Policies & Procedures

AA4011 Faculty Led Travel Policy

Purpose

The purpose of this policy is to promote high-quality academic and cultural experiences through faculty-led travel courses and activities, while prioritizing the safety and well-being of all participants. SUNY Broome is committed to offering fiscally responsible and enriching international and domestic travel opportunities that empower students to develop the skills and knowledge needed to become culturally aware, globally engaged citizens.

Given the complexity and potential risks associated with faculty-led travel, it is imperative that the College establishes and adheres to clear, carefully constructed processes and requirements. A well-defined policy ensures that all travel programs align with the institution’s academic mission, uphold rigorous safety and compliance standards, and mitigate financial and reputational risks. Without robust guidelines and oversight, the College could be exposed to significant liabilities, including financial losses, legal challenges, and reputational harm.

By implementing a structured approach, this policy provides a consistent framework for program approval, risk assessment, and fiscal accountability. It supports faculty in developing meaningful travel experiences while ensuring that all necessary precautions are taken to protect students, faculty, and the institution itself.

Statement of the Policy 

This policy establishes expectations for employees involved in planning and supervising both domestic and international student travel. It outlines the approval process, participant eligibility, leadership standards, and safety protocols to ensure responsible resource use and alignment with the College’s mission.

All faculty-led travel programs must comply with College requirements related to participant insurance coverage, including health and, where applicable, trip cancellation insurance.

Related Procedures (by number)

• AA4011.1 International or Domestic Travel Program Proposal Procedure
• AA4011.2 International and Domestic Travel Procedure
• AA4011.3 Faculty-Led Student Excursions (Day & Short-Duration Travel)
• AA4011.4 Travel Registry Procedure
• AA4011.5 Travel Emergency Procedure
• AA4011.6 Collecting Funds for Travel Courses Procedures

To Whom It Applies

This policy applies to students, faculty and staff involved in the following:

• Faculty-Led Student Travel (Travel Aligned with Course Curricula for Credit): Any off-campus student travel organized, supported, or led by a faculty member, staff member, office, department, or division of the College. All travel for academic credit must align with the curriculum.
• Non-Credit (Faculty-Led) Travel: Any off-campus student travel that is not part of a course but organized, supported or led by a faculty member, staff member, office, department, or division of the College. Non-credit travel may include educational tours, international opportunities, or approved partnerships with travel companies.
• Excursions (Day & Short-Duration Travel): For information related to travel for off-campus class field trips and activities required as part of a course, please refer to the Excursions (Day & Short-Duration Travel) Procedure. These activities occur during or outside regular class hours and do not include overnight travel.
• Exclusions: This policy does not apply to Student Activities or Athletics travel, such as club trips or sports away-games. Additionally, this does not apply to staff traveling for College business, which is covered under Travel Policy FI6004.

General Guidelines

Approval Process: Before initiating the development of a faculty-led travel course or experience, initial concepts must be discussed with and approved by the Department Chair, Dean and the Vice President for Academic Affairs (VPAA). Additionally, any exploratory travel (see definition) related to the course must be approved in advance by the Dean and VPAA, including specific plans to fund or conduct such activities as part of course proposal preparation.

Once the initial concept and any related activities are approved, the academic department chair will designate faculty to develop the course through the College’s curriculum process. After the course is officially approved, it becomes eligible to begin the Travel Approval process in order to be considered as an official College-approved travel opportunity and listed for registration.

Final approval is granted by the appropriate Dean and the VPAA, upon completion of the process fully outlined in the Propose International or Domestic Travel Program procedure. Each proposal is carefully reviewed and vetted by the Travel Experiences Committee (see definition below), whose recommendation is required before the Dean and VPAA make their final determination.

All travel courses, including those that have run in previous years (and with the exception described below), must complete the entire approval process for each offering of the course, as conditions and costs may change. Academic departments must begin this process at least two years before the course is scheduled and advertised to students.

Travel courses that are pre-approved as part of an established academic program:

These courses are exempt from the initial concept and curriculum proposal steps outlined in the approval timeline. However, they must still follow all subsequent requirements of this policy and procedure. Specifically, each offering of a pre-approved travel course must:

• Obtain budget review and approval through the Dean, VPAA, and Finance Office.
• Complete all required risk management, student documentation, and compliance steps outlined in this policy.

