Transcript Student Travel Guidelines

Student Travel Guidelines
Welcome to Collin College’s
Mandatory Online Travel Orientation
Definition of Travel
“Travel is defined as any
approved Collin
College-related activity
during or outside of
usual working hours
taking place anywhere
other than a campus
location” (current
student handbook,
Section 6.32 Student
Travel).
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Mandatory Online Travel Orientation
PURPOSE:
1)
To review pertinent Collin College information and student travel policies.
2)
To provide safety information for students attending Collin College-sponsored
events.
3)
To meet Collin College’s requirement of mandatory travel orientation for all
students and advisors* who travel with students on both day and overnight
trips.
*NOTE: Anyone traveling with students and serving as an
advisor, faculty member, coach, advisor of record, or
responsible party will be referred to herein as an “advisor.”
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Mandatory Online Travel Orientation
(Cont’d.)
ANNUAL REQUIREMENTS:
●
Mandatory online travel orientation is required for both students and advisors once
every academic year.
●
An academic year is defined as September 1st through August 31st of the following
year (e.g., September 1, 2013 – August 31, 2014).
●
Mandatory online travel orientation and the Mandatory Online Travel Orientation
Acknowledgment form must be completed a minimum of three (3) academic
calendar days (not including weekends) prior to departure.
●
Upon completion of the mandatory online travel orientation, every student and
advisor must fill out and submit the Mandatory Online Travel Orientation
Acknowledgment form. Instructions for completing this form can be found at the
end of this presentation.*
*Note: If a student submits the Mandatory Online Travel Orientation
Acknowledgment form for someone other than him/herself, the student will face
disciplinary action from the Dean of Student Development Office. If an advisor submits
the Mandatory Online Travel Orientation Acknowledgment form for someone other
than him/herself, the matter will be referred to Human Resources.
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Travel Approval Required
All travel to a college-sponsored event at a location other than a
Collin College campus must be approved prior to departure
and in accordance with college policies.
College-sponsored events off campus may be approved for three
(3) reasons:
1) Academic-must be authorized and approved by the academic dean and
the appropriate campus vice president/provost.
2) Athletic-must be authorized and approved by the director of athletics
and the appropriate campus vice president/provost.
3) Student organization-must be authorized and approved by the director
of student life and the dean of student development or designee.
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Important Things to Remember
●
Attending Collin College-sponsored
events off campus is a privilege not
a right.
●
Students and advisors participating
in off-campus events are on
“college time” from the moment
they arrive at the departure site until
they return to the drop-off site at the
end of the trip. “College time”
includes:
1) time spent participating in the
event,
2) time spent traveling to and from
the event, and
3) all free periods throughout the
trip.
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Liability Waiver Forms
STUDENT GUIDELINES:
1) A student must complete a new Liability Waiver form for every off-campus
academic or student organization event.
2) An Athletic Liability Waiver form will cover a student’s athletic travel for the entire
athletic academic year (i.e., September 1st – August 31st). However, student athletes
attending off-campus academic or student organization events must follow the
procedure outlined in item #1 above.
3) Liability Waiver forms are available through:
- the academic dean offices,
- the Student Life Offices,
- athletic coaches (for Collin College student athletes only), or
- online at:
http://www.collin.edu/studentresources/deanofstudents/Files/Liability_Waiv
er.pdf
4) All Liability Waiver forms must be completed and submitted a minimum of
three (3) academic calendar days (not including weekends) prior to travel.
5) It is each student’s responsibility to ensure all forms are legible, filled out
completely, and returned to the appropriate office(s) prior to the deadline.
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Liability Waiver Forms (Cont’d.)
ADVISORS GUIDELINES:
●
A copy of each Liability Waiver form
along with a list of all attendees must be
left with the proper custodian of records
for every off-campus event.
●
The custodians of records are:
1)
2)
3)
academic travel - appropriate academic
dean,
athletic travel - director of athletics, and
student organization travel - director of
student life.
●
Advisors must have access to students’
Liability Waiver forms at all times.
●
Do not place these forms in checked
baggage or the storage compartments of a
bus or plane.
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●
Advisors do not need to complete
Liability Waiver forms.
●
Prior to departure, advisors should
review all Liability Waiver forms to
ensure they are complete and legible.
●
Students who fail to complete a
Liability Waiver form a minimum
of three (3) academic calendar
days (not including weekends) prior
to the off-campus event will not be
allowed to travel.
Student Travel Commitment Form
 If college funds will be allocated for students to attend an off-campus
event, each student traveling to the approved event must sign a
Student Travel Commitment form. This form is available through the
Student Life Offices or at:
http://www.collin.edu/shared/shared_campuslife/PDF/Travel_Com
mitment.pdf
 If a student is unable to attend the event, he/she will be required to
reimburse the college for the full amount of costs incurred by the
college (including, but not limited to, tickets on a common carrier,
conference registration fees, hotel fees, etc.) within 30 days, as stated
on the form. A hold will be placed on the student’s academic record
and transcripts until the full amount allocated is reimbursed.
 If refunds are available, it is the student’s responsibility to request
them. Neither Collin College nor any of its representatives will seek
refunds on a student’s behalf.
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Travel Exceptions
 Advisors are not
authorized to make travel
exceptions.
 Students must receive
approval for travel
exceptions from the
appropriate
administrators (see slide
#5 for more information).
 To request travel
exceptions, students must
complete the Release of
Liability via Alternative
Transportation form.
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Release of Liability via Alternative
Transportation Form
 This form must be completed by any students who need to request
travel exceptions.
 Travel exceptions include, but are not limited to, the following:
- Leaving a trip early
- Traveling in a different manner
- Staying late
- Taking a personal vehicle over 60 miles one (1) way
- Using alternate transportation not provided by Collin College
 Release of Liability via Alternative Transportation forms are
available through:
- the academic dean offices,
- the Student Life Offices,
- athletic coaches (for athletes only), or
- online at:
http://www.collin.edu/shared/shared_campuslife/PDF/Release_of_Liability
_Via_Alternate_Transportation.pdf
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Release of Liability via Alternative
Transportation Form (Cont’d.)

