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Travel Policy

Revised: March 3, 2021

If you have questions about this policy, contact Lyrae Williams: (719) 389-6699.

I. Introduction 

At this time, most college-related travel, both international and domestic, is prohibited until further notice and should not be planned or scheduled.[1]  The guidance set forth in this document applies to all Colorado College community members — students, faculty, and staff — regardless of whether they have received the COVID-19 vaccine.  The college also discourages personal travel, both international and domestic. College-related travel will be approved only on a petition basis. Finally, the college’s travel guidance and petition process will change as the public health situation evolves.

Travel increase your chances of getting and spreading COVID-19, thus all non-essential international and domestic travel is strongly discouraged by the CDC.  The global pandemic will continue to affect the safety and feasibility of travel for the foreseeable future. Due to the ongoing uncertainty about the course of the pandemic, Colorado College intends to keep college-related travel to a minimum until conditions change. In addition to lowering the risk of Coronavirus transmission on campus and helping ensure the health and safety of the CC community, our efforts also aim to slow the worldwide spread of COVID-19.

This document also serves to confirm that the no campus visitor policy remains in effect and will be evaluated frequently.

The college has developed travel guidance and a petition process (outlined below) for certain college-related travel, which we expect to be rare. The guidance and petition process is consistent with college’s layered mitigation system that has been put in place to minimize the spread of COVID-19. Every time someone leaves or enters the community it reduces the effectiveness of our mitigation strategy and increases the risk for everybody. To maximize the effectiveness of the college’s layered mitigation system, all permissible college-related travel must be planned, approved, and registered in the travel registry. All petitions for college-related travel must be approved by a Cabinet member or their delegate.

In all instances, we ask that community members seriously consider if travel is truly necessary and explore alternate options when possible. Exceptions for college-related travel may be considered on a case-by-case basis for those who will not return to campus for an extended period (sabbatical or leave). This process has been established out of an abundance of caution given the rising case rates across the nation. Travel undertaken without the necessary approvals will not be reimbursed by the college. 

II. Definitions  

The best way to mitigate the risk of an outbreak of COVID-19 at Colorado College and in the greater Colorado Springs community is to effectively control or limit travel in and out of the community.  The community is broadly defined as the main Colorado College campus and the homes of CC community members in the surrounding area. Travel is defined as movement outside of the community. This may include local travel — movement outside of the community, but within El Paso County. For example, local travel includes day trips undertaken as part of a course or research project with a group. In contrast, non-local travel may include movement outside of the community, beyond El Paso County, for a longer duration. For example, a trip to the Baca campus would be considered non-local travel.   If you are engaging in personal travel that does not require an overnight stay, the policy does not apply.         

The college recognizes that some employees live outside of the community and must travel to campus regularly to ensure effective college operations. All members of the community who commute to campus are advised to carefully monitor changing travel restrictions and college communications. All employees who maintain a regular on-campus presence must consult with their supervisors and complete the form to report onsite work

III. Petition to Travel

Colorado College’s travel guidance and petition process will evolve as the public health situation evolves.  Below is an overview of who can and cannot submit a petition to travel and the criteria to submit a petition to travel.   

  1. Who Can and Cannot Petition to Travel:
    • Faculty and staff may petition to undertake college-related travel that is essential to their work (see table 1). If the petition is approved, they must also follow all COVID-19 travel requirements.
    • Undergraduate students may submit a petition to participate in college-related travel under narrow conditions (see table 1).
      • Local travel
        • Faculty-led local travel may be permitted under certain circumstances. The faculty member or staff leading the trip must submit a petition for approval and will notify students of travel plans and protocols. Students may opt out of local travel without negative repercussions and a suitable alternative will be developed in consultation with the faculty member.
  2. Criteria to Submit a Petition
    For now, employees and students must meet the criteria below to submit a travel proposal:

Table 1

Role

Criteria*

Faculty

Travel that is required for purposes of teaching, curricular development, or scholarly activity that cannot be postponed and for which travel is necessary.  Faculty-led local college-related travel may be approved under certain circumstances. A travel plan and trip-specific risk mitigation protocols must be submitted as part of the travel petition. Trip duration, location (indoor/outdoor), and mode of transportation will be considered.  Extended single country stays (more than 90 days) may also be considered.         

  • Professional development/conference are not currently considered necessary college-related travel. Exceptions may be granted by the provost and dean of the faculty.  

