University-Sponsored Student Travel

Policy Information
Policy TitleUniversity-Sponsored Student Travel
Responsible OfficeOffice of the Provost
Policy TypeSafety and Security
Policy Number814
Last Revision Date12/17/2024

Scope of Policy

This policy serves to ensure that all University-organized or sponsored student travel:

  • Is effectively communicated and easily accessible;
  • Is appropriately reviewed and approved prior to implementation;
  • Prioritizes student safety and well-being;
  • Complies with applicable legal standards and University policies;
  • Supports the University's mission by establishing clear standards for conduct during travel.

This policy is in effect year-round, including winter, summer, and school breaks. Student summer travel that is part of official University activities is included in this policy, even if students are not enrolled at 黑料视频 over the summer months.

Definitions

  • Travel: Transportation and occupation to a location not considered a campus property for any length of time. Travel locations are considered the employee workplace for the duration of the trip.
  • Student: An individual currently enrolled at 黑料视频 part-time or full-time (including non-degree students who are approved to take credit-bearing courses but are not formally accepted into a degree-granting program).
  • Appropriate Administrator: A department chair/head, dean, director of an administrative unit, or their authorized designee.
  • Professional Chaperone: An individual employed by 黑料视频 who will travel with the students identified in the travel authorization request and serve as a primary point of contact for administrative purposes for travel. The Professional Chaperone ensures the group follows all established policies and procedures throughout the trip.
  • Student Trip Leader: A student enrolled at 黑料视频 who will be traveling with other students identified in the travel authorization request and who will serve as the primary point of contact for administrative purposes for travel. The Student Trip Leader ensures the group follows all established policies and procedures throughout the trip.
  • Student Travel Coordinator: The individual within a department, school, or unit responsible for ensuring appropriate documentation is on file for all student travel associated with a University-organized or sponsored event or activity.
  • Student Travel Registry: An electronic registry of student travel paperwork submitted for risk management purposes. This registry ensures appropriate travel approvals and allows departments or units to access vital information in emergencies.
  • University-Organized Event or Activity: An event or activity initiated, planned, and organized by a University faculty or staff member or by a Recognized Student Organization and approved following 黑料视频 requirements.
  • University-Sponsored Event or Activity: An event or activity that 黑料视频 provides funding for or sends students to participate in as official university representatives.

Policy Statement

All University-organized or sponsored student travel shall be developed, approved, and conducted in accordance with the standards outlined in this Policy. The unit (i.e., department, school, college, student organization, academic program, etc.) that organizes or sponsors student travel is responsible for having a review and monitoring process to ensure the procedures outlined in this policy document are followed.

Units may institute additional procedures as deemed necessary to address the unique requirements associated with a particular type of university-organized or sponsored student travel.

Travel Covered by this Policy

This policy applies to faculty or staff-led travel by currently enrolled Binghamton University students to a location not considered a campus property for any duration of time in association with a 黑料视频-organized or sponsored activity. This includes, but is not limited to:

  • College- or School-Based Student Trips
  • Class Trips for Educational or Cultural Enrichment
  • Regional or National Case Competitions
  • Faculty or Staff-led Student Group Attendance at Conferences
  • Faculty-directed Research and Travel Trips
  • Faculty-directed Trips for Cultural Enrichment
  • Admitted Student Event Travel
  • Student and Alumni Networking Event Travel
  • Outdoor Pursuits Travel

Travel Excluded from this Policy

This policy does NOT currently apply to:

  • Club Sport Travel (follows Campus Recreation department guidelines)
  • Division I Athletic Team Travel (follows NCAA and athletic department guidelines)
  • Binghamton-Administered SUNY-Approved Education Abroad Programs
  • Externally-organized domestic and international internships
  • Unit-specific field placement events (e.g., Community School Placements, Nursing Placements, SOPPS Placements/Clinical Rotations).
  • Student employee travel (as this falls under employee travel guidelines, /offices/travel/traveling/index.html)

International Travel

  1. All international travel plans must be reviewed by the Campus Travel Safety Committee.
  2. Additional considerations are required for travel to countries that appear on:
    • The U.S. Department of State's Bureau of Consular Affairs Travel Warnings list
    • The Centers for Disease Control and Prevention (CDC) Travel Health Notices
  3. International travel arrangements must comply with the University Foreign Travel and Restricted Travel Advisory requirements, including:
    • Acquiring outbound insurance for all travelers
    • Completing any additional required documentation
    • Attending pre-departure orientation sessions, if applicable
  4. Travelers must consult the Office of International Education and Global Initiatives for current requirements and guidance.
  5. For detailed information on international travel procedures, visit: /offices/travel/foreign-travel.html 

