Student LifeAttending Conferences

Process

• Club and/or Advisor must have a mini-training with either Student or Administrative Services on CLPCCD Administrative Rules and Procedures 6216 (Field Trip).

• Confirm that conference was noted in Proposed Club Budget.• Confirm that Advisor will be able to attend and participate at

the conference.• Advisor needs to schedule an appointment with the Vice

President, Student Services on Student Conduct Code and Behavior Form.

• Advisor must contact Sharon Davidson, Administrative Services, on Student Injury/Illness/Accident procedures.

• After required training, Club is to schedule and discuss within club meeting: who will attend, use of funds, assign appropriate duties such as travel, hotel arrangements and college paperwork.

CLPCCD BOARD REQUIREMENTS

Class I On Campus Paperwork submitted to Administrative Services two (2) weeks prior to activity.

Class II In District [CLPCCD Boundaries]

Paperwork submitted to Administrative Services two (2) weeks prior to activity.

Class III Out of District [outside CLPCCD Boundaries]

Paperwork submitted to Administrative Services four weeks prior to activity.

Class IV Out of State Paperwork submitted to Administrative Services eight weeks prior to activity. This paperwork will also need to be approved by the President’s Office.

Paperwork Required

Clubs are required to submit:CLPCCD Field Trip Form List of students attending.

Students name needs to appear as it is on their student record.

Disbursement Form(s) with appropriate meeting minutes and back-up documentation.

Paperwork Required [continued]

Advisors are required to:• Contact Sharon Davidson, Administrative

Services on the Colleges’ Student Injury/Illness/Accident procedures and forms.

• Seek approval from their Dean and/or Administrator.– Prepare and submit to Student Services:

• Conference Request Form with back-up documentation• If missing a class, Faculty Absence Report.

Student Conduct Code Meeting

• Advisor and Club to request a meeting with

Vice President, Student Services.

Be aware of the following:– Club members and Advisors will attend all assigned

workshops, sessions.– Club members and Advisors will uphold the CLPCCD

Student Code of Conduct.– Will not represent the students, faculty, or staff at Las

Positas College in a manner unbecoming.

– Understand that behavior that will not be tolerated, yet not limited to:• Theft, destruction of property, alcohol consumption, use of illegal

substances, lewd and/or lascivious conduct, slander, harassment, intent to cause personal injury or malice.

– Understand that individuals found to have violated the Student Conduct Code and Behavior Agreement may be promptly removed and sent home at their own expense, and may be subject to further disciplinary actions by LPC or law enforcement authorities.

BUDGETING TIPS

• Discuss travel, which includes transportation to and from airport, taxi, shuttle or renting vehicle.

• Discuss meal amount(s).• Consider possible incidental items (e.g., bottled

water, snacks, first aid.)• Can ask for an advance for the above.• NOTE: Tips are not reimbursable.• Keep all receipts and return left-over monies that

was provided.

After the Conference

• Each attendee that received funding will be required to fill out a Conference Expense Claim Form.– Advisor will need to approve and sign.– Submit all to Student Services for processing.

Failure to submit the Conference Expense

Claim Form may result in disciplinary measures

and a hold placed on student record.