Purpose
These guidelines help Santa Clara University (SCU) students, faculty, and staff safely use short-term rental platforms (e.g., Airbnb, VRBO, Booking.com) for SCU-related travel. They provide clear instructions on contracting, safety, and responsibilities, while explaining why travelers contract individually rather than the university.
Important Context
For safety, privacy, and consistency, SCU business travelers should first attempt to use standard commercial lodging (e.g., hotels or motels) whenever feasible. In some cases, lodging through a short-term rental platform may be preferable due to cost, availability, or other business needs. In those cases, travelers must follow these guidelines and comply with the SCU Travel Policy.
Short-term rentals differ from hotels in that they are often privately owned, less regulated, and may not be subject to the same insurance, safety, or inspection requirements. If the university were the contracting party, injuries, property damage, fires, slip-and-fall incidents, or other hazards could become premises-liability claims against SCU.
Accordingly, short-term rental agreements must be entered into in the traveler’s individual name. This contracting requirement is limited to the lodging agreement itself and does not change the traveler’s status as acting within the scope of SCU business or the applicability of university policies.
1. Contracting and Payment
Faculty and Staff Travelers
- A faculty or staff member traveling on SCU business ("Traveler") must contract in their own name, not in the name of SCU.
- Because short-term rental agreements are entered into in the traveler’s individual name, travelers are responsible for complying with the rental terms and conditions and for any damages or losses arising from their use of the property. Consistent with the context above, SCU does not assume contractual obligations or premises-liability responsibilities associated with privately owned short-term rentals.
- Travelers may not ask or require others (e.g., administrative staff, student workers) to enter into the rental agreement on their behalf.
- Travelers pay the host directly. If using SCU-approved T&E cards, follow normal travel reimbursement procedures.
- Travelers are personally responsible for reviewing and complying with the rental agreement terms, including cancellation policies, check-in and check-out times, occupancy limits, and house rules.
- Short-term rentals should be booked only when hotels or other commercial lodging are unavailable or impractical.
Cancellation
- Travelers are strongly encouraged to select rentals with flexible cancellation policies.
- The university may not be responsible for paying cancellation fees associated with short-term rentals.
- The university may reimburse non-refundable, unused travel expenses (e.g., airfare change fees or lodging cancellation penalties) only when a cancellation is unavoidable (such as emergency medical issues), necessary for university business reasons, or due to circumstances beyond the traveler’s control, and consistent with the SCU Travel Policy. Travelers are expected to make reasonable efforts to obtain refunds from service providers.
Students and Student Organizations
- Students may not contract directly with hosts.
- Supervisors or designated SCU staff book on behalf of students, preferably in their own name, following the same safety standards as employees.
- Student organizations must follow SCU policies for lodging and travel; contact the Center for Student Involvement for guidance.
2. Safety and Property Standards
Before booking, travelers should review the listing and confirm that the property meets basic safety and practical expectations, including (as applicable):
- Presence of smoke detectors and other basic life-safety features
- Secure doors and locks
- Adequate lighting at entrances
- Clearly defined and reasonably proximate parking
- Location and neighborhood considerations
- Distance from the conference, meeting site, or other business location
- Awareness of environmental or regional risks (e.g., severe weather, wildfire, flooding)
Travelers should also:
- Review recent guest feedback for any safety or functional concerns (e.g., plumbing issues, stair hazards, reversed hot/cold fixtures)
3. Traveler Responsibilities
- The Traveler must serve as the primary point of contact with the host and confirm the dates, terms, and conditions of the rental.
- The university will not pay or reimburse charges incurred due to a traveler’s non-compliance with rental terms or house rules.
- Travelers must comply with all applicable SCU policies and expectations while traveling on university business.
Room Sharing and Guests
- Travelers are strongly discouraged from sharing lodging.
- Travelers may not share rooms or bedrooms with:
- Students
- Minors (under age 18) who are not related to the traveler
- Employees with whom the traveler has a direct or indirect supervisory relationship
- Travelers cannot be required to share a room or bedroom.
- Travelers may not sublet the property or invite unauthorized guests.
- Travelers are responsible for the conduct of their family members and any authorized guests.
Prohibited or Discouraged Activities
- Travelers may not use fireplaces, barbecues, or other potentially hazardous amenities.
Issues and Incidents
- Travelers must promptly report rental issues (e.g., safety concerns, host disputes) to their department and SCU Risk Management.
4. Emergency and Reporting
- If safety or property issues arise during the stay, contact your department immediately.
- SCU Risk Management is available to assist with incidents but does not assume contractual responsibility for the rental.
- Follow all local emergency protocols if an urgent safety issue occurs.
Questions? Contact: risk@scu.edu.