Student Travel Policy (SSE 300-002)

1.0 Purpose

The purpose of this policy is to provide students, staff and faculty with guidelines regarding student travel for student organization-related activities.

2.0 Definitions

Clery / The Clery Act - The Clery Act requires colleges and universities to report campus crime data, support victims of violence, and publicly outline the policies and procedures they have put into place to improve campus safety.

Registered Student Organization - any group whose membership consists of currently enrolled students at Baker College and is formed in an effort to contribute to students’ educational growth, personal and/or professional development.

Trip - For the purpose of this policy, it refers to an organized travel event, including local, out-of-state or international travel.

Trip Leader - Baker College faculty/staff advisor or designated Baker College faculty/staff member who will be accompanying students on the trip.

3.0 Scope

This policy applies to any Baker College student organization.

4.0 Policy Statement

Student organizations, being an important element in the total college experience, and providing enrichment for students’ educational growth and personal development, may provide experiences related to the organization that require travel away from Baker College.  

These policies and guidelines are intended for travel by students who are part of a student organization or a group with a common educational goal. Different and/or additional policies may apply to class field trips, department sponsored programs, and other travel. Please consult with the appropriate program official and the director of student affairs to determine applicability. 

Type of Travel

Different policies and guidelines may apply to the trip based on whether the destination is out-of-state or international. The use of a chartered bus/airfare may be required for long distance trips. In addition, out-of state and international travel may require longer planning periods, additional approvals, additional trip leaders, etc.  

College Approved Travel

All trips must be primarily for educational purposes. The majority of the time spent on the trip (other than sleeping, travel time, etc.) must be spent on activities that have educational value. Examples of acceptable educational activities include conferences, leadership training, college tours, and cultural awareness activities. A trip itinerary and supporting documentation must be submitted to the director of student affairs. The itinerary will include departure and arrival times, destinations, program content/purpose of the different destinations, contact information for destinations and any other relevant information. Baker College reserves the right to restrict, deny, or postpone any college-sponsored or supported student travel program or activity, if in the determination of the director of student affairs the risk of travel is substantial.  

Student Eligibility

Students attending the trip must be currently registered at least part-time at Baker College (cannot be a non-credit class). All students must meet eligibility requirements set forth by the organization or program leadership. 

Financing the Trip

Student organizations/groups are expected to fund their own travel. Student Organizations can use money from their Baker College student organization account that they have earned through fundraising or donations, or charge the individuals traveling. Any funds that are earned or collected must be deposited in the student organization account before use. In order for student organization money to be used for a trip, advisors/trip leaders must be present on the trip.  The College may have funding available to financially support a student’s participation in a professional conference. Not all funding requests will be approved. For consideration please complete the Funding Request Form 

Trip Oversight

The appropriate number of staff/faculty must be available for effective oversight. Trip oversight will be determined by the director of student affairs in conjunction with the trip leader.

Transportation

Carpooling/Student Driven Vehicles - Students may drive personal vehicles to events with prior approval.  Students are not covered under Baker College insurance if traveling in their own vehicle.  

Airline - It is recommended that the individuals travel together on the same flight with trip leaders rather than meeting at the destination.  

Lodging

It is recommended to receive a written quote from several hotels. Some hotels do not accept purchase orders and may require that the trip leader use his/her credit card to hold the rooms. Please see the advisor/program director/director of student affairs for more details about hotel reservations. Advisors/trip leaders may not share rooms with students without prior approval. Approval will be given when the Travel Request Form and supporting documents are reviewed by the director of student affairs. Due to Clery reporting the director of student affairs must notify the campus safety director at their campus of the trip and location for all functions outside of the County.

5.0 Procedures

Planning for the Trip

The trip leader and/or designated students should meet with the director of student affairs periodically throughout the planning process to ensure a successful trip.

Travel Forms

Baker College Student ActivitiesTravel Itinerary Request Form -  must be submitted 15 days in advance of any requested dates of travel to the campus director of student affairs. This form must be approved before any funds will be released for accommodations or the booking of travel or registration requirements. The additional documentation that should be submitted with this form includes: 

• Conference Documentation (conference travel only)

  • Web pager information, or

  • Conference pamphlet, or

  • Official invitation to attend

• Verification of payment (student organization account or student payment)

  • Registration costs

  • Meal costs

  • Travel costs

• Accommodations

  • Provide a student attendee count and the amount of rooms required

  • Final hotel information

• Travel

  • Provide specific details on the flight/bus itinerary desired with departure and arrival windows, airports for departure and arrival, and accommodations required (wheelchair, kosher meal, etc.) 

  • Provide specific details regarding car rental including size/type of vehicle, name/date of birth of driver, and pick up and drop off locations and time frames. 

Consent and Release Agreement - All students traveling on a trip must complete a Consent and Release Agreement. This form needs to be received by the director of student affairs NO LATER than 1 business day prior to the trip. The advisor/trip leader also needs to retain a copy of these forms to have available in the event of an emergency during the trip. 

Extracurricular/Outing Form -  This form must be submitted to the director of student affairs along with a final participant list and all Consent and Release Agreement forms no later than 1 business day prior to the trip.

6.0 Responsibilities

Organization Officers/Student Representatives

• Assist in making travel arrangements in cooperation with the faculty/staff advisor (trip leader)

Student Members

• Students (including organization officers/student representatives) are expected to conduct themselves as representatives of Baker College. Students shall abide by all policies set forth in the Baker College Student Handbook while on the trip. 

Trip Leaders

• Assist the organization officers.student representatives in making travel arrangements

• Provide guidance in regard to following Baker College policies

• Provide guidance and oversight to the students during the trip. 

Director of Student Affairs (DSA)

• Provide policy guidance to the student organization, its representatives and the trip leaders.

• Approve or deny the trip

7.0 Citations & Related Information

Document A:  Consent and Release Agreement

Document B:  Extracurricular/Outing Form

Document C: Funding Request Form

Document D: Travel Itinerary Request Form