It is the student’s responsibility to:
1) Fill out the Release of Liability via Alternative Transportation form in its
entirety (do not leave anything blank).
2) Provide a written rationale for why the exception is needed and include
supporting documentation such as: an academic requirement, work conflict,
child care issue, medical information and/or doctor’s note, etc.
3) Provide an alternate itinerary (including the route that will be taken if
driving a personal vehicle).
4) Submit the form to the appropriate administrators for consideration a
minimum of five (5) academic calendar days (not including
weekends) prior to departure.

Remember: before making alternate arrangements or purchasing airline,
train, or bus tickets, students must receive prior written approval from the
appropriate administrators (see slide #5 for more information).

If the travel exception is not approved by each of the appropriate
administrators, the student will need to travel with the group if he/she still
chooses to participate.
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Modes of Transportation
College Provided Transportation
 Examples of college provided transportation include, but are not
limited to: plane tickets, bus tickets, a chartered bus, college-owned
vehicles, and college-leased vehicles.
 If Collin College is providing a specific mode of transportation, all
students and advisors are expected to travel together as a group
both to and from the event, regardless of distance.
 A student cannot travel separately from the group (e.g., leave early,
stay late, travel on a different flight, take a personal vehicle, etc.),
unless the student submits a Release of Liability via Alternative
Transportation form and receives prior written approval from the
appropriate administrators (see slides #5, #11, and #12 for more
information).
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Modes of Transportation (Cont’d.)
Personal Vehicles:
● If the trip is less than 60 miles one (1) way, the college may
elect not to provide transportation for all students and advisors
to travel together.
● In these instances, students and advisors may drive their
personal vehicles, and students are not required to submit a
Release of Liability via Alternative Transportation form.
● The college does not permit students to carpool. Advisors and
student organization leaders should not organize carpooling to
and from events.
● Advisors cannot transport students in their personal vehicles.
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Transportation: College-Owned
or -Leased Vehicles
●
Examples of Collin College-owned or
-leased vehicles include:
1) vans or cars owned by the
college reserved through Plant
Operations, and
2) vans or cars rented through the
college’s Enterprise Contract
(unless an exception is granted
by the Business Office).
●
Requisitions must be entered in
CougarMart to pay for rentals prior
to departure.
●
The largest van permissible to rent is
a 12-passenger van. However, no
more than eight (8) passengers
and one (1) driver may travel in
a 12-passenger van. No
exceptions.
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
Students are not allowed to drive
Collin College-owned or -leased vehicles.

Advance written approval from the
appropriate administrators must be
obtained before any Collin College
employee transports students in a Collin
College-owned or -leased vehicle (see
slide #5 for more information).

