Policy

Each campus entity that sponsors trips shall report such trips to the College’s central tracking system, including when, where, and who is going on each trip (trip plan). Each sponsoring entity shall also have a designated contact person (responsible faculty/staff), as well as a backup person, who has access to the trip plan, can respond in an emergency, and whose contact information is with Campus Safety. 

A trip leader shall be designated for any CC Sponsored Trip. The trip leader(s) should be the person(s) most responsible for the trip: the faculty member teaching the course, team captain, student staff leader, co-chair, etc.  

All trip leaders shall complete a Leader Training that meets a minimum standard set out in the procedures below.  

Procedures

Each sponsoring office should ensure that each trip leader is trained and has a trip plan filed prior to each trip. 

Trip plans should be completed by trip leaders and filed with the college before trips depart. A sample trip plan should include: 

• Trip leader name 

• Trip leader training completion date 

• Trip leader cell # 

• Responsible faculty/staff member 

• Responsible faculty/staff cell 

• Trip dates 

• Location(s) 

• Transportation plan 

• Itinerary 

• Trip purpose 

• Roster  

• Medical concerns 

• Accessibility Concerns 

Trip leader training is the responsibility of each sponsoring entity but should contain the following elements*: 

Pre departure responsibilities 

• Create and submit trip plan 

• Review medical concerns and access needs for participants on the trip 

• Obtain first aid/cpr training as necessary 

• Create an emergency response plan based on trip location 

• Reserve transportation as needed 

During trip responsibilities 

• Understand how to respond to emergency situations 

• Update responsible faculty/staff of any changes to itinerary or roster 

• Lead trip responsibly, care for student needs, adhere to college/office policies on group behavior  

• Keep track of students on the trip 

Post trip responsibilities 

• Inform responsible faculty/staff member of safe return 

• Inform responsible faculty/staff member of any incidents or accidents 

• Debrief trip with responsible faculty/staff member as necessary 

*offices with leader training that covers this material can continue to qualify leaders with these trainings.

Definitions

Sponsored trips: any excursion involving students, leaving the boundaries of campus, done by groups or individuals, that is funded in part or in whole by Colorado College (including funds from external grants), or where students are receiving credit for any experience, or where no funds but significant administrative structures support the experience (i.e. club sports in their first 2 years) 

Sponsoring entity: The college entity (office or individual) who is responsible for organizing, funding, and supporting, the trip. 

Trip Leader: The person directly responsible for the trip plan, the execution of the trip, and for student safety while on the trip.  

Responsible faculty/staff member: For trips led by students, this is the employee(s) in the office that organizes, funds, or supports that trip. For trips led by faculty, this person would be an administrator not on the trip who has access to the trip plan (i.e. Global and Field office, department Admins).