Vanderbilt registers and assumes responsibility only for those official overnight or out-of-town trips sponsored and directed by an administrative division of the University (e.g., the Spirit of Gold Marching Band). The University assumes no responsibility for travel for which the University has no oversight, such as sorority and fraternity destination formals, or affiliated ministry service trips. However, such organizations and ministries undertaking such travel must—in advance of the trip—inform their advisers, and are encouraged to provide emergency contact information and a roster of student travelers to the Vanderbilt University Police Department and Housing and Residential Experience.
Any student who wishes to travel on behalf of, or as a representative of, Vanderbilt University or any Registered Student Organization must receive written authorization in advance from the appropriate dean or the dean’s designee.
Provisions of the Student International Travel policy apply to students traveling abroad in University programs, including those of a co-curricular nature, or on University business.
Domestic student travel for academic programs is overseen by academic departments and schools. Travel for students participating in varsity athletic events is overseen by the athletics administration. Travel for students participating in Outdoor Recreation programs or Sports Clubs is overseen by the David Williams II Recreation and Wellness Center.
Students traveling domestically for other co-curricular engagement must comply with the policies and procedures set forth, below. Travel proposals and plans are subject to review by the Vice Provost and Dean of Students and/or designee.
Generally, students traveling for co-curricular programs are required to complete applicable student travel forms, and the accompanying Release of Liability form, although there are some exceptions.
Students engaged in co-curricular travel in Davidson or one of the contiguous counties may be excused from completing the form in circumstances where the travel is incidental (e.g., picking up materials from local merchants, or running other errands), or may be required to complete the form only once for recurring activity.
Even in these cases, completion of all student travel forms is required if one or more of the following conditions is relevant:
- Travel involving an overnight stay
- Travel between the hours of 11pm and 6am
- Travel to sites with hazardous materials
- Travel with “destination risk”:
- Disaster zones
- High crime areas
- Programs and experiences addressing populations under stress (the homeless, the incarcerated, or the medically at risk)
- Protest sites and demonstrations
- Remote areas (more than 60 miles from the nearest hospital)
Students using University vehicles or rental vehicles under the University for transportation for co-curricular engagement must complete the required driver training, and provide the required driver information to complete a Motor Vehicle Report.
Students using their own vehicles for sanctioned co-curricular travel must have a valid driver’s license, and must complete the University’s driver training. Students using their own vehicles must be insured, and must understand that they themselves are the “primary insurers,” in the event of accidents. A “primary insurer” responds first to any auto insurance claim. Secondary insurers respond only after the primary insurance is exhausted.
Students are generally discouraged from transporting others in their personal vehicles for co-curricular travel. Any student providing transportation is treated as the “primary insurer” in the event of accidents resulting in injury.
Students traveling for co-curricular programs are not excused from class or work associated with a class.