[josephnrios]

At Wentworth Institute of Technology, we have a brief addition to the end of our travel planning policy for student organizations:

 

Trip Cancellation Due to Health and Safety Concerns

Wentworth Institute of Technology reserves the right to cancel any travel plans a group may have at any time if Wentworth deems the location or transportation a health or safety risk to participants. Wentworth is not responsible for reimbursing individuals or the organization for any costs associated with the cancellation.

 

When planning student organization travel, we talk about potential weather issues that might impact travel and what insurance should be included in their budget. For instance, students traveling to any destinations affected by hurricanes in the late fall or to destinations impacted by snow and ice in the winter are advised to include travel insurance in case flights or hotels need to be canceled at the last minute by the university or are canceled by the event planners.

 

We don’t have any specific for local travel, as we only allow students to use their personal vehicle for in-state travel with permission and a signed waiver.

—

Joseph Rios, Ed.D.
Director, Student Engagement
he/him/his

550 Huntington Ave. | Beatty Hall 026
Boston, MA 02115
617 989-4238
riosj1@wit.edu

Connect on Social: Twitter / X | Instagram | LinkedIn

Schedule a meeting with me: calendly.com/witjosephrios – I am working remote on Mondays, please request Teams/Zoom meetings on Mondays

 

——————————————-
Original Message:
Sent: 1/30/2025 9:33:00 AM
From: Gwyn Fox Stump
Subject: Weather related student travel policy

Do any of your institutions have written policy/guidance surrounding university sponsored travel (mostly related to student organizations – conferences, games, general org activity) during differing levels of weather that you would be willing to share? I’m looking for ones that also might include traveling in personal vehicles for university business. 

——————————
Gwyn Fox Stump
Director of Student Activities
University of Dayton
Dayton OH
(937) 229-3333
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[valerie.nettleton@gmail.com]

Gwyn, our travel policy is attached here.? It includes our language specific to personal vehicles and inclement weather.? Please don’t hesitate to reach out if there is anything I can clarify 🙂

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Valerie Nettleton
Director of Student Involvement and Leadership Development
Middlebury College
Middlebury VT
(802) 443-3107
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——————————————-
Original Message:
Sent: 01-30-2025 09:33
From: Gwyn Fox Stump
Subject: Weather related student travel policy

Do any of your institutions have written policy/guidance surrounding university sponsored travel (mostly related to student organizations – conferences, games, general org activity) during differing levels of weather that you would be willing to share? I’m looking for ones that also might include traveling in personal vehicles for university business. 

——————————
Gwyn Fox Stump
Director of Student Activities
University of Dayton
Dayton OH
(937) 229-3333
——————————

Middlebury College Student Org Travel Policy.pdf 177 KB PDF - Click to view

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[bmagee]

Here is our current student organization travel policy. All travel over 50 miles or more or an overnight require registration:?

https://www.rochester.edu/college/wcsa/event-planning/resources/off-campus.html

As for weather related travel cancellation:

Wilson Commons Student Activities and Environmental Health & Safety work together in a larger University-wide process in regard to emergency preparedness and a weather system notification process.? Should there be an emergency or weather system that may cause a cancellation of a student organization event or student organization travel, the following will occur:

• The Emergency Preparedness Manager in Environmental Health and Safety will contact and advise the Associate Dean of Students and Senior Associate Director of Wilson Commons Student Activities of the situation, potential emergency and/or weather system.
• The Senior Associate Director of Wilson Commons Student Activities will then notify the student organization’s advisor to inform them of the scenario/risk/
• The student organization advisor then must reach out to the students within the organization to see if they are aware of the emergency or potential risk and see if they have a plan in place.
• After continued monitoring of the situation, Environmental Health and Safety and Wilson Commons Student Activities will make recommendations as to allow the event to occur or to allow student organizations to travel.
• If both Environmental Health and Safety and Wilson Commons Student Activities do not agree on their recommendations whether to cancel the event or travel, the final decision will then be made by the Vice President for University Student Life or designee.

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Brian T. Magee, EdD, CSAEd, CSAEd-CA, CSAEd-CU
Interim Director, Wilson Commons Student Activities
University of Rochester
Rochester NY
(585) 275-7316
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——————————————-
Original Message:
Sent: 01-30-2025 09:33
From: Gwyn Fox Stump
Subject: Weather related student travel policy

Do any of your institutions have written policy/guidance surrounding university sponsored travel (mostly related to student organizations – conferences, games, general org activity) during differing levels of weather that you would be willing to share? I’m looking for ones that also might include traveling in personal vehicles for university business. 

——————————
Gwyn Fox Stump
Director of Student Activities
University of Dayton
Dayton OH
(937) 229-3333
——————————