Guidelines for Spouse Travel:
Approved by Interim Term Committee in the Spring of 2004
Spouses may travel with faculty members, and do not need to wait until all students have registered before they are allowed on the trip. However, spouse travel, and any other family visitors must be approved by the Director of Off-Campus Programs. Spouses do not have to pay a visitor fee. They should pay only the “incremental costs” associated with their presence on the trip (airfare, admissions, food, lodging surcharges, etc.) Spouses must sign the same visitor waiver forms as do other interim visitors.
Normally students should not pay for spouse travel – i.e., spouse travel expenses should be borne by the spouse, and should not be entered into the interim course budget form as an accompanying staff member or instructor. Students will already be paying a slightly higher fee because the spouse may be displacing one student, and so the trip costs are spread over one fewer student. This should be the only additional expense for the student.
The presence of the spouse should not change the travel itinerary or availability of the faculty member during interim. Faculty members should continue to travel to and from the off campus site with the students, and be available informally during the interim. One of the benefits of off campus travel is the opportunity for students and faculty to interact in a more informal setting, and the presence of the spouse should not detract from this opportunity. Spouse travel is valued in part because it makes possible the opportunity for students to interact with both spouses, and for students to observe a relationship in a new setting.
If the spouse is bringing particular expertise to the trip some honoraria to the spouse for this expertise may be figured into interim costs. This payment must be approved by the chair of the Interim Term Committee and the Divisional Dean. Honoraria should not be given when the spouse is taking care of arrangements or teaching that normally should be done by the faculty member (e.g., logistical arrangements.) If the spouse is called on to perform an unusual role during the travel (i.e., in the event of an emergency,) compensation can be arranged after travel is completed.
In cases where the class is divided into groups for the entire interim (e.g., for complete adventure-type educational experiences, not just for selected outings during the interim) and a close adult/student ratio must be maintained, a faculty spouse may be one of the accompanying adults. In this case, stipends up to or equal to the cost of participation may be paid to the accompanying spouse and will be added to student cost when developing the budget. However, no extra salary will be paid to the spouse from the academic budget. (Other salary arrangements will depend on the spouse’s employer and are not the subject of this memo.) This unusual circumstance is subject to the approval of the Interim Term Committee. In these situations, a contract listing responsibilities should be developed and signed by both the college and the spouse. The interim committee has the right to deny approval of the entire course if costs will be too high for students in these faculty-intensive courses.
When both spouses are faculty members and are bringing educational expertise to the off campus interim, financial arrangements must be developed and approved by the appropriate department chairs, Academic Deans, and the Director of Off-Campus Programs.