COVID-19 Resource Center

Off-Campus Travel and Activities Guidelines

In alignment with the Student Domestic Travel Policy, these guidelines should be considered for undergraduate and graduate student off-campus activities/travel for coursework, field experiences, and/or co-curricular activities. Within the parameters of these guidelines, individual instructors retain the responsibility to determine appropriate academic activities. These guidelines also apply to activities/travel fully or partially funded by the University as well as those associated with a University organization or experience.

These guidelines do not include student off-campus activities/travel associated with NCAA Athletics, nor do they include guidelines for employee off-campus activities/travel when students are not present. These guidelines do not apply to independent student personal travel or travel that is not associated with a University organization or experience. Locations that house off-site Xavier programs and courses (e.g. ABSN) are considered on-campus for the purposes of these recommendations and therefore would not be affected.

Given that off-campus activities/travel is an important part of the student learning experience and helps foster student belonging, the following guidelines are recommended in order to ensure the safety of the campus community while allowing some off-campus activities / travel.

General Guidelines

  • Student off-campus activities/travel should be registered with the University via the student Off-Campus Travel and Activities Form on EngageXU.
    • Allows for a review and approval of all travel activities and logistics
    • Provides a mechanism for attendance tracking to support contract tracing
    • Recurring activities may be reviewed once for practicality purposes
  • Independent student travel for student-teaching, internships, practicums, clinicals, observations, etc. is exempt from the registration process. Such experiences are overseen by the academic programs. 
  • No student should engage in off-campus travel if they believe they have been exposed to someone with COVID-19 or are exhibiting any symptoms of the virus.
  • Student off-campus activities/travel may occur under the following parameters:
    • Local or regional travel within a 35 mile radius of campus
      • 35 mile radius is the same distance used to define a commuter student
      • Allows for travel within the Greater Cincinnati area to locations that are desirable for off-campus experiences while limiting distance of travel and minimizing length of time in vehicle with possible exposure to the virus
        • Allows for local practicum, internship, observations, etc.
        • Allows for local service and community engagement
        • Allows for participation in local activities or at local destinations
        • Allows for team practices at off-site facilities
    • Day trip experiences
      • Allows for off-campus experiences that begin and end during the same day
      • Overnight stays are strongly discouraged in order to minimize exposure
      • Exceptions to the overnight guidance may be considered in circumstances that can accommodate single occupancy sleeping spaces and where food service aligns with university protocols. Groups seeking exceptions should email xuinvolvement@xavier.edu for guidance.
    • Destination of travel follows University safety protocols
      • Travel to off-campus locations should only include activities that align with the University’s mission and expectations for social distancing and mask wearing.
      • Destinations for off-campus travel/events should align with University recommendations for social distancing and mask wearing.  For instance,
        • Event spaces should align with on-campus social distancing norms
        • Food services should align with on-campus food safety guidelines
        • Space capacity should align with on-campus guidelines for density, etc.
    • Provided transportation (buses, shuttles, personal vehicles, rental vehicles, etc.) may be allowed using the following guidelines:
      • Passengers are expected to wear a mask for the duration of the transportation
      • Where possible, there should be six-feet social distancing between passengers
      • Passengers should not exceed 50% capacity of the vehicle (determined by total # of seat belts divided by 2; rounded up).  Ex. 5 passenger car can transport 3.
      • When using buses, follow the protocols established by the bus company
      • Students are never expected to carpool in crowded vehicles for class or co-curricular experiences
  • Advisor/chaperone expectations will follow pre-COVID parameters (outlined in the Travel Risk Matrix)
  • Use of waivers will follow pre-COVID parameters (outlined in the Waiver Matrix)
  • Where possible, student groups should designate a student safety monitor. The safety monitor will travel with a basic set of supplies (i.e. hand sanitizer, etc.) and will track participation.
  • Not Recommended:
    • Travel beyond a 35 mile radius of campus
    • Travel outside of the United States
    • Travel that involves an overnight stay
    • Travel via airplane
    • Travel that involves non-University guests
    • Travel to a destination that may not be following University density guidelines, social distancing, or mask wearing protocols