Drivers who transport students in a
Collin College-owned or -leased vehicle
must review and adhere to the
Transportation Management Board
policy (CJ LOCAL). (All Board policies
are available online. See slide #20 for
website information.)
Transportation: Common Carriers

Common carriers include:
1)
2)
3)
4)
5)
airlines,
bus companies (e.g., DART,
Greyhound),
chartered buses,
shuttles, and/or
trains (e.g., Amtrak, TRE).
●
Students are expected to arrive at
the departure site by the
designated time.
●
If a student misses the flight
and/or scheduled departure,
he/she cannot travel separately
and must contact the advisor
immediately. Any exceptions
must be approved by the
appropriate administrators (see
slide #5 for more information).
●
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Requisitions must be entered in
CougarMart to pay for tickets
and chartered buses prior to
departure.
Transportation: Common Carriers
(Cont’d.)
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
Bus companies must provide
insurance documentation
showing a minimum of
$5,000,000 in coverage and be
approved by Collin College’s risk
management officer.

Contact one of the Student Life
Offices for a list of bus companies
that have provided insurance
documents and been approved by
the college’s risk management
officer.

Individuals not affiliated with
Collin College (i.e., non-students,
non-advisors) cannot travel in
Collin College-owned or -leased
vehicles or a chartered bus.
Expectations for Advisors
● Conduct themselves in a professional manner at all times.
● Coordinate room assignments and notify students of their
room numbers.
1) Students may not change rooms without the advisor’s
prior approval.
2) Students of the opposite sex may not share a room.
3) Students may not share a bed.
4) Advisors may not share a room with students.
● Travel to and from all events with the students.
● Be accessible to the students throughout the trip.
● Any exceptions to the travel policies must be authorized and
approved by the appropriate administrators prior to
departure (see slide #5 for more information).
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Expectations for Advisors (Cont’d.)
 Facilitate a daily meeting.
1)
2)
Daily meetings must be held at least once each day throughout the
trip.
The purpose of daily meetings is to give the entire group an
opportunity to touch base, address any issues, and communicate
information.
 Keep all student Liability Waiver forms on-hand
throughout the trip.
 Establish contact procedures for the group prior to travel
and communicate these procedures to the students.
 Advisors will obtain contact information to reach
appropriate administrators after hours (see slide #5 for
more information).
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Expectations for Advisors (Cont’d.)
 Enforce all Collin College
rules and regulations to the
best of their ability.
 Review the following Collin
College documents prior to
travel:
1) Student Travel, FK (LOCAL
and Regulation);
2) Employee Standards of
Conduct, DH (LOCAL);
3) Transportation
Management Policy, CJ
(LEGAL and LOCAL); and
4) the Student Code of Conduct.
Board policies can be found at:
http://pol.tasb.org/home/index/304
The Student Code of Conduct can be
found at:
http://www.collin.edu/studentresource
s/personal/studenthandbook.html
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Expectations for Students
 Treat others with dignity
and respect.
 Represent themselves and
Collin College in a
courteous and professional
manner at all times.
 Understand that when
traveling, students serve as
ambassadors of Collin
College and they should act
as role models for their
fellow students.
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Expectations for Students (Cont’d.)
 Comply with all Collin College
policies and procedures.
 Comply with all directions from
advisors.
 Follow the contact procedures
established by advisors in the
event of an emergency.
 Travel to and from all activities
and events with advisors.
 Arrive at all programs and events
on time and attend all sessions.
(Note: attending optional activities
is at the discretion of each
individual.)
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Expectations for Students (Cont’d.)
 Abide by the Student Code of Conduct (Code) throughout the trip. The Code can be
found at: http://www.collin.edu/studentresources/personal/studenthandbook.html
 The Code “applies to all Collin College students while at Collin College, on Collin
College property, and/or while attending Collin College-sponsored activities on
or off campus” (current student handbook, p. 128).
 At a minimum, students should read the following sections of the Code in the
current student handbook prior to travel: Chapter 1 – Students’ Rights and
Responsibilities and Chapter 2 – Code Violations.
 Pay close attention to the following Code violations:
7-2.1 Alcohol and Drug Use Prohibited
7-2.4 Other Offenses
Remember: failure to comply with the Code, the information in this presentation,
and/or advisors’ directions will lead to immediate disciplinary action with the Dean
of Student Development Office.
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Discrimination, Harassment,
Retaliation and/or Sexual Violence
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● Collin College prohibits all forms of
● Any student who feels he/she has
discrimination, harassment,
retaliation, and/or sexual violence.
experienced prohibited conduct should
immediately report the incident to
an appropriate Collin College Campus
Security Authority:
- advisor,
- dean of student development or
designee,
- police officer,
- Counseling Services staff, or
- ADA/Title IX/Section 504
coordinator.
● For definitions and additional
information on Collin College’s
policies and procedures, see the
following sections of the Student Code
of Conduct in the current student
handbook:
7-1.2 Discrimination,
7-1.3 Harassment,
7-1.4 Retaliation, and
7-1.9 Prohibition Against Assault.
● Norma Allen is Collin College’s
ADA/Title IX/Section 504
Coordinator, and she can be reached at
972.758.3849 or [email protected].
● The Code can be found at:
http://www.collin.edu/studentresour
ces/personal/studenthandbook.html
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Inclement Weather and Emergency
Procedures
 If Collin College is closed due to inclement weather:
1)
2)
The advisor must contact the appropriate administrator(s) (see slide
#5 for more information) to ascertain whether the group will be
allowed to attend the scheduled event.
The advisor should then relay to the student participants whether or
not the trip will still occur.
 If an incident occurs during the trip (e.g. medical
emergency, disciplinary matter, etc.):
1)
2)
The advisor must immediately notify the appropriate
administrator(s) (see slide #5 for more information).
If the incident is a disciplinary matter, the advisor must complete
a Student Incident Report form during or immediately upon return
from the trip. The Student Incident Report form can be found at:
https://www.collin.edu/studentresources/deanofstudents/forms/stu
dent_incident_report.html
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Inclement Weather and Emergency
Procedures (Cont’d.)
 If a physical or medical emergency occurs, dial 911
immediately and report the incident. Be prepared to
give the dispatcher the following information:
1)
2)
3)
4)
your name,
location of the incident,
description of the incident and who is involved, and
what service(s) are needed (e.g., police only, police and ambulance,
fire, etc.).
 Do not attempt to intervene in the situation except in
the case of self-defense or self-preservation.
 After reporting the incident to 911:
1)
2)
Students should immediately notify the advisor of the situation.
The advisor should immediately notify the appropriate
administrator(s) (see slide #5 for more information).
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Safety
 Consider sharing relevant
medical information (e.g.,
medical conditions,
prescription medications)
with the advisor.
 Trust your instincts and
immediately report any
concerns to the appropriate
party (e.g., advisor, hotel
desk staff, police, etc. ).
 Provide advisor(s) with the
best method to contact you in
case of emergency (e.g.,
CougarMail, cell phone, etc.).
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
Students must always obtain
the advisor’s permission before
leaving the hotel or event site.

