Organizing Student Travel

Any Dartmouth Entity (department, program, or unit) organizing, administering, or funding Dartmouth Travel is responsible for ensuring their travelers are compliant with Dartmouth's Travel Safety Policy. In addition, when organizing Dartmouth Travel by students, follow the guidance below. For Dartmouth programs that include people who are under age 18, read through Dartmouth's Policies and Resources for Programs involving Minors.

Pre-Departure Orientation & Oversight

An in-person pre-departure orientation is considered best practice, especially for trip organizers, less experienced travelers, or travel to unfamiliar locations; however, at minimum Dartmouth Entities should disseminate these sharable resources during the travel planning process. For consultation on developing orientation materials for Dartmouth Travel, email the Travel Safety Working Group at global.dartmouth@dartmouth.edu.

Read through section IV of Dartmouth's Travel Safety Policy for information on the oversight responsibilities of Dartmouth Entities including ensuring compliance with the policy; communicating emergency response plans; maintaining records of signed risk acknowledgement and release of liability forms, travel itineraries, emergency contacts, and on-site contact details; and issuing academic credit.

Travel Exception Support for Student Group Travel

For Dartmouth Travel that includes two or more students, if there is a need to identify which student travelers must apply for a Travel Exception, at least one month in advance of the planned departure date, the lead organizer can email a list of their student travelers' names, the group's travel destination(s), and the expected travel dates to global.dartmouth@dartmouth.edu. A member of the Travel Safety Working Group will notify the lead organizer by email which (if any) student travelers must apply for a travel exception.

The lead organizer must contact the students listed to remind them of the travel exception requirement and request verification of their approved travel exception. Student travelers should understand that not complying with Dartmouth's travel policy is a violation of the honor code, and if travel ensues without an approved exception when one is required, expenses for that travel will not be covered by Dartmouth.

Once travel exceptions are approved, organizers can register their group's travel or ensure each participant registers their own travel in the Travel Registry. Registration in the Travel Registry is required for students, faculty, staff, and Dartmouth-authorized representatives traveling internationally on Dartmouth Travel. Registration is strongly recommended for all Dartmouth Travelers.