Be prepared for emergencies
All trip leaders should review the Off-Campus Activity & Travel Guide prior to any trip – especially the soon to be updated Risk Management and Crisis Response sections. Leaders should be proactive and prepared to respond to emergency situations that might impact individuals or the entire group. Leaders should also be aware of when a situation taking place during a trip would need to be shared with a designated campus administrator as listed in the Guide’s Appendix.
If students applied for a campus trip through Via TRM, trip leaders can access student information (emergency contact, health & medical information, and passport details for international trips) by logging in to Via TRM.
If students are instead, part of an established group (student organization, music, speech, etc.), trip leaders will need to gather student information (emergency contact and health & medical information) from the group members. Often this information can then be used for multiple trips during the school year.
Clery Act – student trip reporting requirements
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, Concordia University, Nebraska is required to disclose on an annual basis certain reported crime statistics that occur during certain University sponsored / arranged domestic and international student trips. Staff members who are administratively responsible for domestic and international student trips are expected to report student trip information to Concordia University, Nebraska’s General Counsel.
Clery reporting and trips
For trips to be reportable, student trips must meet certain requirements. Concordia University must have control over the trip or program accommodation and any related academic space used in conjunction with the trip. Control, as defined by the Clery Act, means that there is a written agreement (no matter how informal) directly between the University and the provider for use of the space.
Some examples of a written agreement include renting hotel rooms, leasing apartments, leasing space in a student housing facility or academic space on another campus and even an e-mail agreement for use of space free of charge. Hostels are not normally reportable unless the written agreement gives the University control over the space within the accommodation.
In addition, the controlled space must be used in direct support of, or in relation to, the institution’s educational purposes and frequented by students.
Why is this information needed?
Information on qualifying student trips is needed by University’s General Counsel for follow-up with the local law enforcement agency associated with the trip location. The General Counsel will send a request to the trip location’s local law enforcement agency to determine if any Clery Act qualifying crimes (occurring during the trip time frame and at the University arranged accommodation and/or related academic space) were reported directly to the local law enforcement and may not be known to University personnel.
| Trip Accommodation and/or Academic Space Usage Agreement | Student Trip Accommodation | Length of Student Trip | Clery Act Reportable Student Trip |
| The University has a written agreement with provider for trip accommodations and/or academic space for use of the accommodations or space | The same accommodations used every year or more frequently | 1 night or more | Yes |
| The University has a written agreement with provider for trip accommodations and/or academic space for use of the accommodations or space | You don’t anticipate using same accommodation every year | 2 or more nights | Yes |
| The University has a written agreement with a third party to arrange trip accommodations and/or academic space for use of the accommodations or space | Same accommodation used every year or more frequently | 1 night or more | Yes |
| University sponsored trip | None | Day trip | No |
| Student organized or private trips – no university agreement | Student arranged | 1 night or more | No |
| Student study abroad or student teaching | Provider arranged | 1 night or more | No |
Leader requirements
Trips leaders should review the Clery Act Training below prior to their trip – Trips leaders must then complete the Reporting Form after completing the trip.
Clery Act Training – For a Campus Security Authority
Clery Act – Student Trip Reporting Form
