Day & Extended Travel Trips Policy

Day Trips

Student organizations must notify Student Engagement of any trips taken off campus even if just for a single day or a few hours (e.g., these include driving to a grocery store to explicitly purchase food for a hosted student organization event). Student drivers will still need to be certified by the Facilities Department. Student leaders may proceed with DAY TRIPS once they have been logged here with Student Engagement and do not need to wait for a confirmation.

Day Trip Form

Extended Travel

Student organizations must apply for approval PRIOR (at least two weeks prior to the departure date) to embarking on a trip that includes at least ONE overnight stay. In order to request any type of financial support or reimbursement for the travel, students must complete and receive approval from the Office of Student Engagement for their extended travel. Travel expenses not pre-approved before the trip will not be reimbursed.

This form must be completed in its entirety upon submission. Student Engagement will not accept incomplete forms.

It is all students’ responsibility to alert professors whose classes they will miss at least three weeks in advance of their absence. Students are responsible for making up any work missed while traveling. The Office of Student Engagement will NOT request permission on students’ behalf to miss classes due to student organization trips.

Trip Requirements & Expectations

• Student drivers MUST be certified with the College and successfully completed prior to the day of the departure. 
• No driver should drive more than three hours per shift during DAYTIME and no more than two hours per shift during NIGHTTIME.
• Each driver should take at least a two hour break between driving shifts.
• No road trip segment shall exceed twelve hours (includes work time and travel time). After twelve hours, the driver(s) must stop for at least eight hours of rest. This rule may be waived when a professional driver is hired.
• Van trips over four hours must have two qualified drivers. Please note that 10+ passenger vans will require an additional level of clearance via our Facilities Service.
• Travel via car must be within a radius of 400 miles (800 mile round trip). Longer distance trips must be booked via plane or charter bus / train.
• Drivers must comply with all speed limits and traffic laws without exception. The financial costs of any type of traffic violations or citations (e.g., red light cameras, speeding, parking tickets, etc.) will NOT be reimbursed by the College and is the student’s own responsibility. It may also impact your driving clearance with the college.
• All occupants of the vehicle must have their seat belt on and buckled before the vehicle moves, per state law.
  
• Trips that include travel to and/or through wilderness areas, mountain ranges of inclement weather may require the use of a transponder or satellite phone.
  
• Travel and driving during the winter months in Oregon brings additional risk and responsibilities. Student Organizations need to be mindful that weather conditions may change abruptly and should have backup plans prepared for trips that may be impacted by severe weather.

Alcohol & Drug Use

Students of legal age are permitted to drink alcohol during L&C-sponsored trips, but they should do so responsibly and in a way that does not negatively impact their representation of Lewis & Clark College. Alcohol use should not take place while any student is actively participating in the academic/team/tournament activity. Additionally, under no situation, may a student drive a vehicle as part of an L&C sponsored trip while under the influence of intoxicants.

Lewis & Clark’s Alcohol & Drugs Policy continues to remain in effect for ALL trips. The use of cannabis is not permitted on school sponsored trips.

Insurance

Lewis & Clark insurance covers only College owned, leased or rented vehicles driven by a College authorized driver; it does not cover personal vehicles or accidents and injuries that result from the use of a personal vehicle. The vehicle owner’s insurance is the primary coverage for any accident or injury related to, or involved with, the use of their vehicle, even if it is being used for a purpose that supports the College. The student driver(s) will need to provide proof of valid and current insurance along with their travel request.

All accidents in College or leased vehicles are to be reported to Campus Safety and Student Engagement. Failure to report the accident within 24 hours may result in a charge back to the department using the vehicle for any insurance policy deductibles. The individual student driver(s) also needs to complete an accident report with the Oregon Department of Motor Vehicles (DMV).

Denial and/or Trip Cancellation

If a student is denied permission to travel or decides not to go for any reason once tickets (e.g. airline, bus, etc) have been purchased on their behalf, the student may be held financially responsible for the associated costs and need to reimburse the College for costs.

A student found in violation of any of the above policy requirements may be subject to the Student Code of Conduct and/or may risk their organization’s standing with Student Engagement.