Stanford Student Organization Travel

Student groups traveling on behalf of Stanford must follow all university policies. Here's where you can connect with current public health guidelines and general travel policies. 

• Updated: 03.28.23

New: To book a hotel, including block of hotels at the site of the event, you are able to book directly with the hotel and get reimbursed after your stay. In addition, you are welcome to use Student Universe to book your hotels. If you book your own hotels, including AirBnb, you are required to fill out the registration form, to be used as part of the mandatory reporting for the Clery Act. More information below.

Please note these policies are subject to change based on current public health guidelines.

Spring Quarter 2023: Update

Purpose

In order to be in alignment with University Travel Policies, Cleary Act reporting and public health guidelines, in addition to preventing out-of-pocket expenses and use of personal credit cards, it is required that when traveling on behalf of the University, including your student group, that you follow the travel process outlined below. Travel that impacts class attendance and other academic requirements must be pre-approved with your student organization faculty/staff advisor, including the Office of Student Engagement, as well as the impacted faculty for approval prior to booking any travel.

Domestic Travel

Domestic travel, including overnight travel, for voluntary student organizations representing Stanford University for conferences, events and competitions, is permitted.

Travel, in the name of your student organization, must be aligned with the pre-approved scope of activities in your constitution on file with OSE in CardinalEngage.

• For student organizations traveling with only undergraduate students, we recommend being accompanied by a faculty, staff, graduate student or postdoc for all domestic travel at this time.
• It is recommended to book refundable flights and hotels/lodging when reasonable. When purchasing nonrefundable tickets, consider purchasing travel insurance.
• To book travel, it is required you use the Student Universe process stated below for flights and hotels. We are currently piloting Egencia on a group-by-group basis. Please review the terms and conditions of the airline tickets you are preparing to purchase and we encourage you to look for flexible tickets. We are continuing to look at additional vendors, and as options become available, we will update this website. Additional travel requirements, including booking AirBnbs, are below. 
• All participants must be vaccinated and boosted for COVID-19 or have an approved medical or religious vaccination exemption from Stanford. For students with exemptions, you must have proof of a negative COVID-19 PCR/LAMP test within 72 hours of your departure from campus, or provide certification from a healthcare provider that you tested positive for COVID-19 within the 90 days prior to 10 days from the date of travel and thus cannot utilize PCR/LAMP testing.

If a faculty, staff, graduate student or postdoc travels with you they are responsible for

• If a student develops symptoms or tests positive for COVID-19 while on the trip. They will need to stay with that student until isolation is over. Students will need to self isolate based on the laws of the local jurisdiction. They may not return to the Stanford campus for 10 days, and test on day zero and day 5 upon return to campus. 

The student leader is responsible for

• Collecting the university waiver from each participant prior to departure, if traveling outside the 150-mile radius.
• Confirming that all participants took a COVID-19 test 72 hours prior to departure, and received a negative test result to participate on the trip.
• Making sure that participants do not exceed the capacity of the lodging (hotel, AirBnb, etc.). Any damages will be billed to the participants.
• Confirming the funds in your account with your financial officer prior to making any financial commitments.
• Making it clear with participants, prior to departure, who bears responsibility in covering travel costs, including those related to the pandemic. This includes being clear who is responsible financially for any off-campus isolation required for students who develop symptoms or test positive for COVID-19 while traveling.

Additional information on travel can be found on the following website for Stanford Travelers.

International Travel

Limited international travel for voluntary student organizations representing Stanford University for conferences, events and competitions, will be permitted with registration and approval from the Office of Student Engagement at least a month prior to departure. Any unregistered travel will not be reimbursed by your ASSU account retroactively.

International Travel Programs Sponsored Abroad. The university does not permit any student groups to sponsor new on-going international travel programs abroad because of the level of resources needed to manage them is beyond the scope of a voluntary student organization.  This means that Stanford will not approve new student organization proposals that are based on any form of international travel abroad. Other Stanford groups can not sponsor international travel programs to another country unless fully vetted and approved on rare occassion.

International Travel While Representing Stanford. Students that are members of student groups and traveling to perform or compete may travel but must follow all University guidelines for international travel and actively consult with OSE prior to confirming trip (including booking of any travel). All participants must sign University waivers.

Travel, in the name of your student organization, must be aligned with the pre-approved scope of activities in your constitution on file with OSE in CardinalEngage. We will continue to monitor the situation, in the event we need to offer additional guidance, including travel restrictions.

Per the International Travel Policy, Stanford student organizations are prohibited to travel to countries or regions and locations within a country where International SOS risk rating (either the medical risk or travel risk) is “High” or “Extreme,” or where there is other reliable information of significant health or safety risks for either the country destination, or for the particular region or location of intended travel within the country destination, or where there is other reliable information of significant health or safety risks. A location’s International SOS medical and travel risk ratings may be found here.

All unvaccinated undergraduate international travelers with a medical or religious vaccination exemption from Stanford must be approved for a travel exception submitted at least four weeks prior to the proposed departure date.

If a faculty, staff, graduate student or postdoc travels with you they are responsible for

• If a student develops symptoms or tests positive for COVID-19 while on the trip. They will need to stay with that student until isolation is over. Students will need to self isolate based on the laws of the local jurisdiction. They may not return to the Stanford campus for 10 days, and test on day zero and day 5 upon return to campus. 

The participant is responsible for

• Confirming that their individual medical insurance plan covers them overseas.
• Reviewing the following checklist.
• Enrolling and completing the International Academy 2022 Canvas Course prior to departure.
• Submitting the  university waiver to the student leader prior to departure.
• Needing to self isolate based on the laws of the local jurisdiction for COVID-19. If a student develops symptoms or tests positive for COVID-19 while on the trip, they may not return to the Stanford campus for 10 days, and test on day zero and day 5 upon return to campus. For the current public health guidelines when returning to campus, review this website.