Be careful about wearing
identifying information away
from the event site. Nametags
indicate an individual is a visitor
to the area by providing
personal information to
strangers (i.e., name, college
affiliation, etc.). Providing this
type of identifying information
could cause an individual to be
harassed or targeted by
criminals.
Hotel Safety and Expectations
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●
Keep hotel room doors locked. Do
not leave the door open even
when getting ice or stopping by
another person’s room.
●
Identify who is on the other side
of the door before opening it and
use the peephole, if available.
●
If a hotel staff member is at the
door and no one in the room
requested assistance, contact the
front desk to ensure the person is
who he/she says before opening
the door.
Hotel Safety and Expectations (Cont’d.)
● Do not remove anything from
the room upon departure other
than the complimentary
toiletries. Towels, robes, irons,
blow dryers, light bulbs, etc.
must remain in the room.
● Room occupants will be held
financially responsible for any
damage to hotel rooms.
● Remember there are other
guests staying in the hotel who
may not be associated with the
event. Be respectful and mindful
of noise in hotel rooms and
hallways, especially in early
morning or late evening hours.
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Contact Information
If problems arise on an academic trip, contact the appropriate academic dean’s
office. Contact information for the academic dean’s offices can be found at:
http://www.collin.edu/administration/ProvostsAndDeans.html
If problems arise on an athletic trip, contact the director of athletics at
972.548.6800.
If problems arise on a student organization trip, contact any Student Life Office:
CPC: 972.548.6788
PRC: 972.377.1788
SCC: 972.881.5788
Mon, Tues, Thurs, and Fri - 8 am to 5 pm
Wed - 8 am to 8 pm
Mon and Tues - 8 am to 8 pm
Wed, Thurs, and Fri - 8 am to 5 pm
Mon, Tues, Wed, and Thurs - 8 am to 8 pm
Fri - 8 am to 5 pm
After hours or on weekends, contact Collin College’s Police Department Dispatch at
972.578.5555.
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Mandatory Online Travel Orientation
Acknowledgment Form
All students and advisors must complete the Mandatory
Online Travel Orientation Acknowledgement form after
completing mandatory online travel orientation in order to
receive credit and be allowed to travel to Collin Collegesponsored events off-campus.
The Mandatory Online Travel Orientation
Acknowledgement form can be found at:
https://www.collin.edu/studentresources/deanofstudents/fo
rms/mandatoryonlinetravelform.html
Be sure to complete all sections and click on “Submit” at the
bottom of the page.
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