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In order to afford students a richer college experience, student clubs are able to participate in off-campus travel. To ensure an enriching, educational and safe travel experience organizations, student groups must adhere to the following policies and procedures.

OFF-CAMPUS TRAVEL

OFF-CAMPUS POLICIES & GUIDELINES

A trip is defined as any off-campus excursion that uses the group name, and/or utilizes student activity fees (budgeted funds) or monies from an FUF (fund-raised) account.

All trips are subject to the approval of the college.

Clubs/Organizations must receive approval for off-campus travel before any purchases are made.

The club/organization officer and advisor should take the lead planning and preparing for off-campus travel.

All clubs/organizations must complete and submit all the necessary forms, in their entirety, to the Department of Student Involvement within ten (10) business days prior to a requested trip’s departure date.

The advisor must travel with the student group unless permission is granted by the Director of Student Involvement or designee within ten (10) business days prior to the requested trip’s departure date.

The Faculty/Student Association and the college will only pay for the hotel room and will not pay for incidental charges from a hotel stay, to include, but not limited to: room service, in-room movies, damage to rooms, etc. Some hotels may require students/staff to leave a credit card upon check-in to cover incidental costs incurred during the stay. The student/staff will be responsible for providing this and will not be reimbursed for any incidental charges.

Once a student has submitted their individual paperwork to attend an off-campus trip, the student will have committed to attend. If the student is unable to attend or fails to attend a trip, a hold will place on their academic record for any monetary value that the Faculty/Student Association was not able to be reimbursed as a result of their non-participation on the trip, i.e. airline tickets. The hold will be lifted after the student reimburses the Faculty/Student Association for the amount.

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DAY TRIPS

A day trip is an off-campus excursion that: (1) utilizes student activity fees or FUF (fundraising) monies; (2) occurs within Westchester, Putnam, Rockland, or Orange Counties and/or New York City; and (3) lasts approximately 6 hours or less in duration.

To receive approval for day trips, clubs/organizations must submit the following forms no later than ten (10) days before the trip departure date: (1) Travel Request Form; (2) List of Participants Form; and (3) the Advisor Agreement Form.

All Purchase Orders must be submitted at the same time as the travel documents. The club should not make or commit to purchases, but prepare the documents needed so that the Faculty/Student Association may process the purchase. Please refer to the “Club/Organization Policies & Procedures” packet for more information about requesting a purchase.

The club/organization should prepare the following: order forms for tickets/event admission, meal reservations, etc.

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a. PLEASE NOTE: Any trip proposal that does not meet these criteria will not be considered a “day-trip” and must follow the guidelines in the OVERNIGHT TRIPS PACKET.

a. NOTE: A Liability Release Form will be required for all students attending day trips that are deemed “high risk” by the Department of Student Involvement or for day trips when students are using personal vehicles to transport themselves to and/or from the off-campus event.

ALCOHOL USE

1) Alcoholic beverages may not be sold, served, or consumed by students, on college property or at any college sponsored function including off-campus activities such as school sponsored trips and school sponsored social activities.

MEAL CASH ADVANCES

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When students are traveling, clubs may request meal cash advances. Clubs are encouraged to make per-arranged dining arrangements at restaurants where meals are pre-paid by the FSA.

Meal cash advances will be issued to club advisors in the form of a check. It is the advisor’s responsibility to ensure that students receive their cash advance and that they are informed of the cash advance policies and procedures.

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Meal cash advances should not exceed the following amounts for each meal, per day: a. Breakfast: $10 b. Lunch: $20 c. Dinner: $30

Requests for meal cash advances must be submitted with a Purchase Order form. Attached to the Purchase Order must be a separate sheet of paper that lists the following:

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- NAME OF CLUB- TRIP NAME- TRIP DESTINATION- CASH ADVANCE REQUEST

NAMES OF PARTICIPANTS: 1. Name 1 2. Name 2 3. Name 3

TOTAL PARTICIPANTS: #

Meals to be Purchased with Cash Advance:DAY, & DATE: -Breakfast ($10.00) -Lunch ($20.00)DAY, & DATE: -Lunch ($20.00) -Dinner ($30.00) TOTAL PER PERSON: $80TOTAL MEAL PER DIEM REQUEST: $160

Meal per diem requests must be submitted ten (10) business days or more prior to the trip’s departure.

All monies spent must be adequately documented with original, itemized receipts.

Following the trip, the advisor must submit all the original receipts collected and all unused money to the Faculty/Student Association within two (2) business days after returning from a trip. The total amount of money presented on receipts and in returned cash to the FSA must total the original amount issued to the club/organization. Advisors will be responsible for returning all funds (in the form of itemized receipts or unused cash) upon return from the trip.

Students and/or faculty advisors are not permitted to keep unused cash advance funds.

The purchase of alcohol is prohibited.

Failure to adhere to the cash advance policies may result in sanctions being placed on a club/organization, which may include a frozen budget or loss of recognition. Individual students and/or advisors who violate the cash advance policies may face disciplinary action from the Associate Dean of Student Life (students) and Human Resources (Advisors).

