Travel Safety Policy

Policy ID

038-0005

Effective Date

Wednesday, January 1, 2020

Last Revised

Wednesday, July 27, 2022

Division

Office of the Provost

Office of Primary Responsibility

Office of the Provost

Summary of Policy

This policy applies to all Dartmouth community members (students, faculty, staff, alumni, volunteers, and others who are participating in Dartmouth programs) participating in Dartmouth Travel.

Affected Parties

All Groups

Policy Statement

I. PURPOSE

Dartmouth College (referred to in this Policy as "Dartmouth") is committed to supporting travel opportunities for all members of the Dartmouth community, both domestically and abroad, and encourages off-campus and experiential study, research, fieldwork, community-based learning, internships, and other activities. These experiences help members of our community develop important competencies through first-hand travel experience. Dartmouth recognizes that its scholars are part of intellectual communities that span the globe, and supports its students, staff, and faculty to travel to perform scholarly work, attend scientific conferences, present their discoveries, serve as peer reviewers, and engage in other forms of academic and scholarly partnership. Supporting these activities requires managing risks and weighing the benefits to participants to maximize personal safety and compliance with regulations while enhancing the academic experience and respecting commitments to our off-campus partners.

II. SCOPE

This policy applies to all Dartmouth community members (students, faculty, staff, alumni, volunteers, and others who are participating in Dartmouth programs) participating in Dartmouth Travel ("Dartmouth Travelers"). For the purposes of this policy, "Dartmouth Travel" is travel that Dartmouth requires, supports, supervises, controls, or manages, which is financially supported by Dartmouth or through any Dartmouth account, and/or is expected to result in the granting of academic credit from Dartmouth. Travel supported by external grants (e.g., from federal agencies or private foundations) made to Dartmouth is included in the definition of Dartmouth Travel.

III. INFORMATION FOR DARTMOUTH TRAVELERS

A. Travel Registry

The Global Dartmouth Travel Registry ("Travel Registry") is used to assist in identifying the needs of Dartmouth Travelers in the event of an emergency. Registration in the Travel Registry is required for all Dartmouth Travelers traveling to international locations.

B. Travel Exceptions

Before traveling, Dartmouth Travelers must determine if a location they are traveling to requires a "Travel Exception". Participating in Dartmouth Travel without an approved Travel Exception when one is required is prohibited; expenses for such travel will not be covered by Dartmouth.

Using travel risk assessments conducted by several international organizations, Dartmouth identifies when Dartmouth Travelers are required to obtain a Travel Exception before departure. Dartmouth's requirements for a Travel Exception may change based on updated assessments or changing conditions. Dartmouth Travelers are required to sign a release of liability form as part of the Travel Exception process.

C. Visas and Immigration

A visa or other documentation may be required for any Dartmouth Travel off campus. Dartmouth Travelers are responsible for confirming what documentation is needed well in advance of departure.

Dartmouth has partnered with a third-party vendor for assistance with visa and passport services for Dartmouth Travel. Individuals who are not United States citizens or lawful permanent residents (Green Card holders) should contact Dartmouth's Office of Visa and Immigration Services to understand any impact that traveling may have on their ability to re-enter the United States.

D. Compliance with Dartmouth Policies

Dartmouth Travelers must comply with all applicable handbooks, codes of conduct, and policies and procedures while participating in Dartmouth Travel. Additionally, Dartmouth programs or activities may have specific policies and procedures (e.g., requirements imposed by sponsors of research) that Dartmouth Travelers are expected to follow. Failure to comply with applicable policies and procedures may subject Dartmouth Travelers to disciplinary action.

E. Financial and Staffing Arrangements and Vendor Contracts

Official Dartmouth bank accounts may be opened only with prior approval from the Controller's Office, which will consider United States federal and local rules and regulations (e.g., banking and tax) applicable to the country in which the account will be opened. Legal matters, such as those related to contracts, employment and/or engagement of independent contractors in support of Dartmouth programs operated internationally, must be reviewed by Procurement Services and the Controller's Office, with consultation to the Office of the General Counsel and the Office of Risk and Internal Controls Services as needed, before execution to ensure compliance with regulatory and other legal requirements. For more information on international staffing, see the Dartmouth International Staffing Policy.

