Travel Risk Assessment Committee (TRAC)
Travel Risk Assessment Committee (TRAC)
2024-2025 Committee Members
Sarah Dempsey - School of Liberal Arts
Ashley Cross - Center for International Programs
Claire Williams - January Term Travel
Erin Perkins - Health & Wellness Center
Gary Stewart - Business Office
Cami West - Student Disability Services
Hubert Higueros - Athletics
Fall 2024
The TRAC Committee will meet as needed for the Fall 2024 semester.
TRAC Application Instructions & Link
Please complete a TRAC application at least one month prior to any College-sponsored travel and wait for a response from the TRAC committee before booking any irreversible travel arrangements.
For questions, please contact the current chair of the committee:
Sarah Dempsey
sdd4@stmarys-ca.edu
For Domestic Travel
All students must sign and submit the following form if traveling domestically on a College-sponsored trip:
For International Travel
All students must complete and sign the following forms if traveling internationally on a College-sponsored trip:
Document Collection & Record Keeping
The faculty or staff member or department that is hosting the College-sponsored trip is responsible for collecting and retaining the required documents from all students participating in the program.
The Travel Risk Assessment Committee provides risk assessment for College-sponsored activities. The Committee provides mandatory review of College-sponsored activities off-campus, including for academic international and domestic travel programs, athletic travel, College-sponsored travel by faculty, staff, and students (including conference travel, research conducted off campus, and club-sponsored activities like alternative spring breaks sponsored or hosted by campus organizations), as well as Community Engagement involving students working off campus. The Committee is also charged with working with other College offices and programs that engage in regular travel off campus (e.g. January Term, Athletics, CILSA, and CIP) to develop, approve, and maintain specific written emergency plans for off-campus activities in compliance with the College-wide Risk Management Policy. Specifically, the Committee shall:
- Develop and maintain a clear travel risk assessment protocol and rubric governing when College-sponsored travel is approved, denied, and canceled
- Review and approve College-sponsored travel by faculty, staff, and students, including study abroad courses and programs, as well as exchange programs that bring students from other countries to live on campus
- Monitor approved College-sponsored travel by faculty, staff, and students for evolving situational risk and cancel programs based on risk assessment protocol and rubric
- Consult with programs engaging in regular travel off campus in the development of written emergency plans to mitigate and manage risk in these activities
- Review and re-approve written emergency plans from programs on a rolling three-year basis
- Provide risk assessment for additional College programs and offices on as needed basis
Source: Saint Mary's College of California. Saint Mary's College of California Faculty Handbook 2023-2024. 2023-2024. Section 1.7.2.6. Page 45. https://www.stmarys-ca.edu/sites/default/files/2023-12/FHBbody2023%20%281%29.pdf
U.S. Department of State Travel Advisory
In general, Saint Mary's does not permit any College-sponsored travel to a country or region that is designated at a Level 3 or higher on the U.S. DOS's Travel Advisory website. Before planning a College-sponsored trip and submitting a TRAC application, it is strongly encouraged that you consult the U.S. DOS Travel Advisory website to learn more about the Travel Advisory Level for the country and/or regions of where you are considering travel.
U.S. Department of State Travel Advisory Website
TRAC Committee Evaluation Rubric
When the TRAC Committee reviews applications and considers a proposal, committee members use the Evaluation Rubric to adjudicate applications in a consistent manner.