Student Travel and 15 Passenger Van Usage Policy

I. Student Travel

A. Stipulations regarding class assignments, field trips, and other trips are explained in the Faculty Handbook:

Albion College recognizes that participation in extra-classroom activities such as class trips, departmental trips, club field trips, workshops, and intercollegiate athletics can be of benefit to the students and to the institution. However, Albion College also recognizes that classroom work is at the heart of the student’s progress in courses. Therefore, no College-sanctioned trip will be permitted that results in the absence of a student from classes for more than two consecutive class days without permission of the Provost. Furthermore, no intercollegiate athletic trip will be permitted to remove a student from classes for more than one class day, except by permission of the Provost. Saturdays rather than class days will be used for College-sponsored, extra-classroom activities whenever possible. Limited College transportation is available; inquiries should be directed to the Physical Plant Office and to the Office of Campus Programs and Organizations.

Students should inform their faculty members in advance of an upcoming class absence that is a result of participation in an official College event. Written notification of such absences is required, and must be distributed by the supervising College official. The student thereby merits the opportunity to make up assignments missed.

B. Non-College-sanctioned trips for extra-curricular activities should be planned on weekends instead of class days. Students traveling with groups in organizations that schedule trips while classes are in session are not automatically excused from classes. Each student on a trip may request prior approval from his/her faculty members to be excused from class and to be allowed to make up any missed assignments or work. This approval may or may not be granted.

II. Long Distance Travel

A. All organizations planning off-campus trips over 100 miles away are required to provide the information listed below to the Campus Safety Office before leaving campus.

  1. A detailed travel itinerary.
  2. Travel roster with emergency contacts.
  3. Signed activity statement of responsibility and release form for each person traveling.
    The necessary forms are available in the Office of Campus Programs and Organizations.

B. All individual participants must travel with proof of personal health insurance.

C. At least one person on the trip must have a cell phone available in the event of an emergency.

III. International Travel

A. The Student Affairs staff member, office, or student organization advisor must check with the U.S. Department of State Travel Advisory prior to organizing or scheduling student group international travel. If travel is restricted by the State Department, the Student Affairs staff member, office, or student organization adviser must check other appropriate country travel advisories, check “on-the-ground” contacts, and then consult with the vice president for student affairs for approval. Approval is subject to cancellation at a later date if travel is deemed inadvisable.

IV. 15 Passenger Van Usage

These policies apply to the use of all College vans, as well as all vehicles that are rented or leased from outside agencies to be used for College-related travel or activities. Individuals who operate College vehicles must also abide by the Driver Approval and Vehicle Usage Policy, which can be viewed at https://www.albion.edu/student-life/campus-safety/transportation-services/driver-registration/approval-procedure. 

V. Van Driver Certification

All persons who intend to drive a van must first be approved by Campus Safety. Forms for the approval process are available at: http://www.albion.edu/student-life/campus-safety/transportation-services/driver-registration /   The approval and training guidelines are explained in the Driver Approval and Vehicle Usage Policy referenced above. 

VI. Van Reservation and Return

A. Individuals or groups who wish to use a van for use should forward a request to Campus Services.

  1. Student groups that wish to use a van must complete the necessary paperwork as required by the CPO office.
  2. Vans may only be used for College-related activities.
  3. Vans may not be used for transportation to bars, taverns, or events that focus primarily on the consumption of alcohol.
    1. Van drivers may not consume alcohol within eight hours of operating a van.

B. Drivers will inspect the van for damage, and will complete the vehicle checklist prior to operating the van.

C. Upon return to campus, drivers will park the van in the Facilities Operations parking lot.

  1. The vehicle checklist will be completed by the driver, and will be placed with the van keys in the key return slot at Campus Services.

VII. Van Travel

A. If a group is traveling with luggage, then no more than twelve people (driver included) may be transported in a van.

  1. “Luggage” does not include backpacks, purses, or other small bags that may be used for day or other short trips.

B. Seatbelts shall be worn by the driver and all passengers at all times while the vehicle is in motion.

  1. It is the responsibility of the driver to ensure, prior to putting the vehicle in motion, that all passengers have their seatbelts properly fastened.

C. No driver may drive a van more than ten consecutive hours, or more than 12 hours in a 24-hour period. In addition, one passenger needs to stay awake to assist the driver.

  1. A driver who drives ten consecutive hours must have at least a four hour rest period before resuming driving of a van.

D. At least one person on the trip must have a cell phone available in the event of an emergency.

  1. Drivers are prohibited from using cell phones while they are operating vans.

VIII. Accident Procedure

A. In the event that a College van is involved in an accident, the driver is responsible for ensuring that the steps listed below are taken.

  1. Contact the appropriate law enforcement agency, so that a police report may be completed.
  2. Contact Campus Safety at 517/629-1234 and advise the dispatcher of the accident.
    1. Notify the dispatcher of injured passengers and the hospital to which they are being transported.
    2. In the event that the vehicle is not drivable, Campus Safety will contact Facilities Operations to coordinate the disposition of the vehicle, the arrangement of alternate transportation and other necessary assistance for those on the trip as needed.
  3. Upon return to campus, notify the Business Office of the accident, to include date, location, and police report number for the incident.