry: A virtual portal through which college-sponsored student travel information is submitted for risk management purposes, so the appropriate departments, offices, and emergency management officials (UPD) may access vital information in case of emergencies.

Off campus: Any location other than SUNY Oneonta’s main campus and the Cooperstown Satellite Campus (Cooperstown Graduate Program and the Biological Field Station main laboratory). Note that College Camp and Thayer Farm are considered off campus for purposes of this policy.

Program leader: Instructor of record on an approved credit-bearing faculty-led off-campus program.

Secondary program leader: Typically, a SUNY Oneonta faculty or qualified staff member who travels with the FLP off-campus.

Travel leader: Leader of approved non-credit off-campus travel.

Program/travel participants: Oneonta faculty, staff, and students participating in a program/travel.

Service provider: A third party organization under contract to provide or coordinate services such as housing, transportation, field trips, meals, etc.

Student: An individual enrolled at SUNY Oneonta (including students from other institutions who participate in programs as non-degree students).

Emergency: Any circumstance that poses an immediate or potential risk to, or has already affected the safety, security, or health of program/travel participants. Emergencies include, though are not confined to, the following types of events and incidents:

  • Disappearance or kidnapping of a participant
  • Criminal assaults against program participants
  • Sexual assault or rape
  • Serious illness, physical or emotional, injury or death
  • Hospitalization for any reason
  • Arrest, incarceration, or deportation
  • Terrorist threat or attack
  • Local political crisis
  • Natural disasters
  • Sudden evacuation of a participant or faculty member in response to a stateside emergency
  • Travel Warning issued by the U.S. State Department specific to a country, region or world-wide

A "perceived emergency" results from events that are not immediately threatening to the health or safety of students or staff, but which may be viewed as such by family and friends at home, or by the media. In many instances, a perceived emergency must be treated as a real emergency.

Non‐Emergency: Non‐emergencies are situations that do not require an immediate call to UPD but must be reported to the sponsoring office/department upon return. Please use the incident report form. This includes, but is not limited to, the following type of incidents:

  • Violation of Student Code of Conduct
  • Unusual behavior that does not reach a crisis
  • Alcohol or drug violation that does not reach a crisis
  • Illness or accident that does not reach a crisis

If you are questioning whether you should call, always err on the side of caution and call.

Procedures:

Non-Credit Domestic Travel (Day and Overnight) & Credit-Bearing Day Travel:

  • Only a notification process through the travel registry is required prior to commencing travel, in addition to any forms required for specific types of travel.
    • If non-credit travel includes activities that may pose a risk of physical injury, participants must complete a Release of Liability form.
  • Travel information must be submitted into the College travel registry by the sponsoring faculty, staff, office, or department prior to the travel start date. See “Policy Elaboration” above for the travel registry submission requirements.
    • Types of credit-bearing day travel:
      • Class field trips – faculty may submit travel information to the registry for all trips at the beginning of each semester or they may submit the information prior to travel. Any changes to the initial submission should be submitted to the registry prior to travel.
    • Types of non-credit domestic travel (day and overnight):
      • Research/CA
      • Volunteer (includes any service-learning activities)
      • Conference
      • Greek life travel
      • Any other day or overnight non-credit domestic travel

Credit-Bearing Overnight Travel (Domestic and International) & Non-Credit International Travel:

Approval Matrix


TYPE OF TRAVEL

Credit-Bearing Overnight Domestic Faculty-Led Program

Credit-Bearing International Faculty-Led Program

Non-Credit International Travel

Approval Submission Timeline

At time of scheduling the course

1 year prior to program start date

3 months prior to travel

Approval Required

Chair & Dean

  1. Syllabus Approval Form: Chair & Dean
  2. Program Proposal: Director of Global Education, Chair, Dean, & Provost

Chair & Dean or sponsoring office director

Required Approval Documents

Request Packet

  • Request Form
  • Itinerary
  • Syllabus
  • Budget

Post-approval documents required (see Procedures)

  1. Syllabus Approval Form & Syllabus
  2. Program Proposal
    • Proposal Form
    • Itinerary
    • Syllabus
    • Budget
    • CVs

Post-approval documents required (see Procedures)

Non-Credit International Student Travel Approval Form

Post-approval documents required (see Procedures)

Filing

Approval Docs: Filed with Department Chair, Dean, & OGE.

Post Approval Docs: Filed with OGE

Student Roster/Emergency Contacts & Emergency Plan: Filed with UPD, OGE, & Dean

Approval Docs: Filed with Department Chair, Dean, & OGE

Post Approval Docs: Filed with OGE

Student Roster/Emergency Contacts & Emergency Plan: Filed with UPD, OGE, & Dean

Approval Docs: Filed with Department Chair, Dean or sponsoring office director, & OGE

Post Approval Docs: Filed with OGE & Dean or sponsoring office director

Student Roster/Emergency Contacts & Emergency Plan: Filed with UPD, OGE, & Dean or sponsoring office director

Forms:

See “Contacts” below for the appropriate contact information and website links.

In addition to submitting travel information to the College travel registry, additional forms may be required by offices in advance of travel depending on travel type and funding.

Contacts:

Policy Owner

Finance and Administration Office – Associate Vice President for Finance and Administration and Controller – (607) 436-2081

Credit-Bearing Day Travel

  • Class field trips: Department Chair and Dean

Non-Credit Domestic Travel (day and overnight)

Credit-Bearing Domestic Faculty-Led Programs:

OGE – Director of Global Education – (607) 436-3369

Credit-Bearing International Faculty-Led Programs:

OGE – Director of Global Education – (607) 436-3369

Non-Credit International Travel:

OGE – Director of Global Education – (607) 436-3369

Effective Dates:

Approved by the President on 2/23/2021

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