Off-Campus Travel Instructions for Trip Coordinators

1. The guidelines below and applicable forms should be distributed to students prior to the date of departure to provide ample time for documents to be reviewed and completed.
2. Not all travel forms are required for every type of off-campus travel.
   1. Travel Authorization for Student Trips – Always required. To be completed by the appropriate trip coordinator (Woodbury employee) who will obtain necessary approvals.
   2. Guidelines for Student Travel – Always required. Each student has to sign this form.
   3. Liability Release & Indemnification and Student Medical Information and Release Form – Each student is required to complete this form for off-campus travel that is overnight and/or involves risk.
   4. Driver Safety Regulations and Agreement – Only required when a student drives another student to and/or from Woodbury University off- campus activity. Each driver must complete this form and attach a copy of their valid driver’s license. This form must be completed regardless of ownership of the vehicle driven.
3. The trip coordinator should retain copies of forms while traveling and submit originals to Student Affairs 30 days prior to the date of departure.

Attendance

Students participating in any off-campus activities are expected to attend all scheduled events. Students who fail to attend events are required to reimburse the University for fees and/or expenses incurred because of non-attendance.

Lodging

If activities outside of class require an overnight stay, students are expected to reside in accommodation arranged prior to the event. Students may share a room only with members of the same gender. A student is responsible for any damages or any expenses (i.e., phone calls, room service, etc.) incurred beyond the cost of lodging.

Transportation

When taking students on trips, it is the University’s recommendation that transportation be arranged so that all students are in one place and driven by a trusted driver. Students driving other students in prearranged carpools must sign and abide by the Student Driver Safety Regulations and Agreement Form. A copy of the student’s driver’s license must be attached to the form. Only Woodbury University staff or faculty members are permitted to drive vehicles rented by the University.

Health Insurance

Woodbury University requires that all students have medical insurance. Students may not take part in an off-campus activity if they have not purchased or filed proof of personal medical insurance coverage. Please contact the Health Services Office if you have questions about coverage.

Alcohol and Controlled Substances

Students are expected to obey local, state, and federal laws regarding the use of alcohol and controlled substances. Additionally, students are expected to conform to policies of the University as well as to those specific to the event itself.

Business Office

Students with outstanding balances on their student accounts or who have been involved in disciplinary actions are not permitted to attend off-campus events involving overnight travel.

Conduct

Students are expected to conduct themselves in a manner consistent with the policies of the University as published in the Code of Student Conduct. Students who exhibit inappropriate behavior may be required to return to the University prematurely at their own expense. In addition, inappropriate behavior will be addressed through the University’s conduct process.

Students with Disabilities

Woodbury University is strongly committed to accommodating students with disabilities. Any student who anticipates needing accommodation while traveling should provide appropriate documentation to the associate dean for Academic and Student Support in Student Affairs (see Policy and Procedures for Accommodating Students with Special Needs in the Student Handbook) as early as possible, as accommodations may take time to arrange. The University is unable to make accommodations that are unduly burdensome or that fundamentally alter the nature of the program.

Liability Release & Indemnification and Student Medical Information and Release Form

Students must fill out a Liability Release & Indemnification and Student Medical Information and Release Form prior to the off-campus travel and/or activity. Any student who has a potential medical issue should inform the Woodbury employee responsible. It is the student’s responsibility to ensure that any necessary medications are available to him/her when needed. Woodbury University requires students to sign the Liability Release & Indemnification and Student Medical Information and Release Form for any activity that involves risk (i.e., skiing, construction, whitewater rafting, backpacking, etc.) and/or overnight trips.