Student Travel Policy

Definition of a Student Trip

A "student trip," under the scope of this travel policy, is defined as any off-campus activity, within the functions and scope of the Division of Student Affairs, through which you make use of University-provided funds, University transportation, or the University’s name or likeness, including but not limited to club or organization or academic program names related to your travel. A student trip includes travel to, from, or during the activity only when you are traveling in a University vehicle or when otherwise so indicated on the Trip Approval.  A student trip does not include travel between the Biddeford and Portland campuses, except as defined below as “local travel.”

Definition of Local Travel

"Local travel" is defined as travel within the Biddeford and Portland areas or to University-leased facilities when your official responsibilities with the University (Resident Assistants, Orientation Leaders, Work Study) require the travel as a function of or directly related to your official responsibilities.

International Travel

All trips taking place outside of the United States must first get approval from the Global Education Program. For student clubs and organizations wishing to travel outside of the U.S., please refer to the “UNE Guidelines for Student Club or Organization Programs Abroad,” where you will find additional policies, processes and requirements.  

Registering of a Trip

STEP 1: REGISTRATION PROCESS (REQUIRED 30 DAYS PRIOR TO TRAVEL)

If you are going to be traveling through your affiliation with UNE, you must complete the online Student Travel Registration and Waiver Form. The information from this form will be placed in a Google document and forwarded to the corresponding academic office or organization advisor. Each academic office or organization may enforce its own supplemental registration procedures, so long as they it adheres to the requirements outlined in this policy. The travel document details who is attending the trip, provides contact information, travel timeframe, a list of destination(s), and other information pertinent to the trip.     

STEP 2: TRIP APPROVAL

All student travel must be verified/approved by the Assistant Dean for Community Life (Biddeford Campus), Assistant Dean of Students (Portland Campus), or one of their designees. All approved trips will be classified under the Tier System. Please refer to the Tier System for further explanation and for the requirements for participating in Tier I, Tier II and Tier III travel.

  • Tier I travel requires registration a minimum of 15 days prior to your departure.
  • Tier II and III travel require registration a minimum of 30 days prior for conference travel requiring accommodations, flight and/or event registration, or 15 days for all other travel activity.
  • Tier II and III travel may require a risk management plan detailing information on local emergency resources, potential risks and proposed management. Please note, that where applicable, proof of insurance from the trip site may be required for approval and registration.

STEP 3: FORMS (REQUIRED 48 HOURS PRIOR TO TRAVEL)

If you will be participating in a trip, you must complete the online Student Travel Registration and Waiver Form and submit the Medical Information Form. All forms should be brought to the Office of Campus Life (Biddeford Campus) or the Office of Graduate & Professional Student Affairs (Portland Campus) no later than 48 hours prior to your departure. The office will provide you with copies of your forms in a sealed envelope for you to bring to your Trip Leader(s) or University Representative(s) so that they can have your medical information available in the event of an emergency during the trip. The originals will stay on file with Student Affairs.  

Student Participant Expectations

It is your responsibility to understand and obey all University policies. Inappropriate behavior while on your trip or during events associated with your trip will be referred to the Assistant Dean of Students and/or to the Judicial Affairs Office. In the case that guests are permitted to accompany you on the trip and at corresponding events, you should understand that you are responsible for the behavior of your guest(s) and may be held responsible for any policies that they violate. You may be removed from a trip because of your behavior or that of your guests at the discretion of the University Representative on your trip, in consultation with the On Campus Contact. You will be responsible for the costs associated with your removal from the trip.

Emergency Procedures  

As a student traveler, Trip Leader, or University Representative, you will be given an On Campus Contact to call in case of an emergency. The On Campus Contact will determine the frequency of contact with the Trip Leader or University Representative. If Medical Forms need to be consulted, the Trip Leader or University Representative must call the On Campus Contact immediately. If there are any other behavior or safety related concerns, the On Campus Contact must be consulted at the time of the incident.

General Requirements and Duties of the Trip Leader and University Representative

REQUIREMENTS

Unless the Assistant Dean of Community Life (Biddeford Campus) or the Assistant Dean of Students (Portland Campus) in his/her discretion directs otherwise, at the time of approval of student travel, any Tier III trip will require a full-time or part-time University faculty member, staff member (referred to as a University Representative) to attend. It is strongly recommended that the organization’s advisor or person affiliated with the group be the person to attend. Any high-risk wilderness activity will require a minimum of one certified Wilderness EMT/First Responder in attendance.

DUTIES OF THE STUDENT TRIP LEADER

The University Student Trip Leader is there to provide general guidance of the student trip. This individual will carry the copies of Medical Forms and will consult with the On Campus Contact at the time of any emergency or change in the itinerary. This individual will report any behavioral issues that occur on the trip to the On Campus Contact upon returning to campus. Frequency of contact with the On Campus Contact will be pre-determined. Trip participants will be provided with the Trip Leader's contact information for emergency needs. At the discretion of the Assistant Dean, the Trip Leader may be requested to attend a brief training and planning meeting with a staff member of the previously mentioned offices.

DUTIES OF THE UNIVERSITY REPRESENTATIVE

The University Representative on the student trip is there to monitor student safety and to represent the interests of the University throughout the trip. This individual will carry the copies of Medical Forms and will consult with the On Campus Contact at the time of any emergency or change in the itinerary. This individual will address all behavioral issues that occur on the trip and report all addressed behavior to the On Campus Contact upon returning to campus. Trip participants will be provided with the University Representative's contact information for emergency needs. At the discretion of the Assistant Dean, the University Representative may be requested to attend a brief training and planning meeting with a staff member of the previously mentioned offices.

**Please refer to Human Resources Addendum

DUTIES OF THE ON CAMPUS CONTACT

The On Campus Contact will be available via telephone/email to consult with the Student Trip Leader or University Representative as pre-determined or needed. He or she will keep readily accessible throughout the duration of the trip the trip participants' Medical Forms in case they are needed. He or she will report any imminent safety concerns to the Assistant Dean for Community Life (Biddeford Campus) or Assistant Dean of Students (Portland Campus). If safety concerns are not imminent, this individual will follow up with a report to the appropriate persons. The On Campus Contact also has sole discretion to cancel or postpone a trip due to national, weather-related, or other emergencies.

Exceptions

Exceptions to this policy are to be made only by the Assistant Dean for Community Life (Biddeford Campus) or the Assistant Dean of Students (Portland Campus) or a designee.