Off-Campus Travel

All student organizations sponsoring an off-campus group trip should discuss the trip with their primary advisor. It is the responsibility of student organization executive boards to know the risks and liabilities of a group trip and how best to ensure participation safety. Meet with your primary advisor to go over the different types of trips and the risks and liabilities of each.  

If you are planning to reserve the Student Activities Vans as part of your Off-Campus Trip, please refer to the Student Activities Vans page for policies and processes. The SA Vans are not to be used for trips more than 25 miles off campus.  

All Off-Campus Trips (Regardless of Destination or Duration)  

Meet with your Primary Advisor: Meet with your primary advisor two weeks before travel if possible. If there are ticket sales or other activities planned as a part of the trip, more time will be needed.  

  • Know the address of where you are going, and how many miles it is from campus. This will help your advisor better support your organization through the registration process.  

Review Driver Safety Information (If Utilizing Personal Vehicles or the SA Vans): All identified drivers must have a valid driver’s license and a clean driving history (no more than 2 traffic violations). All personal vehicles must have an up to date registration, inspection and insurance. In the event of an accident, the driver’s insurance will be the primary. All off-campus travels should abide by the following best practices for driving:  

  • Driver(s) may not driver longer than four (4) consecutive hours without a scheduled rest stop.  
  • The rest stop must last a minimum of 30 minutes before that same driver may resume driving.  
  • The total drive time for a single driver may not exceed 8 hours. 

Submit your Off-Campus Trip via the Activity Registration Process on CCC: All off-campus trips that will require additional resources (finances, rental vehicles, marketing, etc.) must be registered on CCC at least 14 days prior to departure. Student Organizations should select Event/Competition and answer the required questions about travel. There is an additional review required for trips more than 25 Miles from Campus, if your organization is traveling more than 25 miles, the next section will provide more details about the additional information that will be collected on CCC. If you do not meet the requirements, your organization will not be permitted to travel.   

Traveling over 25 Miles from Campus   

Mileage is determined based on the Rush Rhees Library – 755 Library Rd, Rochester, NY, 14627  

  • Identify a Trip Manager(s): Identify a Trip Manager(s) from the organizing group. A Trip Manager is someone who will be in attendance on the trip and will receive all communications related to the trip. If traveling more than 25 miles, trip managers are responsible for holding on to the roster and all relevant trip details or confirmation for the Department of Public Safety, primary advisor, hotel/destination, and any drivers.  
    • If you are using a bus, there must be at least one trip manager per bus.  
  • All attendees must complete the  Individual Travel Waiver and Release Form on CCC prior to any travel. This only needs to be completed once per Academic Year.   
    • All forms must be submitted by 3 p.m., 2 business days prior to departure. (i.e., Wednesday at 3 p.m. if the trip leaves on Friday and Thursday at 3 p.m. if the trip leaves on the weekend)   
    • Any participants who have not completed their form by the deadline will not be allowed to travel.  
  • A completed roster template must be submitted by 3 p.m., 2 business days prior. The roster will be checked to ensure that all attendees have completed the Individual Travel Waiver  
    • Transportation details are collected via the Activity Registration process.  
    • If using Personal Vehicles: driver information and vehicle information are collected in the Activity Registration form.   
      • Driver Name, Phone Number, Email Address and vehicle information (Make, Model, Color and License Plate) are collected in the CCC Activity Registration process.     
    • If renting a vehicle (buses, shuttles or cars), the Trip Manager should keep their contracts with them at all times.   
      • Only ticket holders may board the bus for events where transportation is included in the cost of the ticket.   
        • Trip Managers can/should deny general public access to transportation.  
    • All buses must have a sign, visible from the outside that indicates:   
      • Destination  
      • Group sponsoring the Trip.  
      • Times the bus is operating.  
    • If purchasing tickets for the trip (trains or planes): Roster must be approved prior to the purchasing of individual tickets (i.e: trains, planes, etc). 

Off-Campus Trips (International)  

If your student organization is potentially traveling internationally, please contact your primary advisor immediately to begin the approval process. There is a minimum of two months’ notice required.  

In Case of Emergency:   

Contact the University of Rochester Public Safety (585) 275-3333 and ask them to alert the ODOS On-Call personnel of your emergency.   

  • Always follow the emergency protocols for the facility you are at. If there is a medical emergency, call 911.  
    • If an accident or injury occurs during the trip, the Accident and Injury Form on CCC must be completed within 24 hours  
  • Emergency situations can include but are not limited to:  
    • Safety Concerns - Call 911 FIRST, alert the ODOS On-Call Personnel once you are safe.  
      • Medical Emergencies  
      • Robberies/Car break-ins  
    • Transportation Issues  
      • Mechanical issues with Bus, Shuttle or Rental Car  
      • Sever weather conditions that impact travel  
      • Delayed flight or missed connection on university sponsored travel  
      • If you are renting a vehicle through Enterprise and experience a vehicle related emergency while traveling you should contact the branch where you picked up the rental vehicle. The branch should have provided or will provide information on what to do in case of an emergency. If the branch is closed: contact Enterprise’s roadside assistance (800-307-6666) or call 911.
    • Lost Attendees (i.e.: someone who was actively traveling on the trip, and the group is unable to locate them after reasonable attempts to do so)  
    • Lodging Issues on university sponsored travel  
  • Accident or Injury Form: If an accident or injury occurs during the trip, the Accident and Injury Form on CCC must be completed within 24 hours.