F. Incident Reporting and Clery Act Compliance

All health and/or safety incidents should be reported to the Dartmouth Traveler's program or department. In emergency situations, or when Dartmouth Travelers learn of health or safety incidents that are of immediate concern, they should report such matters as soon as possible to their program or department and to Dartmouth Safety and Security. When communicating about incidents, it is important to include information about the date, time, and location of the incident, identify who was involved, and provide a brief description of the incident. To report events like the theft of a camera, laptop, or other personal belongings, Dartmouth Travelers are encouraged to email a summary of the incident to their Dartmouth program administrator and/or faculty advisor. Having detailed information about incidents enables Dartmouth to better support travelers.

Responsible employees (known as Campus Security Authorities or CSAs) are required to disclose the occurrence of certain crimes and incidents to Dartmouth Safety and Security to ensure that Dartmouth meets federally mandated reporting requirements. For more information about CSAs and reportable offenses, please read Dartmouth's Clery Act resources or contact Safety and Security at +001 (603) 646-4000.

IV. DARTMOUTH ENTITIES ORGANIZING, ADMINISTERING, OR FUNDING STUDENT TRAVEL

A. Orientations and Pre-Departure Resources

While an in-person pre-departure orientation is considered best practice, especially for trip organizers, less experienced travelers, or travel to unfamiliar locations, at minimum a department, program, or unit ("Dartmouth Entity") organizing, administering, or funding Dartmouth Travel by students should disseminate these sharable resources to Dartmouth Travelers during the travel planning process, well in advance of departure. For consultation on developing orientation materials for Dartmouth Travel, email the Travel Safety Working Group at global.dartmouth@dartmouth.edu

B. Continued Oversight

In addition to providing pre-departure orientation and resources, Dartmouth Entities have the following responsibilities when organizing, administering, or funding Dartmouth Travel by students:

  • Ensure that any required Travel Exceptions are approved prior to departure. Read Dartmouth's guidance for organizing student travel for more information.
  • Maintain records of signed risk acknowledgement and release of liability forms.
  • Ensure Dartmouth Travel to international locations is registered in the Travel Registry prior to departure.
  • Advise travel participants to enroll with the United States State Department or the nearest embassy or consulate of their country of citizenship at their travel locations.
  • Maintain and communicate clearly written emergency response protocols, including identifying the primary contact for travel emergencies and after-hours support and filing that information with Dartmouth Safety & Security and the Deans' on-call lists.
  • Maintain an active record of travel itineraries, emergency contacts, and on-site contact details (e.g., mobile phone number including country code for international numbers, web or app-based messaging information, local addresses, and/or other information beyond a Dartmouth email address).
  • Except as may be otherwise required, issue Dartmouth funding, academic credit, etc., only after all required forms are completed and filed with the sponsoring department or program, any required Travel Exceptions have been approved, and, if traveling internationally, Dartmouth Travel has been registered in the Travel Registry.

V. TRAVEL RESOURCES

Additional resources are available to Dartmouth Travelers on the Global Dartmouth website. These resources may be amended from time to time by the Travel Safety Working Group.

VI. EFFECTIVENESS OF POLICY, AMENDMENTS, AND DISPUTE RESOLUTION

This Policy is effective as of August 1, 2022, and replaces the previous Dartmouth Travel Safety Policy, revised in August 2021. This Policy may be revoked or amended by Dartmouth, in whole or in part, from time to time. The Provost (or their designee) and the Executive Vice President (or their designee), acting together, shall have the power to make revocations or amendments. Any such revocation or amendment shall become effective upon adoption by the Provost or the Executive Vice President, or as of such other time as the Provost or the Executive Vice President shall specify. Questions or disputes regarding the application, interpretation, or implementation of this Policy shall be resolved by the Provost and the Executive Vice President, in consultation with the Director of Risk and Internal Controls Services and the Office of the General Counsel as needed. The decision of the Provost and the Executive Vice President shall be binding on Dartmouth and all individuals subject to this Policy.