In other words, pre-approved courses enter the process at the Travel Approval stage and are subject to the same financial, risk, and compliance requirements as any new proposal.

Travel Course Process Timeline:

The Travel Course Process Timeline is fully detailed in the Propose International or Domestic Travel Program procedure and serves as a detailed guide for faculty and staff, from the initial concept discussion to post-approval preparations. It ensures that all academic travel meets institutional policies, risk management protocols, and curricular standards while providing an enriching educational experience for students. All proposed travel courses must adhere to the timeline and requirements outlined, with final approval contingent on meeting all safety, curriculum, and budgetary standards.

Course Leadership Requirements:

Faculty-led travel must include a minimum of two co-leaders: Two full-time faculty members must accompany the students from the point of departure, manage the itinerary, and return with the group.

Leadership exceptions can be submitted and considered for recommendation by the Travel Experiences Committee. Similar exception requests related to travel program structure, requirements, or implementation may also be reviewed by the Travel Experiences Committee and recommended to the appropriate Dean and the Vice President for Academic Affairs for final determination.

Co-leaders are expected to abide by and reinforce that all travelers adhere to SUNY Broome’s policies and procedures, and are required to complete the Travel Course Faculty Co-Leader Responsibility Agreement. All faculty and staff leading trips, including non-credit day travel, are also required to verify the Travel Course Participation & Eligibility Form/Agreement is completed by each student. This document collects critical emergency contact information for the Student Travel Registry.

• Excursions (Day & Short-Duration Travel) Exception: An exception to the Course Leadership requirement applies to Excursions (Day & Short-Duration Travel) that does not include an overnight component. For these courses, the instructor of record is required to serve as the trip leader. This faculty member is responsible for ensuring compliance with all SUNY Broome policies and procedures, as well as completing all required travel documentation.

Student Compliance and Participation:

Students participating in faculty-led travel must adhere to the SUNY Broome Student Code of Conduct and all relevant College policies and procedures. To be eligible to participate in SUNY Broome Travel courses, excluding day travel, students must be registered for classes in the semester preceding travel and maintain good academic and conduct standing. This is confirmed by the Travel Office, working with the Registrar and the Dean of Students. Participation is limited to SUNY Broome students, employees, and authorized representatives.

Removal from Travel Experience:
The College reserves the right to remove a participant from a travel experience at any time if their behavior, conduct, or circumstances are deemed to pose a risk to the safety, well-being, or success of the program or its participants, or if they fail to comply with College policies or program expectations.

Such determinations may be made by the faculty leader in consultation with the appropriate Dean and/or College officials, as circumstances allow.

Participants removed from a travel experience may be responsible for any additional costs associated with their return, including transportation and related expenses.

Student Participation and Scheduling:

All activities and requirements for an individual travel course must be scheduled and take place within the course’s officially designated start and end dates. Travel-related coursework, assignments, or mandatory activities cannot be scheduled before the course officially begins or after it has concluded. Any exceptions must be formally approved by the Registrar, the appropriate Dean and the Vice President for Academic Affairs.

Student Application for Travel Courses:

All students interested in participating in a travel course will be vetted for eligibility by the Travel Office after completing the Travel Course Participation & Eligibility Form/Agreement. This process ensures a standardized, equitable review that primarily focuses on verifying that students are officially enrolled at SUNY Broome for the semester prior to the travel, have successfully completed course prerequisites, and have good academic and conduct standing.

Policy Compliance:

Faculty-led travel must comply with all relevant policies, procedures, and advisories, including those from the College’s Emergency Operations Center (EOC), SUNY, and local, state, federal, and international regulations. This includes all processes outlined in the College’s dedicated Travel Emergency Procedure, which must be closely reviewed by travel leaders before departing on each trip.

Insurance Requirement:

SUNY requires that all international and domestic travelers carry SUNY-sponsored health insurance.

Trip cancellation insurance is strongly recommended for all travel and may be required for certain travel programs, including those involving international travel or third-party providers, as determined through the program approval process.

Please see associated procedures for details regarding insurance enrollment, payment, and verification requirements.

