Passenger Manifest Policy

Gettysburg College Passenger Manifest Policy

Policy Owner Office of Risk Management
Contact Information Tanya Keller
Approval Authority President
Approved By Bob Iuliano, President
Approval Date 9/19/25
Effective Date 9/19/25
Date of Last Review n/a
Date of Next Review 2028
Related Policies Gettysburg College Driver Policy; Gettysburg College Privacy Policy

On this page:

  1. Purpose of Policy
  2. Scope of Policy
  3. Definitions
  4. Policy Description
  5. Policy Management
  6. Related Materials

Purpose of Policy

The purpose of the Passenger Manifest Policy is to enhance the safety of students, during College-provided Transportation. By maintaining a comprehensive list of student passengers, Gettysburg College can account for individuals in the event of an emergency or unforeseen circumstances during transit.

Scope of Policy

This policy applies to all College-provided transportation where students are passengers.

This policy does not apply to:

  • College events where transportation is booked through the Transportation Office and that runs as a Looping Service.
  • Shuttle services that run to mass transit centers.
  • Travel within Gettysburg zip code 17325.

Definitions

Approved Activity: College-sanctioned events, programs, or trips that have been properly authorized through established procedures.

College Business: Activities conducted on behalf of the College by authorized individuals in fulfillment of their assigned duties.

College-provided Transportation: Trips that depart from or arrive at Gettysburg College using a vehicle owned, leased or rented by the College or any vehicle driven by an authorized Driver as per the College’s Driver policy

Group Leader: An employee, student, department or approved organization within the College responsible for the transportation, including booking, approvals, and payment.

Looping Service: Traveling a circuit with established stops and no requirement for passenger reservations.

Responsible Person: An employee who coordinates with the Group Leader and travels in the vehicle. This person is responsible for maintaining an accurate passenger manifest.

Passenger Manifest: A Passenger Manifest is a list that includes the details of all student passengers who are in the vehicle.

Shuttle Services: Shuttles operate with a reservation and at specific times set by the Transportation Office to and from mass transit centers (MTC).

Policy Description

Day Travel

No College-provided transportation may depart without a complete and accurate passenger manifest.

The manifest must be stored electronically and accessible to the Transportation Office, Campus Safety and the Office of Risk Management. Each one-way trip requires a separate passenger manifest that must be updated for accuracy.

Each Group Leader is responsible for ensuring that a passenger manifest is used for all college-sponsored transportation.

All day travel requires completion of the Day Travel Notice Form prior to departure, unless using an alternative online system approved by the Office of Risk Management.

If you are using an alternative online system, the passenger manifest must include:

  • Date and destination of travel
  • Departure and return times
  • Responsible Person and contact information (participating in the travel)
  • For each student passenger:
    • Legal name
    • Cellphone number (for use during travel) and email address
    • Emergency contact information
    • For return trips: confirmation of passenger participation in return leg

Overnight Travel

For all overnight travel involving students, the Overnight Travel Notification Form must be completed prior to departure.

If the Overnight Travel Notification Form is completed, the Day Travel Notice Form or approved alternative only system is not required. However, all other applicable travel procedures and documentation must still be followed.

This is the link to the Overnight Travel Form.

Policy Management

The Office of Risk Management is responsible for overseeing the Passenger Manifest Policy. The Office of Risk Management, with assistance from the Transportation Department, Athletics, the Provost’s Office and College Life, is responsible for the implementation and enforcement of the policy.

This policy is intended to be consistent with all other applicable College policies, including, but not limited to the College’s Privacy Policy, and shall be interpreted in a manner that upholds the principles of student data protection and institutional compliance.

Private Transportation Waiver (On Student Dashboard)

College Accident Procedure

Overnight Travel Form

Day Travel Notice Form