Staff

Work-related travel that must be done away from campus, which cannot be postponed or moved to a virtual or local setting without causing harm to the operation of the college. Accompanying students on approved college-related travel may also be considered. 

  • Conference travel is not currently considered necessary college-related travel.

Student

Travel for academic credit that is necessary to meet a graduation requirement and that cannot be postponed or achieved through an alternative assignment.  The student will submit the proposal for initial review by the sponsoring professor, the department chair, and ultimately to Cabinet for final approval.  Under certain circumstances, students may participate in approved faculty-led local travel.

  • At this time, all off-campus travel for co-curricular and non-curricular activities sponsored by the college are considered non-essential.
  • Requests for exceptions for college-sponsored travel can be made through the sponsoring department. 

NCAA Athletics

Intercollegiate varsity athletics travel is considered essential college-sponsored travel.

  • NCAA, Conference and State regulations must be followed.
  • College athletics must follow the extensive testing and travel guidelines that have been developed. 

*All essential college-related travel must be planned, approved, and registered in the travel registry.

 

Individuals who meet the criteria outlined in table 1, may complete a petition to travel. Proposals must be submitted at least 14 days prior to your proposed departure.   

IV. Travel Requirements

Before Travel

Submit a petition to travel 14-days prior to planned travel date. Consider scheduling a COVID test or self-quarantining in advance. Check the CC COVID Site, local case levels, and local/state travel guidance and restrictions. If traveling internationally, register your travel with International SOS MyTrips, review international travel advisories/restrictions and the CC Global Education Website

During Travel

Follow the travel approved plan included in travel petition. Follow local health and safety guidelines (which are changing regularly). If relevant, keep your travel plans updated in International SOS MyTrips or the travel registry.  

After Travel

Comply with CDC Travel Order. Comply with relevant state travel orders. Adhere to Colorado College’s post-travel COVID testing and quarantine guidelines, and follow guidelines provided by your local jurisdiction. Update the travel registry to register your return to campus.   

V. Post Travel Guidelines:  College-Related and Personal Travel

Return to Campus Requirements

All college students and personnel who are authorized to come to campus must adhere to the college’s campus access policies for facilities, offices, labs, and dorms/residences. If you have been approved for college-related travel or have chosen to engage in personal travel, you must comply with the return-to-campus testing and quarantine protocols (table 2). 

Table 2

Role

Return to Campus Requirements

College Residential Student

 

College-related travel is not currently permissible (see local-travel and other exceptions in table 1). Overnight stays anywhere are not permitted.All return-to-campus protocols must be followed upon return to a college dorm/residence. Students should consult with their RLC if they have questions. Students living in college residential facilities are expected to abide by the Community Commitment.

College Residential Staff

 

Staff should receive permission to travel from their supervisor (if applicable) and formal approval of travel petition; they should also follow CDC order if traveling outside of the U.S. All who travel outside of CO must:

  • Test immediately upon return and stay home until their first negative test. 
  • After one negative test, they may leave residential building for brief periods of fresh air. 
  • Work must be done remotely at this time. 
  • Continue regular testing cadence (surveillance testing).
  • Resume in-person activity after quarantine period has ended and a second negative test. 
  • Plan ahead to have food delivered for duration of their quarantine.  

Off-Campus Students

This applies to students living off campus (including supplemental housing) who are authorized for an on-campus presence.

  • If traveling outside of the United States, follow the CDC Order.
  • In addition, all who engage in overnight travel, in or out of state must:
    • Test immediately upon return; they may come to campus solely to pick up and drop off their test kit.
    • Students engaging in day trips outside of the county are encouraged to follow all COVID-19 protocols like regular mask wearing, social distancing, hand washing, and avoiding public transportation)
    • No other on-campus activities for the subsequent week, aside from viral testing. Working and learning must be done remotely during this time.
    • Resume in-person activity after quarantine period has ended and a second negative test. 

Employees Living Off Campus Who Are Authorized to Work on Campus

 

This applies to employees living off campus who are authorized for an on-campus presence.

  • If traveling outside of the United States, follow the CDC Order.
  • In addition, all who travel overnight in or out of state must:
    • Test upon return.
    • Engage in no other on-campus activities for the subsequent week, aside from viral testing. Working and learning must be done remotely during this time.
    • Resume in-person activity after quarantine period has ended and a second negative test. 