Trip Modifications and Cancellations:

Previously authorized travel may be cancelled or modified for several reasons. Trips that do not meet the minimum required number of travelers may be subject to cancellation. They may also be cancelled due to the unexpected inability for one or more of the co-leaders to travel.

The College reserves the right to modify or cancel any scheduled trip due to extenuating circumstances, including emergencies at the destination or advisories from SUNY, state, or federal authorities.

Changes in Leadership Availability:

If a co-leader is unexpectedly unable to travel with the group, they must immediately notify the division Dean. The Dean will determine the appropriate course of action, which may include assigning a replacement co-leader or adjusting travel plans.

Trip Cancellations:

• College-Initiated Cancellations: If the College determines that a trip must be cancelled, the decision will be communicated to all parties by the Travel Office as soon as possible.
• Co-Leader-Initiated Concerns: If a trip co-leader has concerns that may warrant cancellation, they must promptly communicate with their Dean, who will determine the next steps in consultation with the VPAA.

Trip Modifications and Contact Requirements:

• Once the trip has been scheduled, any change to the itinerary must be communicated to all parties (see communication guidelines).
• During the trip, daily check-ins from the faculty co-leaders to the Dean are required.
• Any emergencies require immediate contact with the Dean and the Public Safety Office.

Transportation To, From, and Within Travel Destinations:

To promote safe and consistent travel practices, SUNY Broome establishes the following prioritized framework for transporting students to and from approved travel destinations. This Transportation Priority Order is intended to ensure that the safest and lowest-risk transportation options are used whenever possible for College-authorized travel.

When transportation is arranged by the College Purchasing Office, the following order of priority must be followed unless an exception is approved in writing.

#1 Priority: Contracted International Travel Providers
For student international travel or study abroad experiences, transportation must be arranged by the College Purchasing Office through a contracted third-party travel agency or provider.

#2 Priority: Contracted Long-Distance Transportation
For student travel that is considered long distance (more than 250 miles one way), transportation must be arranged by the College Purchasing Office through a contracted third-party transportation company.

#3 Priority: Contracted Regional or Local Transportation
For student travel that is regional (more than 75 miles and less than 250 miles one way) or local (less than 75 miles one way), transportation should be arranged by the College Purchasing Office through a contracted third-party transportation company whenever available.

#4 Priority: College Vehicle with College Driver
If a third-party transportation provider is not available for local travel (less than 75 miles one way), a College-owned or College-leased vehicle may be requested and scheduled. These vehicles must be operated by a College-employed driver position.

#5 Priority: College Vehicle with Authorized College Employee Driver
If neither a third-party transportation company nor a College-employed driver is available, a College-owned or College-leased vehicle may be operated by a College employee (faculty or staff member) who has been pre-approved and authorized by the College to transport students. Such authorization includes verification of the employee’s driving record and any required institutional approvals.

Under this priority, College employees may transport students for local travel (less than 75 miles one way).

In extenuating circumstances or special situations, a pre-approved College employee driver may be authorized to transport students for regional travel (less than 250 miles one way) with written approval from the appropriate College authorities.

Driver Safety Training Opportunities

College employees who may transport students using College-owned or College-leased vehicles will have the opportunity to complete a van driver safety training course or equivalent training supported by the College. These OSHA-aligned safety courses, including training specific to 15-passenger vans, focus on safe vehicle operation, rollover prevention, proper passenger and cargo loading, defensive driving techniques, and pre-trip vehicle inspections.

These training opportunities are typically short, mobile-friendly courses that provide certification and reinforce safe driving practices when transporting groups. Employees who drive students are strongly encouraged to complete such training to support safe travel practices.

Example training providers include OSHA Outreach Courses and similar safety programs aligned with national transportation safety standards.

Transportation Within the Destination (Excursions and Local Activities)

Transportation for excursions and activities included in the approved travel itinerary must be arranged through professional transportation providers (e.g., bus, taxi, or subway services), unless an exception is formally approved by the Purchasing Office. All arrangements must also align with the College’s transportation priority and distance guidelines outlined above.

Student Use of Personal Vehicles – Local/Regional Field Trips

Students may choose to use their own personal vehicles to travel to an approved destination or activity location only with prior knowledge and approval of the faculty member or trip leader. While College-arranged transportation may be used for some activities, student self-transportation may be appropriate for certain local travel experiences such as field trips or course-related activities.