The student leader is responsible for

• Registering your travel in CardinalEngage.
• To book travel, it is required you use the Student Universe process stated below for flights and hotels. We are currently piloting Egencia on a group-by-group basis. Please review the terms and conditions of the airline tickets you are preparing to purchase and we encourage you to look for flexible tickets. We are continuing to look at additional vendors, and as options become available, we will update this website. Additional travel requirements, including booking AirBnbs, are below. 
• Collecting the university waiver from each participant prior to departure, if traveling outside the 150-mile radius.
• Confirming that all participants took a COVID-19 test 72 hours prior to departure, and received a negative test result to participate on the trip.
• Making sure that participants do not exceed the capacity of the lodging (hotel, AirBnb, etc.). Any damages will be billed to the participants.
• Confirming the funds in your account with your financial officer prior to making any financial commitments. 
  • International travel approval will require you to budget at least a 15% contingency fund as part of your confirmed funds. 
• Communicating clearly to traveling participants, prior to departure, who is responsible financially, the VSO or the individual traveler, that bears responsibility in covering unanticipated travel costs, including those related to the pandemic, visa/passport delays, etc. This includes being clear for any off-campus isolation required for students who develop symptoms or test positive for COVID-19 or any other health related issue while traveling. Stanford University or the ASSU will not cover any of these travel expenses.
• For student organizations traveling with only undergraduate students, we strongly recommend being accompanied by a faculty, staff, graduate student or postdoc for international travel at this time.
• It is recommended to book refundable flights and hotels/lodging when reasonable. When purchasing nonrefundable tickets, consider purchasing travel insurance.
• All participants must be vaccinated and boosted for COVID-19 or have an approved medical or religious vaccination exemption from Stanford. For students with exemptions, you must have proof of a negative COVID-19 PCR/LAMP test within 72 hours of your departure from campus, or provide certification from a healthcare provider that you tested positive for COVID-19 within the 90 days prior to 10 days from the date of travel and thus cannot utilize PCR/LAMP testing.

Travel Policies

Adventure Trips

• Any adventure trip (more than day hiking), must be approved by the Stanford Adventures Program and all participants must sign University waivers.

AirBnb

• Please submit a registration form for our records after you book your AirBnb for Clery Act compliance, and get reimbursed or complete a cash advance. 

Automobile

• Anyone driving on behalf of Stanford must have a current, valid driver's license and proof of comprehensive automobile insurance.
• When renting automobiles, the university recommends purchasing the additional insurance provided by the rental company.
• When traveling, the student organization should maintain a list of the driver's name, phone number, and occupants for each car, the general itinerary of the trip, and the name and phone number of an official emergency contact on campus.
• Student organizations are prohibited from renting or operating 15+ passenger vans. 10 or 12-passenger vans (driver included) are permitted.

Buses

• It is required that buses be arranged through Stanford Transportation, which ensures that all necessary insurance is obtained and that outside bus vendors meet university insurance requirements. All rental bus companies must provide proof of insurance that meet all university requirements.

Hotel and Flights

• Contingent to your organization having funding, if your student organization is paying for your travel, the individual or group organizer is required to fill out one of the forms below to book flights and/or hotel. Please fill out the form only once for the group per trip; not every traveler needs to fill out the form.
  • To book a hotel, including block of hotels at the site of the event, you are able to book directly with the hotel and get reimbursed after your stay. In addition, you are welcome to use Student Universe to book your hotels. More information below.
  • If you book your own hotels, including AirBnb, you are required to fill out the registration form, to be used as part of the mandatory reporting for the Clery Act.
    • For Student Universe, please follow the following process depending on the number of students traveling:
      • Individual or Groups (less than 10 traveling together)  - submit an OSE/ASSU Travel Booking Request form at least 7 business days in advance of your trip.  A Student Universe representative will contact you within 24 business hours. Your group will be directly billed to your ASSU account.
      • Groups (10 or more traveling together) - submit the Group OSE/ASSU booking request form at least 30 business days in advance of your trip. Your group will be directly billed to your ASSU account.
      • For travel booked after the above deadlines, please visit the following website to book online. You will be charged directly to your personal credit card and be reimbursed after your travel.
• For emergency assistance while traveling, please contact the Student Universe Customer Care Center support number: 1-800-272-9676. Any changes to travel restrictions will be communicated to all student organizations as soon as possible.

Rideshare/Ground Transportation: Uber

• We have partnered with Uber to facilitate financing rides taken for VSO activities. All VSO members are eligible to enroll in the program to directly charge the VSO account for pre-approved rides, thus removing the need for reimbursement of personal funds. To sign up each member for access to this portal, please follow the directions by downloading the Uber guide to add members.
• Once enrolled, you will be directly billed to your ASSU account when using Uber on behalf of your student organization.
• Note: Utilize your existing Uber app to access the “Stanford Student Organization” account. Joining the “Stanford Student Organization” will automatically create an OSE/ASSU profile in-your existing Uber account. You can then toggle between the OSE/ASSU profile and your personal profile within the same Uber app. 
• If you already have an Uber account, please do not create a new Uber account. Accounts with your non-Stanford personal email can be linked to this program. The OSE/ASSU profile will attach to your existing account. If you do not have an Uber account,  please set one up in order to join the “Stanford Student Organizations” account.  Create Uber account.
•  We will continue to monitor other alternatives for rideshare/ground transportation. 

See

• Risk Management and information on Stanford University Trip Safety Guidelines, Guidelines for University Vehicles, Rentals, Accidental Reporting and Personal Vehicles and Waivers.
• Parking and Transportation