Policy on Travel with Students
Student travel can be an integral component of a student’s experience at the College. Faculty, staff, and other College Officials who accompany students may further enhance traveling together through the exchange of information, the opportunity for educational enhancement, and the development of meaningful relationships. At the same time, members of the campus community share the responsibility of maintaining clear boundaries for our students when traveling outside of College property. This Policy defines appropriate boundaries for College Officials and their students when traveling together.
For the purpose of this policy, “College Officials” means faculty, staff, senior administrators, trustees, volunteers, alumni or other non-student members of the Wheaton College community acting in their official capacity with the College.
“Student Travel” means any travel undertaken off campus by students and/or student groups where such travel is connected to or sponsored in whole or in part by the College or where the College or a College Official provides any support to that student or student group. It also includes travel to and from Wheaton College campus locations, such as Wheaton in Chicago, HoneyRock, and Wheaton College Field Station.
Policy
College Officials traveling with students are subject to the Community Covenant, Employee Handbook, and other College policies, as well as the following expectations:
- College Officials may not share beds, bedrooms, or personal bathrooms with any student.
- College Officials may not permit students to enter their personal accommodations, including, but not limited to, their hotel rooms, nor may College Officials enter students’ personal accommodations unless necessary for safety reasons or to enforce College policies, including but not limited to the Alcohol and Drug Free Community Policy found in the Student Handbook.
- In cases where it is anticipated or known that the facilities will not allow for adherence to this policy (e.g., remote location with no or limited individual sleeping rooms and/or private bathrooms), the College Official responsible for the travel must obtain approval as described below in advance of the trip to determine appropriate modifications to ensure appropriate safeguards and boundaries are in place.
Exceptions
The College further recognizes that there may be extraordinary circumstances that warrant an exception to this policy. In these situations, the College Official may propose alternative arrangements and seek permission for the policy exception in advance of the travel dates from their Division Head in consultation with the Office of Legal Affairs and Risk Management. When evaluating such requests, the Division Head overseeing the College Official and the designee from the Office of Legal Affairs and Risk Management will weigh the benefits of such travel against the risks, taking into consideration the location, duration, and nature of the travel as well as established revised boundary expectations.
Exclusion
This policy does not prohibit students from sharing rooms. If a student is uncomfortable with the proposed housing arrangements for any reason, the student should raise their concern with the sponsoring College Official.
Reporting Concerns
Failure to comply with any aspect of this policy may result in disciplinary action. Employees or students who have questions regarding this policy or concerns regarding another member’s adherence to it may contact one of the following resources:
- Equity and Title IX via phone at 630.752.7515 and/or via online form.
- Office of Legal Affairs and Risk Management and/or make an anonymous report via online form.