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ADVISOR AGREEMENT

There is no compensation for serving as an Advisor. The sponsoring group, however, covers all approved trip related expenses.

Advisors will escort the group to and from its destination, and will remain with the student group during all planned educational and travel activities, and reside in the same facilities as the students for the duration of trip.

Advisors are responsible for knowing the whereabouts of their group members during all planned educational and travel related activities.

Advisors will be available and accessible to students during the trip.

Advisors will ensure that all students sign and date all required forms ten (10) business days prior to the trip, and that the original forms are filed properly with the Department of Student Involvement.

Advisors are responsible for filling a Vehicle Authorization Form if a SGA/FSA vehicle is needed or required.

Advisors are responsible for not allowing an unauthorized driver to sign off on any gas receipts when using a SGA/FSA vehicle.

Understanding that all WCC policies and procedures are in effect at all times (for example, Student Handbook, Faculty Handbook and Catalog).

If reimbursements are requested, Advisors are responsible for submitting all original receipts to the Department of Student Involvement with a complete Purchase Order.

For overnight and international travel, Advisors are responsible for all medical and emergency contact information being placed in the Department of Student Involvement at least one week before the commencement of travel.

Advisors will take immediate and appropriate action to deal with emergencies, and reporting as soon as possible to the Department of Student Involvement. For non-emergency incidents, Advisors/Supervisors are responsible for taking appropriate action and reporting the incidents upon arrival on campus.

Advisors are responsible for making their own copies of all completed student liability forms for all attendees on the trip before student groups turn in their signed travel packets. Advisors are to bring these forms with them in case of an emergency situation. Advisors should destroy these documents upon returning home. If Advisors need access to a shredder, they may turn in these forms to Student Involvement upon arrival home.

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I have read the above and accept all responsibilities. I will fully execute all the above responsibilities to the best of my ability.

Advisor Name: Dept:

Email: Office Phone:

Cell Phone:

Signature: Date:

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OFF-CAMPUS TRAVEL - DAY TRIPTravel Request Form

(must be filled electronically)

Club Name:

Destination Name:

Destination Address:

Destination Date: Departure Time:

Return Date: Return Time:

Advisor’s Name: Advisor’s Email:

Please describe what activities your club will be participating in:

Please briefly describe why your club is planning this trip and how it relates to the mission of your club:

TRANSPORTATION

Are you requesting use of FSA Vans? YES NO

IF NO: How will you be arriving to your destination?

IF YES: Will you require a FSA driver? YES NO

IF NO: Enter certified and registered FSA Driver name:

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PERSONAL VEHICLES

If personal vehicles will be utilized, the student MUST fill out the Liability Release Agreement.Personal vehicles cannot be used for overnight travel or out of state travel under any circumstance.

Personal vehicles can only be driven in New York City (all five boroughs) and the following New York State Counties: Westchester, Orange, Putnam, and Dutchess.

APPROVAL

Advisor Name:

Signature: Date:

Director of Student Involvement:

Signature: Date:

OFF-CAMPUS TRAVEL - DAY TRIPLIST OF PARTICIPANTS

Advisor Name(s)

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Student Name(s) MyWCC ID Student Name(s) MyWCC ID

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LIABILITY RELEASE AGREEMENT(must be filled electronically)

Name: Phone:

MyWCC ID: 000

Email:

Trip Details

Club/Org: Date(s) of Travel:

Destination:

Emergency Contact

Name: Relationship: Phone:

Medical Information(I understand that this information will be kept confidential and will only be released in the event of a medical emergency.)

List of medications you are currently taking:

List any allergies:

List any conditions that may affect your ability to participate in this event:

Liability ReleaseI, the undersigned, am fully aware of the potential dangers inherent in participating in this activity, including College-provided transportation to and from the activity. I am entering this activity voluntarily and freely. I will assume the risk of personal injury and damage to my personal property in undertaking this activity. I further certify that I have no physical weakness or defect that might endanger my health by participating in the above named activity. I DO HEREBY release Westchester Community College, its servants, agents, and employees, and the Regional Board of Trustees, as sponsor of Westchester Community College, from any and all liability to me, my heirs, executors, and administrators and assigns from any possible claim for damages, injuries or death which may result from my participating in the above named activity.

I, the undersigned, will honor the integrity and reputation of Westchester Community College at all times while participating in the above activity. I will not consume alcohol if I am under 21 years of age, and I will not consume any illegal substances at any time. I will not engage in any conduct unbecoming, and I understand that anyone doing so may be required to return home immediately at his or her expense. I further understand that I should dress appropriately on all occasions. I agree to participate in all activities and programs that are pertinent to the purpose of the event. The Westchester Community College Student Handbook contains the Student Code of Conduct. Any violation of the Student Code of Conduct may result in my immediate return at my own expense.

Print Name:

Signature: Date:

Guardian Name:(If under 18)

Signature: Date: