Travel Policies for Students

Elon University values faculty/staff mentored student travel as a developmental and educational experience. For this reason, resources and guidelines are provided for travel by students. Organization advisors and course faculty are responsible for sharing the travel policy with their members before the start of each year and prior to travel.

While traveling, students are bound by University policies as stated in the Student Handbook, including the Honor Code and the Student Code of Conduct. Any group or individual who violates the University Honor Code or Student Code of Conduct while traveling will be held accountable per the guidelines and processes specified in the Elon University Student Handbook.  Any violation the Honor Code or the Student Code of Conduct while traveling may result in immediate suspension of all organization privileges pending the outcome of a hearing.

Travel is considered Elon University travel if any one of the following conditions are met:

• The University or Elon organization pays for any part of the event, through an institution or organization account or collection of funds from individual members.
• There is transportation, reimbursement for expenses, food, registration fees, etc. provided by the University.
• The organization and University names are advertised or used in any way.
• Students are representing the University or organization at conferences, using promotional flyers/handouts advertising the event, announcements at meetings, email/listserv/Facebook distributions, website calendar of events, registration materials, etc.
• Attendance of the members (regardless of how many there are) present at the event is based on their affiliation rather than individual initiative (i.e. it is more than likely that they attended because of their organization affiliation).
• Travel that is an expectation placed upon a student as a component of the student’s experience at Elon, or a travel experience sponsored by the University.
• Each student required to travel in the performance of official duties shall have prior authorization from his/her faculty, department head or other designated official for the purpose of the travel. Each department is responsible for maintaining the approval record of students authorized to travel

• Academic and Student Life Deans may approve alternative travel arrangements for certain events involving individual students, regularly scheduled repetitive travel, or unusual circumstances.
• Group travel is defined as travel by an organization sponsored by the University  to an event promoted by the organization or a department/program.
• All attempts should be made to travel as a unit. Exceptions are at the discretion of the sponsoring University employee and must follow student travel protocol of informed, consent, and follow up.

Additional Travel Policy Guidelines: 

1. For travel within Alamance County, the faculty/staff Advisor should be aware of the group’s general travel plans and participants.
2. For travel outside of a 60 mile radius of Elon, NC, the University requires that a faculty/staff advisor accompany the organization or class. In cases where the official Advisor/Faculty member is unable to travel with the organization/class, a substitute full time faculty/staff member or otherwise approved Advisor must travel with the group. For the purpose of determining the 60 mile radius or anticipated distance to destination use 400 N. O’Kelly, Elon, NC as the starting point.
3. For travel outside of Alamance County, but within the 60 mile radius of Elon, it is preferred that an Advisor accompany the group. For travel within the 60 mile radius where no Advisor is traveling:
1. Groups may leave no earlier than 6:00 am and return no later than midnight of the same day.
1. The organization and Advisor should identify an “Approved Elon Student Trip Leader” (AETL) who will coordinate required paperwork, meet with the advisor prior to the trip for planning and to read through this document together, serve as primary contact while traveling, and communicate regularly with the advisor should any problems arise while travelling (accident, injury, illness, travel disruption, natural disaster, local emergency, etc.). The AETL should also be instructed to call Campus Safety and Police to have the University’s Administrator on Call (AOC) paged in the event of any illness or injury requiring medical treatment or causing a travel disruption.
2. The AETL should be an approved driver of University owned vehicles (regardless of mode of transportation).
3. The AETL should leave with the Advisor a copy of travel itinerary with destination contact information, list of all participants & their personal contact information, and if needed, the Driver Responsibility Form (for individuals using personal vehicles). http://www.elon.edu/e-web/students/campuscenter/forms.xhtml
4. The AETL should communicate with the advisor upon departure from Elon and arrival back at Elon.
4. Drivers of University owned vehicles must be registered and approved by the University before departure.

In case of an accident or injury, first contact local police to seek medical attention and obtain a police report, then the organization/group must contact Campus Safety and Police immediately (336) 278-5555 and file a copy of the Accident and Injury Report form with the Office of Administrative Services, Alamance 213. A copy of the Accident and Injury Report form can be obtained through a link on the Business, Finance and Technology web page: http://www.elon.edu/e-web/administration/business_finance_technology/accident.xhtml

While the above guidelines serve as the general policy, Academic and Student Life Deans may approve alternative travel arrangements for certain events involving individual students, regularly scheduled repetitive travel, or unusual circumstances.

Student groups can request use of a university motor vehicle by registering the event through PhoenixCONNECT at www.elon.edu/PhoenixCONNECT.