Risk Management works closely with campus departments on domestic travel arrangements. This involves faculty and staff who travel with students for academic programs, student organizations, sport teams, etc. Our office will assist with identifying risks associated with your travel, and then recommend how to implement risk management techniques, such as contracts, insurance, transportation methods, etc.
Please review the following guidelines and documents to organize your trip:
- Complete the Questionaire for Domestic Travel
- Prepare a risk management plan and distribute it to all travelers. Some areas to consider:
- Identify risks for your specific trip, including location, weather, culture, etc.
- Consider and analyze how the identified risks could potentially affect the travel and travelers
- How to manage the potential risks, including an emergency plan
- Ways to mitigate the risks
- Contact information, including names, phone numbers, public safety, trip leader, etc.
- All trip leaders must have cell phones. If students will travel with no trip leader, then the faculty or staff supervisor must schedule regular check-ins with the group via phone call. Faculty or staff must be available to the students during their travel in case of an emergency or for questions. Student domestic travel that involves moderate or high-risk exposure will need to have a trip leader(s). Please contact the Office of International Programs for international travel.
- Trip leader(s) need to schedule a pre-trip meeting with all participants to review student conduct code, policies, lodging, distribute trip itinerary and emergency contact cards, review emergency protocol, injury reporting, student driver expectations, and motor vehicle accident procedures. If no trip leader will be traveling with the students (if it's assessed as low risk), the faculty or staff supervisor still needs to conduct a pre-trip meeting.
- Distribute a final version of the trip itinerary to all participants and have a copy available in campus department prior to departure.
- Prepare an emergency contact card with pertinent contact phone numbers, including trip leader(s), all participants, IC public safety, lodging facility, etc.
- Release Waivers may be required to be completed by all participants.
- Medical Forms must be completed by all participants and copies must be with the trip leader(s) during the trip duration. Health Insurance cards must be carried at all times during travel.
If any injuries occur and need medical attention during the trip, contact 911, and report the incident to Public Safety and Risk Management immediately.
A Certificate of Insurance may be required to be submitted to the College by the third party (if IC will be contracting with a third party during the course of the trip), and the College may be required to provide a Certificate of Insurance to the third party.
Health Insurance cards must be carried by all travelers at all times.
- Be familiar with the College Travel Policy
- If there is a need to charter a bus, review approved bus providers. Only approved bus providers can be used for College travel.
- Anyone who operates College-owned or rented vehicles must be an approved College driver and must be at least 21 years of age (or 19 years of age for travel in Tompkins County only). Vehicles can only be rented by a College employee. If you are not an approved College driver it is against College policy for an employee to use their College travel/credit card for a vehicle rental.
- Approved student drivers must not operate any vehicle for longer than a three-hour period. Review the Student Driver Handbook.
- Review Motor Vehicle Accident Procedures