N3: Student Transportation & Travel

Responsibility for Maintenance: Management Services; Office of Student Orientation, Leadership and Engagement

Date of most recent changes: June 19, 2018

I. Policy Statement

Onondaga Community College (OCC) believes that off-campus activities by its students which utilize College resources and/or are otherwise associated with the College are an important part of students’ overall learning experience. Off-campus activities do, however, involve significant risks, both to students participating in them and also to the College. To effectively manage these risks, the College has developed this policy which sets forth the conditions on which off-campus travel activities are permitted.

All student travel is to occur consistent with the Onondaga Community College Transportation for Official College Business Procedures Manual.  Specifically, College employees are authorized to transport students only with prior approval of their supervisor and Management Services and in a vehicle owned or leased by the College. 

College employees are prohibited from transporting students in their private vehicles as part of their job duties.  Employees who transport students in their personal vehicles do so in their personal capacities and at their own risk.

II. Reason for Policy

This policy is designed to clarify the College’s expectations of employees involving in the transportation of students and students participating in the activities described above.  This policy seeks to manage the risks associated with such activities and to ensure that students involved in such activities conduct themselves in a manner that reflects favorably on the College.

III. Applicability of the Policy

This policy applies to all employees, including employees of the College’s affiliated organizations, and all students and student groups engaging in travel activities that involve use of College funds or other resources (e.g., vehicles), and/or that are otherwise associated with the College (e.g., through use of the College’s name). All students, as well as College personnel involved in arranging or overseeing student travel activities, should be familiar with this policy.

IV. Contacts

Subject	Office Name	Title or Position	Telephone Number	Email/URL
Questions Regarding Policy	Office of Student Orientation, Leadership and Engagement	Director	(315) 498-2762	s.l.edie@sunyocc.edu
Concerns regarding physical accessibility	Office of Accessibility Resources	Director	(315) 498-2834	carrn@sunyocc.edu
Questions concerning authorized transportation options and procedures	Management Services	Assistant Vice President	(315) 498-2566	mcmullem@sunyocc.edu

V. Procedures

Employees whose work requires the transportation of students must complete the process described in the Onondaga Community College Transportation for Official College Business Procedures Manual.

Students and student groups engaging in travel activities that involve use of College funds or other resources (e.g., vehicles), and/or that are otherwise associated with the College (e.g., through use of the College’s name) must:

1. Comply with Onondaga Community College Policy N5 Student Conduct and Disciplinary Procedures and all College policies and procedures applicable by their terms to the students and/or group while participating in the activity, understanding that such compliance is important to the success of the activity and to the College’s willingness to permit future similar activities.

2. Conform their conduct to the standards surrounding the activity and assume responsibility for their own actions, understanding that the circumstances of an off-campus activity may require a standard of decorum which may differ from that applicable on campus. Students are at all times subject to the student code of conduct found in the college catalog online at http://catalog.sunyocc.edu

3. Refrain from purporting to act as an agent or representative of the College, it being understood that students and student groups shall not have, or hold themselves out as having, the power or authority to bind or create liability for the College by virtue of their negligent or intentional acts or omissions.

4. Except as otherwise expressly agreed upon in writing by the College, assume full financial responsibility for all costs and expenses incurred in connection with the activity, including without limitation financial responsibility for damage or destruction to property of third parties.

5. Comply with decisions by College officers, employees and/or agents to terminate the student’s and/or group’s participation in the activity because of conduct believed to be contrary to the interests of the College.

6. In the case of a student, immediately disclose to the College any physical or emotional conditions or problems that might impair his or her ability to complete the activity, and to release the College and its trustees, officers, employees, agents and representatives from any and all claims, demands, injuries, damages, losses, actions, causes of action, or expenses whatsoever arising out of his or her failure to disclose such conditions or problems.

7. Only OCC students, employees and authorized representatives are allowed to travel in Office of Student Leadership and Engagement vans or on buses sponsored by the Office of Student Leadership and Engagement. The only exception is volunteers who must have written authorization granted by the Dean of Students or their designee prior to the event.

8. To submit a copy of the attached Waiver, Release and Emergency Contact Notification Form, fully and accurately completed, to the college employee organizing the travel activity prior to departure from campus.

VI. Forms/Online Processes

• Waiver, Release and Emergency Contact Notification Form

Approved by OCC Board of Trustees April 3, 2006

Updated and approved by the OCC Board of Trustees June 17, 2014

Updated and approved by the OCC Board of Trustees June 19, 2018