All college-sponsored activities involving travel, such as field trips, excursions, site visits, and so on, must be authorized. This policy does not apply to classes that meet at an off-campus location.
Sponsored Travel. Group travel planned, organized, and supervised by a Casper College employee. This includes Community Education and OLLI instructors and KEY Camp instructors and counselors. Participants may travel independent of the group in specific and pre-approved circumstances only.
Transportation. College vehicles, vehicles rented by the college, and commercial or public carriers are permissible forms of transportation. Only participants, travel leaders, and approved travel guides are allowed to travel in college vehicles or vehicles rented by the college. Instructors, participants, and volunteers may be allowed to drive a college vehicle or vehicle rented by the college if they are pre-approved as an acceptable driver through Human Resources (HR), are 21 years old or older, and, in the case of a rented vehicle, eligible to drive under the conditions of the rental agreement.
Sponsor. A college employee who organizes sponsored travel, ensures all required paperwork is submitted on time, identifies required insurances, provides pre-travel meetings, secures appropriate funding, and reconciles the budget. This is the Community Education or OLLI Coordinator.
Travel Leader. College employees who accompany participants on sponsored travel and act as a responsible agent for the college. College employees on sponsored travel who are not enrolled or registered as a participant are travel leaders.
Travel leaders manage travel logistics and disruptions, exercise reasonable care to protect the safety and well-being of participants, communicate incidents with the sponsor and authorizing administrator, and ensure Casper College policies and procedures are followed. Travel leaders are campus security authorities (CSAs) during the travel. Travel leaders must remain at the travel location from arrival to departure of the participants. All sponsored travel must have at least one travel leader unless the participant has been approved to travel independently. The authorizing administrator in consultation with the sponsor must approve all travel leaders.
Student Travel Packet. The sponsor compiles pertinent information about the travel and participants including logistics, list of participants, signed Release and Indemnification Agreements and Authorization for Emergency Medical Treatment forms, copies of passports if traveling to a foreign country, proof of medical and evacuation insurance for travel outside of the contiguous U.S., other travel insurance information, travel leader names and contact information, current USDOS travel advisory levels, and other required information. In cases where participants are permitted to drive their own vehicles, copies of driver's licenses and insurance information are also collected.
Release and Indemnification Agreements and Authorization for Emergency Medical Treatment forms are collected once per year. The sponsor provides participants with these forms by a specific deadline. Participants who fail to submit paperwork or payment by the deadline will not be allowed to participate in the sponsored day travel and may suffer a financial penalty based on the refund policy.
Attendance Verification. Travel leaders collect participant signatures on a sign-in sheet on the day of travel and send this information to the sponsor prior to leaving.
Sign-in sheets with participant signatures must be remitted to the sponsor prior to leaving campus for EACH travel occurrence. For example, if a class meets twice and both include travel, a new sign-in sheet must be turned in. Photos of sign-in sheets for travel outside of regular business hours can be emailed or sent via text message to the sponsor.
For more information: Student Travel Policy