Travel Policy for Recognized COSO Student Groups

Travel Policy

The goal of this policy is to encourage safe travel to events and activities at venues other than on-campus by recognized student organizations. The following policy applies to all recognized student organizations traveling on behalf of Dartmouth.

All travel must be reported prior to departure to the Student Involvement Office via the travel contact form. In addition, please review requirements on the Global Dartmouth website as they have recently been updated. Failure to do so could result in loss of group privileges and/or reimbursements for group travel expenses.

Definition of Travel

Travel is defined as any member of the Dartmouth community that travels for programs or activities related to COSO activities. COSO activities include any organization traveling off-campus where Dartmouth resources are utilized. This includes, but is not limited to, events or activities that support the mission of an organization, representing Dartmouth at conferences and academic team competitions, or any time that Dartmouth financial accounts are used to support the travel experience.

Travel by Vehicle for Organization Business

  • Students driving for their organization, whether in personal, rental, or university vehicles, must comply with Dartmouth's Student Driver Policy.
  • There is a fee to become an approved driver which can be charged to the organization.
  • For more information about becoming an approved driver, please visit the Transportation office page.
  • Dartmouth works with Enterprise for car rental services. For more information, please visit the Vox/Enterprise page. There is a daily/weekly charge in addition to a mileage fee.

International Travel

Planning for international travel requires additional time and support. The following must be completed, in addition to the general travel requirements, for international travel:

  • In addition to completing the Travel Contact Form, register your trip through the Global Dartmouth Travel Registry
  • Dartmouth's Travel Risk Management Policy prohibits the use of Dartmouth funds to support travel to a country or region under a U.S. State Department warning. If traveling to a "high-risk" region, a Travel Waiver is required.
  • Dartmouth provides International SOS, an emergency travel support provider for all students.  International SOS provides access to 24/7 worldwide emergency assistance as well as medical, security, and travel advice.
  • For more information, please visit the Global Dartmouth website.

COSO Policies & Procedures Regarding Travel (Domestic and International)

Thursday, September 12th, 2019

-Funding must be requested to COSO at least 3 weeks in advance of travel.

-Organization travel must be consistent with and support the organization's mission statement.

-Groups may apply and receive funding for 1 "travel experience" per year. 

-The Travel Contact Form must be completed and submitted prior to departure for any (Domestic and International) travel related to organization activities. Organizations must provide the names of students traveling and their contact information and an itinerary of their trip. (Destinations, lodging, etc…)

-All travel must be booked at least 6 weeks in advance if flight, and 3 weeks in advance if driving distance. Last minute requests may not be able to be accommodated. 

-All travel must be to and from Dartmouth if COSO funds are utilized.

-Seniors may not travel to conferences during spring term.

-Organizations must outline a plan to "bring back" what they have learned during the travel experience to Dartmouth in the form of a meeting, event or other activity.

-Reimbursements will not be approved if organizations do not submit the travel contact form prior to departure.