The use of personal vehicles for College-related travel must be voluntary and cannot be required by a faculty member, department, or the College. Faculty and staff should not assign drivers, organize carpools, or coordinate transportation arrangements between students using personal vehicles.

Students who choose to use their personal vehicles are responsible for all associated travel risks and expenses. The College does not provide insurance coverage for personal vehicles used by students. In the event of an accident or incident, the driver’s personal automobile insurance is considered the primary coverage.

Students who operate personal vehicles for the purpose of attending an approved College activity must possess a valid driver’s license and maintain personal automobile insurance as required by law.

Students may independently choose to share rides with one another; however, such arrangements are considered personal decisions between students and are not organized, supervised, or endorsed by the College.

All travel associated with College-sponsored activities must still be registered, reviewed, and approved in accordance with the applicable travel procedures and documentation requirements.

Additional Requirements:

1. Insurance Requirements: All participants in faculty-led travel programs are required to maintain appropriate insurance coverage as a condition of participation. This includes required health insurance coverage for all travel and trip cancellation insurance for international travel programs, with strong recommendation for domestic travel programs. Unless explicitly included as part of a College-arranged group travel program, participants are responsible for obtaining and paying for required insurance coverage. Failure to obtain required insurance may result in ineligibility to participate in the travel program. Additional requirements related to enrollment, verification, and administration of insurance coverage are defined in the associated procedures.
2. Selection of Travel Agent – Third Party Providers
   • Unless an exception is approved, all international travel aligned with course curricula for credit and non-credit must secure a travel agent/third party provider from a College-approved list.
     • Exceptions must be reviewed and recommended by the Travel Experiences Committee, and then approved by the Travel Office, Dean, and the VPAA.
3. Required Forms, Waivers, and Documents
   • Please see Appendix A of Procedure No. AA4011.1 (Propose International or Domestic Travel Program): Required Forms, Waivers, and Documents
4. Pre-Departure Safety Orientation – Authorized travelers’ mandatory pre-departure orientation will cover the following topics: (Please see the Pre-Departure Safety Orientation section of the Travel Emergency procedure for further details.)
   • Risk Management
     1. Risk reduction
     2. Legal issues
     3. Document and technology security
     4. Crisis management
   • Cultural & Travel Competencies
     1. Destination etiquette
     2. Money management
     3. Health
   • Final preparations
     1. Itinerary review
     2. Airport, duties, and customs procedures
     3. Visa and Passport information
5. Passports and Smart Traveler Enrollment Program
   • Students are responsible for acquiring passports on time for the travel experience.
   • All authorized travelers are required to enroll in the Smart Traveler Enrollment Program. To enroll, please visit the Smart Traveler Enrollment Program website

Definitions

For the purposes of this policy, the following definitions apply.

• Travel Experiences Committee: A standing committee, convened by the Vice President Academic Affairs. The committee assesses whether the proposed travel experience supports SUNY Broome’s Mission and Strategic Plan, evaluates the completeness and feasibility of the proposal, considers cost implications for students, and ensures inclusivity and equal opportunity for all potential participants. The committee also ensures adherence to safety protocols outlined in the College’s Travel Emergency Response Plan. Based on their review, the committee makes recommendations about the travel courses to be offered in a particular semester to the Dean and the Vice President for Academic Affairs.
  • Travel Experiences Committee Composition and Representation
    The Travel Experiences Committee includes representatives from across the College to ensure that proposed travel experiences are evaluated from academic, safety, operational, and student perspectives. The committee is convened by the Vice President for Academic Affairs.
    Membership includes:
    • One faculty representative from each academic division
    • One representative from Campus Safety
    • One Academic Dean, serving on a rotating basis
    • The Enrollment Officer (or designee)
    • One student representative

To promote both continuity and broad institutional participation, faculty and administrative representatives may serve rotating terms. Academic divisions may designate their representative annually or for a defined term, allowing participation from different faculty members over time. At the same time, certain positions may remain consistent across multiple years to maintain institutional knowledge and ensure the effective functioning of the committee.

The Vice President for Academic Affairs may adjust membership or designate alternates as necessary to maintain balanced representation and support the committee’s ongoing work.

