Student Travel Policy (SSE 300-002)

1.0 Purpose

The purpose of this policy is to establish consistent requirements for student travel associated with for student organization activities, ensuring that such travel supports educational enrichment, safeguards student well-being, and aligns with Baker College standards.

2.0 Definitions

Clery / The Clery Act - A federal law requiring colleges and universities to collect and report campus crime data, support victims of violence, and maintain policies to enhance campus safety.

College-Approved Travel - Travel that has been formally reviewed and authorized by the Director of Student Affairs in accordance with this policy.

Director of Student Affairs (DSA) - The Baker College administrator responsible for approving student travel, providing policy guidance, and ensuring compliance with institutional and regulatory requirements.

Educational Purpose - Activities that directly support student learning, leadership development, cultural awareness, or professional growth, such as conferences, training, or campus tours.

Registered Student Organization (RSO) - A group composed of currently enrolled Baker College students, formally recognized by the College, and established to support students’ educational, personal or professional development.

Trip - An organized travel event, undertaken by a student organization, including local, out-of-state or international travel.

Trip Leader - A Baker College faculty/ or staff advisor, or another designated Baker College faculty or staff member who accompanies and provides oversight during the trip.

3.0 Scope

This policy applies to any Baker College student organization.

4.0 Policy Statement

Student travel associated with recognized student organizations, is a component of the Baker College experience, providing opportunities for educational enrichment, leadership development,  and personal growth.

All student organization travel must:

• Be primarily for educational purposes, with the majority of trip time dedicated to activities that support learning, leadership, or cultural awareness.
• Be approved by the Director of Student Affairs prior to travel.
• Include adequate faculty or staff oversight to ensure safety, compliance with College policy, and alignment with institutional goals.
• Comply with all applicable College policies, including the Student Handbook and Clery Act reporting requirements.
• Be financed through student organization accounts, approved fundraising, or other approved sources of support.

Baker College reserves the right to restrict, deny, or postpone student travel if the Director of Student Affairs determines that the risks associated with travel are substantial.

5.0 Procedures

Planning and Oversight

• The trip leader and student representatives must meet with the Director of Student Affairs during the planning process.
• The number of faculty/staff accompanying the trip will be determined in consultation with the Director of Student Affairs.

Travel Request and Approval

• A Travel Itinerary Request Form must be submitted to the Director of Student Affairs at least 15 business days before the trip. This form must be approved before any funds will be released for accommodations or the booking of travel or registration requirements. 
• Supporting documentation must accompany the form, such as: 
  • Conference documentation (web page, pamphlet, or official invitation.
  • Verification of payment or funding source.
  • Estimated costs (registration, meals, travel, accommodations).
  • Number of attendees and required hotel rooms.
• Travel may not proceed, and funds may not be released, until the trip is approved.

Transportation

• Students may drive personal vehicles only with prior approval. Personal vehicles are not covered under Baker College insurance.
• Group air travel is strongly encouraged; students are expected to travel with Trip Leaders when possible.
• Car rentals must include full details (vehicle type, driver name and date of birth, pick-up/drop-off times and locations).

Lodging

• Written quotes should be obtained from multiple hotels.
• Some hotels may require a Trip Leader’s credit card to secure reservations.
• Trip Leaders may not share rooms with students unless prior approval is granted by the Director of Student Affairs.
• The Director of Student Affairs must notify the Campus Safety Director of all trips occurring outside the county, in compliance with Clery reporting requirements.

Consent and Release

• Each student must complete a Consent and Release Agreement no later than one 1 business day before departure. 
• The Trip Leader must retain copies of all forms during travel for emergency use. 

Final Documentation

• An Extracurricular/Outing Form, including the final participant list and all Consent and Release Agreement forms, must be submitted to the Director of Student Affairs at least one business day before departure.

6.0 Responsibilities

Organization Officers/Student Representatives

• Assist faculty or staff advisors in making travel arrangements.
• Submit required travel forms and supporting documentation.
• Communicate trip details and requirements to student participants.

Student Members

• Conduct themselves as representatives of Baker College at all times during travel. 
• Follow all policies outlined in the Baker College Student Handbook. 
• Comply with directions from the Trip Leader and College officials.

Trip Leaders

• Guide organization officers. and student representatives in preparing travel arrangements
  
• Ensure compliance with Baker College policies during travel.
• Provide oversight and support  to students throughout the trip. 

Director of Student Affairs (DSA)

• Review and approve or deny the trip student travel requests.
• Provide policy guidance to the student organizations, officers, and Trip Leaders.
  
• Notify the Campus Safety Director of trips requiring Clery reporting.

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