Student Travel
Under the Clery Act, the university must provide information about any crimes occurring within university owned or controlled properties, including certain off-campus spaces used during university sponsored student trips. A Clery Act Travel Form must be completed for any university sponsored off campus travel that includes the following:
- U of A students
- An overnight stay
- University control over the trip or program accommodation and any related academic space used in conjunction with the trip.
- Control, as defined by the Clery Act, means that there is a written agreement (no matter how informal) directly between the university and the end provider for use of the space. Some examples of a written agreement include renting hotel rooms, leasing apartments, leasing space in a student housing facility, or academic space on another campus and even an e-mail agreement for use of space free of charge.
- Controlled space other than lodging must be used in direct support of, or in relation to, the institution’s educational purposes and frequented by students.
The matrix below is provided to assist you in determining your reporting responsibility. If you have any questions regarding your reporting obligations or need help filling out this form, please contact University Compliance at CleryAct@arizona.edu.
Student Trip Matrix
| Trip Accommodations and/or Academic Space Usage Agreement | Student Trip Accommodations | Student Trip Durations | Clery Travel Reporting Form Required? |
|---|---|---|---|
| The university has a written agreement with an end provider to use trip accommodations and/or academic space by 2 or more students | The same accommodations are used in two or more consecutive years | 1 night or more | YES |
| The university has a written agreement with an end provider to use trip accommodations and/or academic space by 2 or more students | You do not anticipate using the accommodation every year | 2 or more nights | YES |
| The university has a written agreement with a third party to arrange for trip accommodations and/or academic space usage | The same accommodations are used in two or more consecutive years | 1 night or more | YES |
| The university has a written agreement with a third party to arrange for trip accommodations and/or academic space usage | You do not anticipate using the accommodations every year | 2 or more nights | YES |
| University sponsored trip | None | Day Trip | NO |
| Student organized or private trips- no university agreements | 1 night or more | NO |
Responsibilities When Leading University-Sponsored Student Travel
When leading university-sponsored student travel that meets the criteria outlined above, all University of Arizona employees and designated campus colleagues are considered Campus Security Authorities (CSAs) while operating within the scope of their trip-related responsibilities. CSAs have specific reporting obligations should they become aware that a Clery-reportable crime has occurred in any of the facilities or accommodations controlled by the institution, including hotel accommodations.
If traveling with students, all CSAs should complete the Campus Security Authority training in the EDGE Learning System and familiarize themselves with their responsibilities as a CSA. Learn more at the "What is a CSA?" page of this site.