Dear Colleagues,
Faculty who are not requesting Beyond Colgate funds but wish to reserve a van for a class outing, please scroll down to the end of this email.
Beyond Colgate
As you finalize your course plans, I invite you to submit applications to the Beyond Colgate program, which supports course-related travel for spring 2024.
A brief proposal for funding should be sent to April Baptiste (abaptiste@colgate.edu), associate dean of the faculty for global and local initiatives and Cassidy Rodman (crodman@colgate.edu), and should include the following information:
- The course number and title.
- The nature of the trip, and how the trip supports the academic goals of the course.
- Number of participants (student and faculty).
- Location and desired date. If your dates are flexible and you are open to sharing transportation costs with another class, please feel free to mention that in the proposal. Please also be thoughtful in the planned dates of travel to minimize disruption to other courses (see below).
- An estimated budget, including transportation expenses (bus rental, daily Colgate van rental [$50 per day], and estimated mileage for a Colgate van); meals (a maximum of $20 per diem for each person); entrance fees; lodging (if overnight); tolls, tips, and other miscellaneous items.
- Possible funding from departments or programs, including any endowed or discretionary departmental funds available to help defray these costs. (Please consult your department/program chair regarding the availability of such funds.)
Preference will be given to travel that is integral to the course and listed on the syllabus. As these funds are limited, and almost all are awarded on a first-come, first-served basis, we encourage you to submit proposals before the start of the term (and request vans if needed — see below for more details). We will seek to support class trips when unforeseen opportunities arise after the start of term, but we cannot guarantee that all requests can be approved. Support is available for local travel as well as to regional destinations. The budget limit is normally $2,500 per class.
Reminders:
- For Beyond Colgate travel, please use chartered buses (contact info: First Transit 315-228-4287, Hale Transportation 315-853-8670 or Wade Tours 518-355-4500), public transportation, or Colgate vans (see below for reservation instructions). Should you choose to use Hale Transportation, please create an order through Unimarket. Instructions can be found here.
- Students should be discouraged from traveling by personal vehicle. Where such means of transportation is unavoidable, we require that each student sign and submit a risk management form before departure.
- To minimize disruption to academic schedules, we strongly urge faculty, whenever possible, to schedule trips on days when regularly scheduled classes do not meet (after 2:10 pm Fridays and during weekends).
- For those who may be interested in learning more about and/or planning class trips that are tied to the upstate area please contact Julie Dudrick (jdudrick@colgate.edu) of the Upstate Institute and explore the Beyond Colgate storymap.
Short-term Trips
The provost and dean of the faculty, under the global and local initiatives umbrella will support a few short-term trips (normally budgets of $5,000 to $10,000) that will enhance a course that is offered in spring 2024. Short-term trips generally involve overnight stays that extend no more than one week of travel that exceed the Beyond Colgate allocation for a course. The goals of the trip must enhance the course objectives. Proposals for short-term trips should follow the same format as that for Beyond Colgate. Questions about this program should be directed to April Baptiste, associate dean of the faculty for global and local initiatives (abaptiste@colgate.edu), and Danny Barreto, special assistant to the provost and dean of the faculty (dbarreto@colgate.edu).
Van Request Policy for Academic Departments
To request Colgate vans, please contact Shelby King in the physics and astronomy department. To ensure that your request is confirmed before the start of classes, kindly email van requests to Shelby by Monday, Jan. 15, along with the following information:
Dept/Class
Faculty member
Faculty member extension or cell number for planning
Driver name
Driver or other cell number in the event of an emergency
Number of vans
Date(s)
Budget code
Destination
Anticipated number of passengers
Driver(s), if known — note that all drivers (faculty, staff, and students) must have prior authorization to operate any Colgate University-owned, leased, or rented vehicles. Authorization procedures can be found in Colgate’s Driver Safety and Motor Vehicle Use Policy. Authorization must be renewed bi-annually. You may call the Environmental Health and Safety Office in advance of your reservation to confirm whether your authorization is current.
Shelby will work with facilities and academic departments to resolve any potential conflicts. Faculty will receive confirmation of van reservations by Monday, Jan. 22 from Shelby. After Jan. 22, van reservations and waiting lists will be coordinated by facilities using this online van reservation request form.
Best wishes,
April Baptiste, Associate Dean of the Faculty for Global and Local Initiatives