Information About Student Group Travel

General Travel Policy

Any student clubs that desire to go on a trip or event that includes travel outside of the NYC area must have each traveling member complete the appropriate form. 

Each trip participant will be required to complete and submit an Individual Travel and Waiver Form. A copy of this form will be taken with the traveling group and one copy will be filed with the group’s adviser. Please note that these forms may contain confidential information and should be handled accordingly. Forms should only be reviewed and maintained by one designated officer of the student organization. The adviser's copy will be filed in the appropriate office and will only be used in emergencies and will be destroyed once all members on the trip have returned to campus safely.

All forms must be submitted to your adviser two days prior to your departure from campus. Please consult your adviser for more information.

Student organizations wishing to travel outside of the fall and spring academic semesters must consult their Student Affairs adviser for approval. Additional limitations may apply based on the specific situations.

All students must uphold Columbia University policy while traveling as a student organization. Please consult the Essential Policies for the Columbia Community for information on the rights and responsibilities of Columbia students.

International Travel

Any student organization wishing to participate in international travel must consult their Student Affairs adviser for approval. International trips will require similar paperwork but with modified travel waivers and insurance liability, as assessed by Student Affairs and General Counsel.  Travel to countries with a travel alert or a travel warning will require additional paperwork and training. SACBO collaborates with the Office of Global Programs to ensure that pertinent information on the trip is collected and tracked. Each trip participant may be asked to furnish proof of medical insurance and will be provided ISOS cards with specific information about emergencies. Your adviser will assist you through this process as there are many complicated factors.

Any international travel outside of the fall and spring academic semesters must be approved by a Student Affairs adviser. Additional limitations might be applicable based on your recognition and the country being visited.

Insurance Requirements

Travel insurance thresholds will be assessed by your Student Affairs adviser with the assistance of General Counsel and Risk Management. Extra travel insurance might be required of each participant based on travel details and logistics. Each trip participant may be asked to furnish proof of medical insurance and your organization might be asked to purchase additional insurance based on trip liability. Consult your adviser for additional assistance.

Transportation

Office of Transportation Services (OTS)

It is strongly encouraged that you use the OTS for rentals since the University has already negotiated competitive prices, vetted contracts, and insurance agreements with their designated vendors. Please refer to the Office of Transportation Services  web site for additional information.

Car Rentals for Group Travel

Car rentals for group travel are only possible through a Columbia Hertz account.  Please consult your adviser to review the policies and procedures for renting a car or bus.