• International travel is not permitted, , including travel to Canada, for any purpose, including Bates-sponsored activities or events. All travel must remain within the United States.

• Air travel, including within the United States, is also prohibited for club/org sponsored events.

• Upon return, the group must complete a Travel & Expense Report within 10 days after the trip has concluded.  

• Failure to complete post travel requirements may impact approval of future travel requests.

• Campus Life will schedule a post-trip meeting with the club/org leadership within seven days of the return. The meeting will include the discussion and documentation of a comprehensive debrief of the trip and a review of the Travel & Expense Report.

• Record Keeping: Once approved, this report must be uploaded to the club’s Bates Engage Accounting Book.

Personal Vehicles:

Use of personal vehicles for Bates-sponsored travel is generally discouraged, but may be permitted in certain cases for students 18 and over, subject to review and approval by Campus Life. Requests to use a personal vehicle will be assessed on a case-by-case basis and generally only when rental or college vehicles are not practical.

• Permission will only be granted after the student’s driver history is verified via the verification process managed by Bates Campus Safety and Campus Life approves the request. This request must be made at least two weeks before the intended trip as the verification process can take time. Campus Life nor Campus Safety can guarantee when a driver history can be produced by other state agencies. 

• To complete the verification process, students must submit a current 3-year driver history report from the state in which the applicant is licensed to operate, to Campus Safety, at least two weeks before the intended trip. Driver histories are valid at Bates for one year and must be renewed annually. Students who are currently van-certified by Bates do not need to complete an additional verification process if they were already verified by Campus Safety within a year from the date of the proposed trip. All students seeking permission to use  personal vehicles for a club or organization activities must also complete the required waiver.

• If a student is approved by Campus Life to use their person;/private vehicle for a club or organization activity or trip, they are subject to the Bates Motor Vehicle Policy.  Note that the owner of the personal vehicle is responsible for ensuring adequate insurance coverage at all times.  More on the use of private/person vehicles can be found here. When privately owned vehicles are used in the course of conducting College business, the owner’s insurance coverage for liability, collision and comprehensive claims will be “primary” with the College’s insurance coverage providing protection over and above the limits of liability insurance held by the owner on their own vehicle.  Insurance deductibles are the responsibility of the private vehicle owner.

• Student clubs and organizations must comply with the college’s Transportation Expenses Policy. Note that air travel is not permitted for student clubs and organizations. 

• When a personal vehicle is approved, the maximum total reimbursement for the trip will be $80 as per current Bates Policy that applies to students, faculty, and staff.

Rental Vehicles:

• Vans: Students must be van-certified at Bates to rent a van. Larry Stewart’s U-Save is  the preferred vendor for Campus Life.   

•  Rented vans typically accommodate 10 to 12 passengers. No driver may operate the vehicle for more than four consecutive hours and must take a minimum two-hour break between driving shifts.      

• In the event of an accident or mechanical failure when driving a rental vehicle, drivers are required to adhere to the established protocols outlined by the college.

• Bus Charters: Due to contractual arrangements with local providers, only Campus Life staff are authorized to reserve buses for student group travel. Arrangements for other modes of ground transportation (cars, trains, etc.)  may be managed by students. Air travel is prohibited for club/org travel.. Any uncertainties or special circumstances should be discussed in advance with Campus Life to ensure compliance with institutional policy.

Student organizations are permitted to arrange their own lodging accommodations. For overnight trips. Policy requires each individual to have their own sleeping accommodations (e.g., their own bed, sleeping bag, couch, etc.)

Bates sponsorship for an event or activity is recognized when it is conducted under the auspices of a BCSG-recognized club or a Bates office or department, including during academic breaks. Students are expected to review the provisions and exclusions of their personal medical insurance, as certain activities may not be covered. Those enrolled in Bates’ health insurance plan—administered through Wellfleet in partnership with Cross Agency—are provided with comprehensive coverage compliant with federal standards. For further guidance on specific policy details, students may contact Lisa Farrington, Lisa.Farrington@crossagency.com.

Prior to departing for travel, drivers should ensure that the insurance card and motor vehicle registration card are in the vehicle.