Travel Policy

There are many instances when a student organization/club may be planning an event which requires travel.

All participants must fill out and sign the Transportation Waiver (PDF) prior to departing. The forms must be filed with Security prior to departing campus. When the trip returns, Security must be notified.

The following travel policy guidelines must be adhered to for all trips:

• All trips will be available to Colby College students on a first-come, first -served basis. Only Colby College students will have permission to register for the trips for at least the first full week of ticket sales. After this time, pending approval from the Director of Campus Life, students may register a guest who is not a Colby College student.
• The College and student organizations will not enter into any agreements which require a deposit which is non-refundable.
• All cancellation and refund policies must be communicated in writing to all students who register for a trip.
• Students will be required to read and/or sign all cancellation and refund policies.
• Students will be accountable for any behavior, including that of their guests, which would necessitate discipline review by the College.
• All policies as stated in the Student Handbook are in effect during a sponsored trip.
• Colby College will not be financially responsible for any damage caused by a student or guest of a student on a College-sponsored trip.
• All trips need to have a comprehensive itinerary and suitable point of contact on campus.
• It will be the student’s responsibility to be aware of and adhere to departure times for all modes of transportation being used on a College sponsored trip.
• No trips, unless sponsored by an academic department, will depart from the campus prior to the end of the last class that day. A trip leaving on a Friday or the last day before a vacation will not depart before the last class of that day.
• Because of Maine State policy and restrictions placed on most bus companies, no alcoholic beverages will be allowed on any bus trips sponsored by the College or organizations recognized by the College.
• Anyone bringing alcohol on a bus will be requested to leave the bus until they dispose of the alcoholic beverages. Anyone refusing to follow this policy will not be allowed to accompany the trip.
• Refunds will be made at the discretion of the sponsoring organization.
• All organizations/clubs traveling under the sponsorship/funding of SGA must adhere to all travel guidelines established by the Office of Campus Life.
• If you are planning a trip or conference, Campus Life advises that all paperwork be submitted at least four weeks in advance of the travel date.
• All trips must be registered in Campus Life.
• Whenever planning a trip, you must make arrangements to accommodate any individual with physical disabilities. If buses/vans are being used, you must order a bus/van that is handicapped accessible.