Middlebury College
Student Organization Travel Policy
OFF-CAMPUS TRAVEL PROCEDURES
Any group of students traveling away from the campus on a College-sponsored trip is required to follow the
guidelines listed below.
Guidelines
 Groups are strongly encouraged to explore public transportation options for all trips
requiring submission of a travel proposal to the student activities office
 Groups are strongly encouraged to plan all travel to minimize driving in darkness
 Groups are strongly encouraged to exercise conservative judgment regarding travel in
poor weather. If in doubt about driving conditions, pull over or change plans!
 All drivers should review the College’s Driver’s License policy at
http://www.middlebury.edu/offices/health/ehs/policies/Driverslicense prior to departure.
Policies
 Individual drivers must limit their driving time to a maximum of 3 hours per day.
 Groups will not drive more than 9 hours per day, regardless of the number of drivers
available for the trip or in the vehicle; after this 9 hour maximum is reached, groups are
required to stop for the night.
 Trips longer than 9 hours require submission of a trip proposal to the Student Activities
Office a minimum of 30 days prior to the proposed departure date; the Student Activities
Office reserves the right to decline approval of these proposals should such a step be
deemed necessary for risk management or other reasons. Hotel or camping receipts, or
other proof of an overnight stay, may be required.
 Drivers must drive within posted speed limits at all times. Failure to do so may result in
the revocation of college van licenses and in additional consequences for the student
organization involved.
 Trips shall not depart from any location nor should driving take place between the hours
of 1:00AM and 5:00AM.
 “Caravanning” (traveling in convoy) is not permitted. When multiple vehicles are
involved, departure times should be staggered to avoid such travel.
 Drivers may not use cell phones when driving.
NOTE: Trips involving vehicles owned by student organizations (eg. Middlebury Mountain Club
van) must submit the name of the contact person for the trip, the destination and purpose of the
trip, a justification for an exception, and the names of all drivers to the group's adviser at least
two weeks before the trip.
IMPORTANT SAFETY AND INSURANCE INFORMATION
If you are in an accident or your vehicle breaks down you must call the
Department of Public Safety at Middlebury College
802-443-5911
General Information
If an accident occurs off-campus while you are driving a College-arranged vehicle, you must contact local
authorities (law enforcement or medical) and provide them with information about the accident and the College’s
insurance policy (information provided below). Please request a copy of the accident report. In addition, you
should obtain the name, address, telephone number, and insurance information from any other parties involved.
You must contact the Department of Public Safety after contacting local authorities if you in involved in an accident.
Include with your statement to the dispatcher all information relating to the nature of the injuries or damage. The
dispatcher will then contact the appropriate College personnel to assist the group.
If you are involved in an accident that does not result in personal injury or major property damage, you must report
the accident upon your return to campus.
College Official and Address
Middlebury College
c/o Tom Corbin, Assistant Treasurer
161 Adirondack View
Middlebury, VT 05753
College Vehicle - Automobile and General Liability Insurance (College Vehicle)
United States Fire Insurance Company
Policy Number: 133-721605-8
Telephone:
888 890 1500, ask the operator for Commercial Auto Claims.
Insurance Cards are in all College-owned vehicles.
Rental Vehicle - Automobile Insurance Company
Claims under the Rental Car Insurance Program are handled by calling the College Insurance Representative at (802)
443-5504. This insurance provides coverage for damage to the rented vehicle. There is no need to purchase
insurance from the rental company. Please notify the College Insurance Representative if you have an accident in a
vehicle from Enterprise or Thrifty.
College Phone Numbers
Middlebury College
Department of Public Safety
Facilities Vehicle Rental
Insurance Representative
Student Activities Office
7/23/2016
802-443-5911
802-443-5462
802-443-5504
802-443-3103
Atwater Commons
Brainerd Commons
Cook Commons
Ross Commons
Wonnacott Commons
802-443-3310
802-443-3320
802-443-3330
802-443-3340
802-443-3350