Travel Checklist
2 Weeks Before Departure
- Register your trip in Yale Connect, if you have not already done so.
- When prompted to upload an itinerary, ensure it includes:
- Details of travel arrangements (flight numbers, times).
- At least one daily contact telephone number.
- Overnight destinations, including contact information.
- A list of all planned activities.
- A list of all travelers.
- Schedule a meeting with the Office of Student Affairs to review trip details, if necessary.
Before Departure
- Review the University’s Auto Safety Rules and Regulations.
- Ensure all designated drivers complete the Driver Safety Awareness Class.
- Choose driver(s) with a valid U.S. or Canadian driver’s license and a clean motor vehicle record.
- Ensure privately owned vehicles are properly maintained, registered, and adequately insured. If the driver is not the vehicle’s owner, the owner must give permission for its use.
- Conduct a safety inspection of the vehicle before each trip. See the Fleet Checkpoint Card for details.
- Follow the terms and conditions of any rental contracts, particularly regarding age restrictions and driver licensing.
- Use Yale’s preferred rental agencies when possible. Insurance is included with the rental if the corporate code is used at booking.
During Travel
- Ensure student drivers are well-rested.
- On long trips, rotate drivers every two hours.
- Ensure a second student remains awake and alert in the front seat.
- Avoid night driving.
- Monitor weather conditions and be prepared to change or cancel plans if conditions become hazardous.
Remember
- The use of 12- and 15-passenger vans is prohibited. Per a federal government safety advisory, these vehicles are more likely to be involved in rollover accidents than smaller vans and cars.
- Report any accidents to Yale’s Office of Risk Management (2 Whitney Grove Square, 432-0140).
- If a police accident report is available, submit a copy. If not, a member of the group should submit a report including the date, time, and place of the accident; the type of vehicles involved; any injuries; the names of drivers and occupants; and a description of how the accident occurred.
Further details on the use of automobiles can be found on the Office of Risk Management website.
Students are expected to comply with the law regarding the use and possession of alcohol or drugs. There must be no consumption or possession of alcohol or drugs while traveling, by drivers or passengers.
The University assumes no responsibility for claims of physical damage to privately owned vehicles, including loss from fire, theft, or collision.