Transcript Document
Student Organizations Academy 2014
OFF-CAMPUS TRAVEL:
TRIPS & EVENTS
Session 4
3:00-3:50pm
Leah Busam Klenowski
Senior Director for Student Affairs
Office of Student Involvement
OFF-CAMPUS TRAVEL:
ROAD MAP
Rules of the Road = Xavier Policies
Road Permits = Xavier Procedures & Forms
Tips & Best Practices
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
Current Policies
Trip and Travel Itinerary (Office of Student Involvement)
Club Sports Travel Policies (Recreational Sports Department)
Trip and Travel Guidelines (Risk Management)
Coming Soon
Student Domestic Travel Policy (Office of Student Involvement)
Student International Travel Policy (Center for International Ed)
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
Travel Defined
Enrolled Undergraduate and Graduate Students
Beyond 25 miles of Xavier OR including an overnight stay
Includes:
Travel organized or sponsored by a registered student
organization or department
Travel required for a team or group
Travel required for a course or class
Fully or partially funded by Xavier University
Uses the Xavier University name
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
Does Not Include:
Travel to events as a spectator, unless sponsored by the
university or student organization
Travel as part of student-teaching, internships, practicums,
observations or research, unless the research is organized by a
member of the faculty
NCAA student athletics travel (NCAA rules and regulations)
Student international travel (International Travel Policy)
Personal student travel
To and from a student’s home
Non-university sponsored holiday or break trips
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
Chaperones
Overnight Trips = REQUIRED
Day Trips = NOT REQUIRED
Encouraged where possible
Required if activity is high risk (i.e. whitewater rafting)
Designated faculty or staff member must be available by phone
Chaperone Expectations Document
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
Chaperones
Full time Xavier employees (faculty or staff)
Preferred: Student organization advisor
Possible Exemptions (by request only):
Part-time employees or coaches
Graduate assistants or interns
Volunteer advisors (this is specially designated role)
Not acceptable:
Parent or other student relative
Graduate student (not serving in a paid position with Xavier)
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
Compliance with University Policies
Student Handbook: all expectations and policies apply
Alcohol & Other Drugs Policy:
“The consumption of alcohol is not permitted when students travel as part of a
University event or organization, regardless of the students’ legal drinking age.
Students are prohibited from bringing alcoholic beverages to those functions and will
be subject to conduct proceedings should a violation occur.”
Accounts Payable Policy:
Must be an approved trip in order to use student organization funding
Trip expenses must comply with all applicable policies (no alcohol, etc.)
OFF-CAMPUS TRAVEL:
ROAD PERMITS
Trip and Travel Itinerary Form
Submit no less than 10 days prior to travel
Departure times and locations for each leg of the trip
Transportation related information
Airline info and flight schedules
Bus company
Names of drivers
Place(s) of lodging, phone number, address, duration of stay
Trip participants, including names and banner IDs
Chaperone information
Must be approved by student organization advisor
Receive official authorization from Office of Student Involvement
OFF-CAMPUS TRAVEL:
ROAD PERMITS
Participant Waiver and Release Forms
Each participant (or parent if participant is under 18 years)
must sign the appropriate waiver and release form
Waiver and Release Matrix
Take the original forms on the trip
Provide a copy of the forms to Xavier Police prior to
departure
OFF-CAMPUS TRAVEL:
ROAD PERMITS
Health Insurance & Medical Authorization Forms
All participants are required to have health insurance
Submit appropriate medical authorization form (see matrix)
Include copy of front and back of insurance card
Take the original forms on the trip
Provide a copy of the forms to Xavier Police prior to departure
OFF-CAMPUS TRAVEL:
ROAD PERMITS
Transportation Policies
Personal Vehicles:
Xavier does not provide coverage for personal vehicles
Students driving their own vehicles are entirely dependent upon
their personal insurance
Short Term Rentals:
Must be rented under the name of Xavier University
Renters should do not purchase comprehensive and collision
insurance provided by the rental agency
Bus or Motor Coach Rental:
Request a Certificate of Insurance naming Xavier University as
additional insured relative to dates of travel
File a copy in the office of Risk Management & Insurance
OFF-CAMPUS TRAVEL:
ROAD PERMITS
Transportation Policies
Drivers must be at least 21 years of age and complete a driver
authorization form at Risk Management & Insurance website
Drivers must agree to university driving policies stated in
Vehicle Use Policy
Drivers of 12 or 15 passenger vans must complete additional
mandatory requirements if driving as stated in Van Driver
Mandatory Safety Training Policy
Drivers should carry of proof of insurance card, available
through the Office of Risk Management & Insurance
OFF-CAMPUS TRAVEL:
ROAD PERMITS
Incident Reporting
Report any safety or conduct related incidents to the appropriate
campus authority as soon as possible
Safety Related: Ken Grossman
Insurance Related: Mary Beth Townsley
Conduct Related: Jean Griffin
Sex Discrimination Related: Kate Lawson
Gather thorough notes and pictures where appropriate
Incident reporting form coming soon
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
Designate a TRAVEL MONITOR
Submits and tracks travel forms, including itinerary and contact
information for each traveler
Arranges a pre-travel meeting with to review emergency procedures
Submits any necessary follow-up reports or incident documentation
Carries emergency contact information, proof of medical insurance
coverage, and the authorization for emergency medical treatment
for each participant.
Identify an ON-CAMPUS CONTACT
Available via phone for duration of travel
Knowledgeable about trip details and traveler information
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
Create a “CALL TREE” for each traveler
Electronic and/or paper copy
Traveler names and cell #
Xavier Police emergency # - (513) 745-1000
Destination details
Phone numbers and addresses of local contacts
Checklist of emergency procedures
Include absence of or separation from group
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
Manage your BUDGET
Create a detailed budget for your trip
Apply for funding from Student Organization Resource Fund
Will not fund same trip within a two-year period
Will fund:
Airfare up to $300/traveler
Busing, car rental, taxi, or public transportation
Mileage reimbursement ($.55 up to 250 miles)
Conference registration up to $75/person
Hotels up to $55/night/person
Meals based upon federal per diem at www.gsa.gov/perdiem
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
Explore your TRAVEL DESTINATION
Allow time for site-seeing
Use the trip to experience something special about your
destination
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
Establish GROUP EXPECTATIONS
Pre-travel meetings – departure times, attire, behavior expectations
Set check-in times and locations
Start of Day
End of Day
Post trip debrief
Share LEARNING OPPORTUNITIES
Divide and conquer sessions
Create a space to report back on learning
OFF-CAMPUS TRAVEL:
DESTINATION
Questions??
Leah Busam Klenowski
[email protected]
513-745-4879