Travel policies
General guidelines
Student groups may choose to plan trips and events that require travel off campus. However, student leaders should be cognizant that, due to the risk management requirements in place at the University, students are required to strictly adhere to all the policies listed on this site, the Vice President for Campus Life Travel Site and the Risk Management site. Failure to comply with all policies will result in the prohibition of group or individual travel and, in egregious cases, disciplinary action. Groups must schedule a meeting with Shelley Jannos in the ODUS office before committing to any travel plans.
- In addition to the required travel forms, all student organization travel must be registered with ODUS by filing out an events registration form. The ODUS events form is required, even for events off-campus, for us to be able to accurately track student organization activity.
- Shelley Jannos will function as the Trip Adviser for all student organization travel.
- Please note that depending on the complexity of your trip (i.e. location, duration, etc.) this process can be as short as one week and as long as a month or longer.
Vehicles
- Driving a University owned or leased vehicle is an earned privilege for student drivers. All students requesting driving privileges on or off campus for organization related activities must complete the following three steps:
- Fill out a Driver History Questionnaire
- Take an online exam and a road test
- Only students with clean driving records are permitted to serve as driver for student organization travel. Review the University’s guidelines (section A) on drivers in good standing.
- Students traveling internationally may not rent vehicles.
- All University-owned vehicles or vehicles rented by a student organization are to be used solely for official University-related business. Insurance for these vehicles is primary for all liability occurrences. Any damages resulting from an accident while on personal business will not be subject to coverage by the University’s insurance policy. Additionally, students using University rented or owned vehicles will be subjected to disciplinary action if these vehicles are used for personal reasons at any time.
- All traffic violations are the responsibility of the person driving the vehicle. Student organization funds may not be used to pay traffic violation fees or fines. Unpaid tickets and/or citations can lead to a suspension of travel privileges for the group.
- All traffic accidents, regardless of severity, must be reported to the Department of Public Safety immediately. If you are not on campus, please report the accident via phone to (609) 258-1000. A detailed report of the accident must be submitted in writing to ODUS the first full day the group returns to campus. This report will be distributed to the Department of Public Safety and the Office of Risk Management for insurance purposes. Failure to comply with these policies will likley result in the prohibition of group travel.
- The departure and traveling times should favor daytime travel. Overnight driving (12 a.m. to 5:30 a.m.) is prohibited.
- The University maintains the right to cancel any trip due to any safety concerns, including road conditions and storm warnings.
- At no time may the driver use a cell phone while operating the vehicle.
- Drivers should not speed to maintain a "caravan." Each vehicle should have its own set of directions. Students should make arrangements to meet at pre-determined points along the route.
- When using your own vehicle on organization business, your personal insurance is always primary. Using a personal vehicle on University related business is an exposure to personal insurance coverage.
- University insurance does not cover transportation in fifteen passenger vans. Fifteen passenger vans are not permitted to be used for any student organization’s travel needs. Any group found using a fifteen passenger van for any travel may be subject to disciplinary action and will lead to a suspension of travel privileges for the group.
- Golf Carts: Organizations using University owned or leased golf carts are required to follow University policy (section D) governing such. Failure to comply with these policies will result in the revocation of golf cart privileges for the group responsible.
Transportation
- If the organization is traveling with a group of 30 or more, it may be cost effective to charter a bus. You must fill out an events registration form before reserving a bus. Students typically decide between a coach bus and a yellow school bus. Keep in mind:
- Generally coach buses cost approximately twice as much as yellow school buses.
- Typically bus transportation starts at $750
- The pick-up/drop-off location needs to be coordinated through the Office of Parking & Transportation.
- The meters on Prospect Avenue are located in the Princeton Borough. If you plan to use this as your pick-up location, you need to coordinate with the Princeton Borough Parking Department.
- You should inquire in advance what the policy, if any, is in regards to tipping the bus driver.
- For information on recommended bus companies, please visit Blueprint.
- Students may make their own flight arrangements or they may choose to use University-recommended travel agents such as Deluxe Travel on Nassau Street. We also encourage students to use the University's travel portal in order to access University discounts on travel. Please note that the University will not reimburse first class travel.
- Please consult the Risk Management Web site for the contact information of rental carriers who have established a formal relationship with the University. Student groups are required to use the companies listed on the Risk Management site.