Overnight Travel with Undergraduates

The following guidelines and registration apply to all Yale-affiliated off-campus activities, internship programs, academic field trips, field work, and field research that:

  • involve overnight travel,
  • include undergraduates from Yale or other institutions, and
  • are led by Yale faculty or staff members, or by graduate or professional school students in an instructional or supervisory capacity. 

All Yale faculty or staff members participating in such travel, and all graduate or professional school students participating in such travel in an instructional or supervisory capacity, are considered leaders.

Leaders must register the trip with Risk Management using the Trip Information Form.  The trip requires only one registration, but all leaders and any volunteers must be listed on the information form and must be made aware of the policy below.  Athletic travel governed by NCAA and Department of Athletics policies is not subject to this registration requirement.

Undergraduate student organization trips not led by Yale faculty or staff members, or by graduate or professional school students participating in an instructional or supervisory capacity, must follow Yale College Student Organizations travel requirements.

Overnight Travel with Undergraduates Policy

  1. This policy covers overnight travel led by Yale faculty or staff members, or graduate or professional school students in an instructional or supervisory capacity (“leaders”) and the travel includes undergraduates from Yale or other institutions. 
  2. Leaders and volunteers may not share a bedroom or other sleeping accommodations with undergraduates. 
  3. Under no circumstances should leaders and volunteers provide alcohol to or consume alcohol with anyone who is under the legal drinking age.  Leaders and volunteers are discouraged from consuming alcohol with undergraduates who are of legal drinking age. 
  4. Leaders are subject to all policies that govern their conduct while on the Yale campus.