Mines Student Travel Form

2024 TRAVEL REPORTING IS NOW CLOSED

If you need to submit a previous travel form before 2025, please contact clery@mines.edu for assistance.

Clery Travel Forms for University Sponsored Student Travel 

Information on Clery Act-qualifying student trips is needed by Campus Safety & Security for follow-up with the local law enforcement agency associated with the trip location. 

The Jeanne Clery Campus Safety Act (Clery Act) is a federal law requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information that occur within the University’s Clery reportable geography.  Included is the requirement to disclose on an annual basis crime statistics that occur during university sponsored/arranged domestic and international student trips. Colorado School of Mines personnel who are administratively responsible for domestic and international student trips are expected to report student trip information for compliance regardless if any Clery Act reportable crimes occurred. 

After your Clery Act Student Travel Form has been submitted, Campus Safety & Security will follow-up with the local law enforcement agency associated with the trip location. Campus Safety & Security will send a request to the trip location local law enforcement agency to determine if any Clery Act qualifying crimes (occurring during the trip time frame and at the University arranged accommodation and/or related academic space) were reported directly to the local law enforcement and thus may not be known to University personnel. 

Please contact The Office for Institutional Equity at oie@mines.edu with any questions you may have.

Reportable Trips

For trips to be reportable, The Colorado School of Mines must have 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 the University directly or indirectly rents, leases, or has some other type of written agreement (including an informal one, such as a letter or an e-mail) for use of a building or property, or a portion of a building or property. Even if there is no payment involved in the transaction, for Clery Act purposes, a written agreement for the use of space gives the University control of that space for the time period specified in the agreement. 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. The controlled space must be used in direct support of, or in relation to, the institution’s educational purposes and frequently used by students. The Colorado School of Mines defines “frequently used by students” as meeting at least one of the following two criteria: 

  • More than one night 
  • Repeated use of the same location    

Note: Day trips and student-organized or private trips are not reportable. 

Study Abroad Taught and Housed by a Third Party or Local Institution

If the University sends students to study abroad at a location or facility that the University doesn’t own or control, the University does not have to include statistics for crimes that occur in those facilities. If the University rents or leases space for students in a hotel or student housing facility, the University is in control of that space for the time period covered by the agreement. For example, if there is an agreement with another institution to allow Colorado School of Mines students to enroll, but not to provide specific rooms, etc., the University does not have Clery reporting requirements.  

How to Report Clery Act Qualifying Student Trips

Trips that meet the established criteria must be reported via a Clery Act Student Travel Form. The Clery Act Student Travel Forms can be submitted after travel is completed to ensure complete information, for example room numbers. Forms can be submitted before travel if all information is known but must be submitted within two (2) weeks of the conclusion of travel.