Student Organization Travel Policy

Student Organization Travel Policy

GENERAL TRAVEL INFORMATION

The opportunity to represent Widener University throughout the state, the country, and the world is one of the many benefits of participating in a recognized student organization. Widener University has established a general travel event registration process to promote the health and welfare of students while participating in activities that require travel.

Student travel places the responsibility for ensuring compliance on the organization sponsoring the trip, so it is imperative that groups are familiar with and follow proper safety procedures. An Organization Advisor should consult the Associate Vice President for Compliance and Risk Management prior to planning any trip in which a student group will travel 50 miles or more away from the University, and the following conditions apply to the event in question:

• The event is funded by the University,
• The travel is undertaken using a vehicle owned or leased by the University,
• The activity or event is required by a recognized student organization, or
• The travel activity undertaken is under the direction of college personnel, an administrative department, academic course, study abroad program, recognized student organization, and any other entity associated with or employed by Widener University.

Student Organization Advisors are required to attend university-sponsored events that require travel of 50 or miles away from the University.

Student organization trips and excursions that are located 50 miles or less from the University do not require the attendance of an Advisor and should also follow basic risk management procedures.

While traveling as a part of a Widener University event, students and employees are expected to remain free from the influence of drugs and alcohol at all times.

An undergraduate or graduate student who participates in travel event related to an academic course requirement (e.g. field trips), or their assigned duties as a University employee, (e.g. research data collection) is encouraged to consult with their professor or employer for further guidance.

For international travel, recognized student organization leaders must make an appointment with the Assistant Vice President of the Center for Civic and Global Engagement to discuss the trip request and the necessary steps required prior to trip departure, including travel notification and training.

TRAVEL ACTIVITY REQUEST PROCEDURES

Complete a Liability Release Waiver Form

Each traveling participant should sign a Student Organization Liability Release Form. An electronic version of the form is located on the Student Organization Resource Center website.

Recognized student organizations should modify the form for the event by adding information about the specific travel activities in the Indemnity Clause section. The release form will also need to be signed by the parent or legal guardian of any participants traveling who are under the age of 18.

Complete a Travel Event Information Form

Groups must complete and submit a Travel Information Form to the Campus Safety Department at least two weeks before their group departs. Information submitted on this form shall include the full names, student ID numbers, and emergency contact information for all participants. The online Travel Event Information Form is located on the Student Organization Resource Center website.

This information will be used by the Campus Safety Department, the On-Call Emergency Response Team, and other University personnel to assist student participants in case of an emergency. It is imperative that the University has a correct and up-to-date list of participants and travel plans throughout the duration of the trip.