Student Group/Organization Travel

Off-Campus Travel

Student clubs should inform the university of their off-campus travel plans to ensure safety, provide support, manage liability, and comply with policies. This helps the university offer resources, maintain emergency contact information, and oversee activities effectively.

Student Club Travel Form 

Student groups who plan to travel off-campus for student group activities must complete a OSI Student Club Travel Form on WesNest at least 2 weeks prior to the travel. This form is required for all student group travel purposes. If the form is not submitted before your travel plans, your group will be denied for any reimbursement requests for travel expenses.

Participation Waiver

As well, a Participation Waiver must be signed and uploaded in a folder in the Documents section of WesNest.

If needed, your student group can meet with OSI to make credit card purchases for SBC approved travel arrangements.

Privately Owned Vehicles and Personal Use

• Use of Privately Owned Vehicles for University Business.
  • The use of privately owned vehicles is discouraged for conducting University business or sponsored activity.
  • Individuals transporting others in their private vehicles (students, faculty or staff, community partners, etc.) on University business must become authorized Drivers and are subject to the requirements of this policy.
  • Any student who proposes to drive their privately owned vehicle on University business or for a University activity must obtain prior approval from the University Transportation Manager and become an authorized Driver.
  • Any Driver using a privately owned vehicle for University business or sponsored activity is fully responsible to maintain automobile liability as well as their vehicle in accordance with applicable law.
  • Individuals are responsible for the replacement of University owned items that are left in or contained in personal vehicles.

Requesting Wesleyan Vehicles for Rental

Contact Transportation Services at 860-685-3788 or email Melissa DeMarco at mdimarco@wesleyan.edu to request renting a Wesleyan vehicle.

Groups interested in renting Wesleyan vehicles must submit an SBC Budget Request. 

Van Rental Rates

8 Passenger Van, Daily rate: $115 (per day)

12 Passenger Van, Daily rate: $130 (per day)*

Rental Rates include 150 free miles per day, additional mileage is a charge of $0.30 per mile. 

Transportation Service is not responsible for any tolls during rental travel.

*12 Passenger Van rentals require a Special License and passenger endorsement. For more information, visit the Transportation Department website.

Driver Requirements

All Drivers must meet the minimum standards in order to operate University owned or leased vehicles. University vehicles include automobiles, vans, trucks, electric vehicles and/or golf carts. A list of qualified Drivers will be maintained by the University Transportation Manager and updated annually. The University reserves the right to withhold or withdraw the privilege of driving University vehicles in its sole discretion.

• Licensure: Drivers must have a valid U.S. driver's license for at least 3 years and the license must be correct and appropriate to the vehicle to be used (endorsements, etc.).
• Age: Drivers must be a minimum of 20 years of age.
• University Application, Training and Testing: Drivers must
  • Complete a Wesleyan University Driver Application Form;
  • Attend a Wesleyan University Driver Training Session (minimum 1 hour);
  • Pass a Wesleyan University Driver Training Test with a score of 80% or better.
• Record Check: To be eligible, Drivers must agree to subject themselves to a motor vehicle record check prior to driving and at least every 5 years thereafter. To be eligible to drive hereunder, the check must show a driving record that meets the following standards and is otherwise satisfactory in the University's sole discretion.
  • The record may not show more than three (3) moving violations and/or accidents in the most recent three (3) years.
  • The record may not show more than two (2) moving violations and/or accidents in the most recent year.
  • The record may not show any material convictions which shall include driving while under the influence, reckless driving, vehicular homicide or assault, eluding a police officer, fleeing the scene of an accident, racing or permitting a minor to operate a motor vehicle.
  • Drivers must report to the Transportation Manager any incident that occurs which would, if revealed in a record check, render that Driver ineligible hereunder.
• Loss of Driving Privileges: In addition to the University's discretion and the items listed above, the following actions may result in suspension or termination of driver privileges hereunder: operating a vehicle outside of the scope of the University-related activity; operating a vehicle in an unsafe, illegal or reckless manner; failure to report an accident; or operating a vehicle while under the influence.

Misconduct, repeat offenders or loss of driving privileges may result in disciplinary action.

Accidents, Damage, Claims, Insurance, Tickets and Moving Violations

In case of any accident involving a University owned or leased/rented vehicle, Drivers must  

• check for injury and seek help if necessary (911);
• ensure scene safety as much as possible, stay off road, in car, activate hazard lights, etc. as necessary;
• contact law enforcement for assistance and request a report;
• check for insurance ID card for vehicle;
• report incident pursuant to Wesleyan University Incident Reporting Policy [a copy should be in each vehicle]
• not discuss the events with anyone except law enforcement, Wesleyan supervisors and other authorized Wesleyan personnel; and
• Do not admit responsibility for the accident or sign any statement.
• Any and all costs to repair and replace damage to vehicles operated under this policy or other property may be assessed to the individual Driver and/or the department responsible for the vehicle's operation

• Tickets and Moving Violations

      When moving or parking violations are incurred by a Driver, the Driver is solely responsible for the charges.  Any traffic offense, fines, payments, or penalties are the personal obligation of the Driver.  When a violation is issued, the Driver must report the incident to the Department Fleet Coordinator immediately.