Pre-trip planning and training/orientation
Pre-trip planning is an important step to ensure a safe and successful trip.
Required Readings and Meetings
- Review Connecticut College Off-Campus Engagement Policy
- Attend a training session for faculty and staff on off-campus risk management if your OCE involves an overnight stay off campus. If OCE is a day trip, read the OCE policy and ensure all forms and waivers are completed (contact email@example.com with questions)
- Conduct mandatory pre-departure preparation. For course-based OCEs, this can take place via information included in your syllabus or announcements in class.
You need to cover the following topics:
- Detailed Travel Itinerary/Schedule/Location
- Accommodations (if any)
- Weather/ Attire
- Cultural Considerations (if applicable)
- Health and Safety
- The Honor Code and Student Rights and Responsibilities Handbook are still in effect when participating in off-campus events
Forms and Paperwork
These need to be completed prior to departure. Forms can be found on the Forms and Waivers page.
- The online Off-Campus Registration Form including a current roster.
- Waivers and medical disclosure forms for all participants. Students are only required to submit these forms once per course or program. Consult with Student Health Services, Student Counseling Services and/or Student Accessibilities Services as needed.
Note: In the event that a student refuses to sign these forms, the faculty/staff director should read each form to them and fill out the required information except for the signature. If student is under 18, parent or guardian must sign form which can be done electronically.
- Detailed travel itinerary, including information about transportation, activities, accommodations (if applicable), and group communication procedures.
- OCE Experience Provider Agreement
Health and Safety
It is the responsibility of the faculty/staff director(s) of off-campus engagements to review the most up-to-date medical and security information pertaining to the travel location, to assess the risks, and to communicate this information to all student participants.
To assist in this process:
- If applicable, advise students to bring sufficient supplies of prescription medications, bug repellant, and sunscreen.
- If there is free-time included in the itinerary, inform participants that high-risk activities are strictly prohibited, including drug use; excessive consumption of alcohol; use of firearms; bungee jumping; scuba diving; sky-diving, etc. If you are in doubt as to whether an activity is considered high-risk, please consult with the Dean of the Faculty or the Dean of the College.
- Inform student participants that they are strictly prohibited from renting and operating motor vehicles of any kind for personal use or to transport others.
- Inform students that the consumption of alcohol is governed by the College's Alcohol Policy. Excessive consumption of alcohol by any student is strictly prohibited by Connecticut College and a student may be sent home at his/her expense. Disciplinary action may be taken upon return to campus. (See Alcohol Policy)
- Remind students of the College's Title IX Policy (brochures are available online)
Emergency Response Plan
In addition to the above, it is the responsibility of the faculty/staff leader to develop an emergency response plan as part of pre-departure preparation.
Consider possible scenarios, including:
- Participant/Leader injury or accident
- Transportation issues
- Site issues
- Suspension/Cancellation of trip procedures
Develop a written emergency response plan and share it with all participants. In the case of course-based OCEs, this could be language included in your syllabus.
- Participants should be informed that if a crisis involving a student is grave enough to jeopardize his or her safety or well-being, the emergency contact may be informed.
- Provide location-specific information (e.g., access to local hospitals and emergency responders, etc.).
- Develop a group communication plan in the event of an emergency or crisis.
- Follow-up on any emergencies encountered on the OCE with the appropriate administrative office.
- Provide opportunities for students to reflect on their experiences and if relevant, share with campus community.
- Process all travel expenses
- Be sure to keep all receipts during the trip
- Stay within budget
- Be advised that you will not be reimbursed for the purchase of alcohol or personal items
- Be sure to review the Travel Reimbursement Policy for additional details