• • Faculty-Led Student Travel: Any student travel organized, supported or led, by a faculty member, staff member, office, department, or division of SUNY Broome that takes place off campus.
  • Excursions (Day & Short-Duration Travel): Off-campus activities connected to a course that occur within the same day.
  • Domestic Faculty-Led Course: A course where the faculty member and registered students travel off campus for one or more nights.
  • International Faculty-Led Course: A course where the faculty member and registered students travel outside of the United States.
  • Transportation Priority Order: The required sequence of transportation options that must be followed when arranging College-sponsored travel through the Purchasing Office, unless an exception is approved in writing.
  • Contracted Transportation Provider: A third-party transportation company or travel agency that has been reviewed, approved, and contracted through the College Purchasing Office in accordance with institutional purchasing and risk management requirements.
  • International Travel Provider: A contracted third-party agency or provider that coordinates and delivers transportation and related services for travel outside of the United States.
  • Long-Distance Travel: Travel that exceeds 250 miles one way from the point of origin.
  • Regional Travel: Travel that is more than 75 miles and up to 250 miles one way from the point of origin.
  • Local Travel: Travel that is 75 miles or less one way from the point of origin.
  • College-Owned or College-Leased Vehicle: A vehicle owned, leased, or otherwise authorized for use by the College for official business purposes.
  • College-Employed Driver: An individual employed by the College in a designated driver role who is authorized to operate College-owned or leased vehicles as part of their job responsibilities.
  • Authorized College Employee Driver: A faculty or staff member who has been formally approved by the College to operate a College-owned or leased vehicle for the purpose of transporting students, including completion of required approvals and verification of driving eligibility.
  • Extenuating Circumstances: Situations in which standard transportation options are not available or feasible, requiring documented justification and formal written approval to deviate from established transportation priority guidelines.
  • Student Travel Registry: A form used to submit information regarding college-sponsored student travel for risk management purposes, allowing appropriate departments, offices, and public safety to access vital information in case of emergencies. See the Travel Course Participation & Eligibility Form/Agreement.
  • Exploratory Travel: Exploratory Travel refers to travel undertaken by faculty or staff for the purpose of assessing the feasibility, logistics, and academic value of developing a new travel-based course or program. All exploratory travel must align with the strategic goals of the College and comply with institutional travel policies. It requires prior approval from the appropriate dean and Vice President for Academic Affairs. See the International or Domestic Travel Program Proposal Procedure for further details.
  • Off Campus: Any location other than the main College locations (SUNY Broome campus and the Culinary Event Center) or official satellite locations.
  • Trip Leader: A faculty member who is responsible for overseeing and managing a faculty-led travel course. The Trip Leader must accompany students from the designated point of departure, remain with the group throughout the duration of the trip, and return with the group to the original departure location. Trip Leaders are responsible for ensuring that all aspects of the travel experience align with SUNY Broome’s academic and safety standards. They must actively supervise participants, provide guidance and support, and respond to any issues that may arise. Additionally, Trip Leaders and any designated Co-Leaders are expected to enforce compliance with all SUNY Broome policies and procedures.
  • Course Co-Leaders: Two full time faculty instructors, who are both listed as the instructor of record for the approved course.These individuals are recommended by the department to lead the approved travel experience.
  • Program/Travel Participants: SUNY Broome faculty, staff, and students involved in a program or travel experience.
  • Service Provider: A third-party organization contracted to provide or coordinate services such as transportation, housing, excursions, field trips, meals, or other travel logistics.
  • Pre-Approved Courses: Travel courses that are already part of an established academic program and have previously undergone curriculum approval. These courses bypass the initial concept and curriculum proposal stages but must still meet all financial, risk management, compliance, and documentation requirements outlined in this policy, beginning at the Travel Approval stage.
  • Travel Experience Forms & Process Overview: A companion resource document that outlines the required forms, steps, and workflow associated with each type of College-sponsored travel, including non-course related travel, pre-approved travel courses, new travel course proposals, and faculty-led student excursions (day and short-duration travel). This resource is maintained by the Travel Office and is intended to support consistent implementation of this policy by providing operational guidance, required documentation, and process sequencing. While it does not replace formal policy or procedure requirements, it serves as the primary reference for faculty and staff when planning and executing approved travel experiences.