Students/Employees/Affiliates

Who Are Not Authorized to Work on Campus

  • If traveling outside of the United States, follow the CDC Order.
  • Since these individuals are not authorized to be on campus, they should not enter any college facilities, with the exception of accessing necessary healthcare.

*All essential college-related travel must be must be planned, approved, and registered in the travel registry.

 

Personal Travel

Personal travel and individual decisions may impact the college’s overall status. While the college cannot restrict faculty, staff, and student personal travel, for the overall health and well-being of the community, we must all remain vigilant in the practices set forth in college, state and federal guidelines. We ask that community members seriously consider if travel is truly necessary and explore alternate options. While approval is not needed for personal travel, we encourage the community to submit a Notification of Personal Travel Form. The Notification of Personal Travel helps the college track travel and plan for a safer return to campus. Personal Travel Notification Forms will be collected and managed by CC’s COVID-19 Emergency Manager. The college may provide specific community guidance and restrictions on college breaks (such as block breaks) based on the local community COVID rates and status. 

All employees who are taking personal trips (no matter the reason), overnight and who work on campus or need to access campus, are encouraged to:

  1. Get prior approval to take time off from their supervisor, if they will be gone during working days.
  2. Complete the personal travel notification form.
  3. Before returning to campus, either:  
    1. Self-quarantine at home for 14 days, symptom-free; work from home during that time or use their 10 days of Public Health Emergency Leave.
    2. OR, get tested at one of El Paso County’s free testing sites, and then wait 10 days and get tested again at a county test site. Both tests must be negative before employees may return to campus. The college’s testing resources are not to be used for employees who engage in personal travel, no matter the reason. 

All employees and students are strongly encouraged to:

  • Limit personal, overnight travel as much as possible.
  • Follow precautions to prevent the spread of COVID-19 during travel to and from campus, and honor the Community Commitment.
  • Maintain physical distance, wear face coverings, wash hands frequently, and avoid close contact with other individuals to mitigate risk.
  • Limit the duration of trips to the fewest number of nights away from the community.
  • Select transportation, lodging, dining, and other activities that involve contact with the fewest number of people possible.
  • Understand the responsibilities related to changing government-issued travel advisories, including registrations, fines, quarantine, testing, and self-monitoring.[2]
  • Understand the community impact as well as the effect on individual departments and monitor changing restrictions under all applicable government-issued travel advisories.
  • Review HR policies.

VI. Risk Spectrum

While travel increases the risk of contracting or spreading COVID-19, some activities are considered lower risk than others. Students and employees should consult the CC Alert Levels website as a reference. Engaging in outdoor activities in low populated areas while following public health best practices such social distancing, the use of face coverings, and frequent handwashing can lower risk. In contrast, the use of public transportation, extended time indoors in densely populated and poorly ventilated buildings, and congregating with people outside of one’s household can increases risk. Those who choose to engage in travel or are required to because of their job or personal circumstances are encouraged to choose travel options that may lower risk of contracting or spreading COVID-19. 

Campus community members should consider the following lower risk options whenever possible:

  • Mode of Transportation: Travel alone in your private vehicle or with members of your own household.
  • Testing: Get tested before and after travel.
  • Self-Quarantine: If possible, self-quarantine before and after travel.
  • No-Contact/Low-Contact Services: Stay in private lodging with no-contact check-in and check to make sure the company is following public health best practices. Choose takeout and avoid dining in.
  • Choose outdoor activities in sparsely populated places and minimize indoor activities with those outside your household as much as possible.

If you have questions about this policy, contact Lyrae Williams: (719) 389-6699.

____________________________________

[1] International travel is defined as the crossing of any national border. 

[2] Employees traveling to a location that requires quarantine must notify their supervisor in advance and follow guidelines set forth by HR. 

Last updated: 03/04/2021

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Emergency Response Fund

Because many in the Colorado College community asked how they can help, we have established the Coronavirus (COVID-19) Emergency Response Fund to meet needs during these uncertain times. Many of our alumni, parents, and friends, as well as members of our Board of Trustees and the president's cabinet, have contributed. The fund also provides the college with resources to respond to unexpected expenses developing during this crisis and for lost revenue.

Read here about requesting support from the (COVID-19) Coronavirus Emergency Response Fund

If you wish to contribute, please visit https://ourcc.coloradocollege.edu/covid19responsefund