Travel Request and Authorization

  1. Written notification of student travel must be provided before departure to:
    • The University department, school, or unit, and
    • The Student Travel Registry
  2. Travel can only commence once appropriate approvals have been secured.
  3. The following documents must be submitted to the Student Travel Registry:
    • Student Travel Request & Authorization Form, including:
      • Trip Itinerary
      • Travel Budget (including all sources of funding)
      • Organizing or Sponsoring Group, Department, or Unit
      • Identification of Professional Chaperone or Student Trip Leader
      • Acknowledgement of the safety plan
      • Acknowledgment of department- or unit-specific travel procedures
    • Off-Campus Travel Waiver and Assumption of Risk Form
    • Student Travel Roster (submitted by the Professional Chaperone or Student Trip Leader)
    • Note: These documents can include individual trips or multiple instances of travel planned over a semester.
  4. Submission deadlines:
    • In-State Student Travel: Due at least 7 business days before travel departure.
    • Out-of-State Student Travel: Due at least 10 business days before travel departure.
    • International Student Travel: Due at least 15 business days before travel departure.
  5. The appropriate administrator will ensure that the proposed travel request complies with the procedures outlined in this Student Travel Policy document.
  6. All university-organized or sponsored travel must be led by a professional chaperone or a student trip leader.
  7. Any trip taken without an approved Student Travel Request & Authorization Form and an Off-Campus Travel Waiver and Assumption of Risk Form on file or that violates this policy may result in individual and/or organizational discipline as outlined in the 黑料视频 Student Code of Conduct.
  8. Student and leader participants must comply with all laws, University policies, and program regulations throughout the trip. This includes adhering to the Binghamton University Student Code of Conduct.
  9. Group travel off campus that takes longer than two nights must include a "Safe and Inclusive Plan" (see the University Safe and Inclusive Policy and Plan document: .
  10. Pre-trip Meeting: The faculty member, administrator, and/or recognized student organization in charge of the trip should hold a pre-trip planning meeting with all participants to discuss the planned itinerary, behavioral expectations, and transportation details.

Professional Chaperone and Student Trip Leader Responsibilities

Professional Chaperones and Trip Leaders are responsible for:

  1. Handling and communicating emergencies, logistical issues, and related challenges.
  2. Ensuring adherence to university policies and procedures and federal and state laws and regulations by all participants.
  3. Reporting observations of violations of university policies and laws.
  4. Carrying a copy of a complete travel roster with emergency contact information for all students participating in the trip.

Student Injury/Hospitalization

In the event of a student injury that involves hospitalization or emergency/urgent care, the Professional Chaperone or Student Trip Leader should:

  • Stay with the injured student until a university official or family member/representative relieves them from responsibility.
  • Identify a student as the replacement Trip Leader to remain with the larger group.
  • Notify the appropriate administrator immediately of the situation.

Emergency Situation Notification

An emergency is any circumstance that poses an immediate or potential risk or has already affected the safety, security, or health of program/travel participants. Emergencies include, though are not confined to:

  • 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

All emergencies while traveling for a university-organized or sponsored function must be reported to the appropriate administrator within 24 hours of the incident. In a severe emergency, the Professional Chaperone or Student Trip Leader should immediately call 911.

Non-Emergency Reporting

Non-emergencies are situations that do not require an immediate call to UPD but must be reported to the sponsoring office/department upon return. This includes, but is not limited to:

  • Violation of the 黑料视频 Student Code of Conduct
  • Unusual behavior that does not reach an emergency
  • Alcohol or drug violation that does not reach an emergency
  • Illness or accident that does not reach an emergency

Clery Reporting

For student travel led by faculty and/or staff, the Professional Chaperone 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.

Transportation

University Vehicles

Use of state-owned vehicles is guided by the State Vehicle - Acceptable Use Policy and Purchasing's Van Safety Guidelines. Key requirements include:

  • Drivers must be at least 18 years of age.
  • Drivers must have valid licenses to drive in the United States that is appropriate for the class of vehicle.
  • Drivers must adhere to all traffic laws and safely operate the vehicle.
  • Drivers must not use, sell, distribute, dispense, possess, or manufacture any alcoholic beverage or illegal drug while operating a state vehicle, a vehicle leased or rented for state business, or a private vehicle used for state business.
  • Drivers must agree to participate in the Department of Motor Vehicles LENS License Event Notification Service program.
  • Drivers must participate in a driver training program.
  • SUNY regulations limit vans to 12-passenger models.
Rental Vehicles

Vehicle rentals are not permitted for student travel unless a Professional Chaperone will drive the rental vehicle. No 15-passenger vans can be rented without a CDL license.

Contract or Charter Bus Service

Contract or charter bus service through university-approved vendors is an approved method of travel.

Personal Vehicles

Personal vehicles should only be used voluntarily. The University assumes no liability for a student's use of personal vehicles. All participants who ride in a private automobile do so voluntarily and at their own risk.

Air Transportation

Commercial airlines are an acceptable means of travel for students participating in a University- sponsored function. Plane tickets must be procured under New York State travel guidelines.

Accident and Medical Insurance

The University does not provide medical insurance for any student's trip participation. All student participants shall be responsible for any medical costs they incur during and/or due to the trip. Students traveling internationally should contact the appropriate administrator to determine if there are special insurance requirements.

Reasonable Accommodation Requests

Travel may require reasonable accommodations for those participants who have a disability. Accommodations must be planned in advance.

Failure to Comply

Failure to comply with the policies outlined may result in one or more of the following actions:

  • Suspension of student, trip leader, or employee off-campus travel.
  • Restrictions on future travel placed on specific students, employees, or trip leaders.
  • Student disciplinary action following University policy.
  • Employee disciplinary action following University policy.

Related Information

Date Description Responsible Party
12/10/2024 Updated draft policy for University-sponsored student travel Student Travel Committee
12/17/2024 Approved by Senior Officers Group on 12/17/2024. Senior Officers Group