Student organizations at Carleton College often find themselves venturing beyond the campus boundaries for various activities, from event planning to conference attendance. To facilitate these excursions, the college provides a range of resources and guidelines to ensure safe and efficient travel.
Whether it’s a short trip to pick up catering or a longer journey to a conference, understanding the travel policies is crucial for student organization leaders. This guide outlines the key aspects of planning and executing off-campus trips, including vehicle usage, rental guidelines, and necessary forms.
Carleton Fleet Vehicles: The Preferred Choice for Short Trips
The college maintains a fleet of vehicles specifically designated for student organization use. These vehicles are an ideal choice for trips that keep within a 100-mile radius of the campus. The cost of using these vehicles is conveniently charged to the student organization’s CSA account in Workday.
For trips exceeding 100 miles, student organizations are advised to contact the Student Activities Office (SAO) for assistance. It’s important to note that students should not make their own reservations with external rental services like Enterprise or bus companies without prior approval.
Enterprise Rental Guidelines: For Longer Journeys
When the Carleton fleet is unavailable or for trips that go beyond the 100-mile limit, Enterprise Rent-A-Car can be an alternative. However, reservations must be made with the assistance of the SAO. Here are some key guidelines to keep in mind:
- Driver Approval All drivers must be approved campus drivers.
- Age Consideration While drivers under 21 are allowed, it is recommended that the person checking out the vehicle at Enterprise be 21 years old or older.
- Documentation Drivers must present their driver’s license to check out the Enterprise vehicle.
- Reservation Details Drivers should not change the email address on the reservation to ensure that the SAO receives the receipts.
- Forms Trip Leader Forms and Student Travel Waivers must be completed before picking up and dropping off Enterprise vehicles.
Special Considerations for Unique Trips
Some trips are open to the entire campus community. In such cases, a trip leader is designated, and a roster is built as student travel Waivers are filled out. Additionally, certain activities involve added risks, requiring specific waivers to cover the increased danger.
For example, activities like canoeing or guided climbing may necessitate designated waivers to ensure all participants are aware of the potential hazards. These special waivers are designed to provide an extra layer of safety and awareness for all involved.
Travel Forms: Ensuring Safety and Accountability
Before any off-campus trip, it’s essential to complete the necessary forms to ensure the safety and accountability of all participants. The Trip Leader Form is a critical document that specifies the date, time, destination, and list of travelers. Every passenger, including the driver, must complete a Student Travel Waiver before leaving campus.
These forms serve as a safeguard, ensuring that all participants are aware of the trip details and potential risks. They also help the college keep track of travel activities and maintain a record of who is participating in each trip.
For more information on the Carleton fleet and travel policies, students can refer to the Carleton Fleet Services page. It’s also important to note that student organizations are not permitted to use 12 or 15-passenger vans due to safety concerns.
