Steps To Be Taken For Off-Campus Trips And Events
Once travel funds have been approved by the Student Services Committee,
the following steps must be taken in order to prepare for an off-campus trip or event.
| Process/Steps | When should the form be sent? | To whom should the form be sent? |
|---|---|---|
| Step 1.) Complete a “request for approval of Student Activities form” (S-20) | At least 10 days prior to trip | The Office of Student Activities |
| Step 2.) Complete a “Student Activities Request to travel form” (S-11) | At least 10 days prior to trip This form should accompany the (S-20) |
The Office of Student Activities |
| Step 3.) Complete an “Activity-Field Trip form” (I-4) | At least 10 business prior to the trip | The Vice President for Academic Affairs |
| Step 4.) Complete a “Travel Request form” (F-4) | Travel Requests must be approved Prior to the trip |
Your respective Department or Division Head |
| Step 5.) If the trip has been approved, check requests and purchase requisitions should be completed | Suggested: Complete 4-5 weeks prior to the date materials or services are needed | The Office of Student Activities |
| Step 6.) S20 and S-11 forms will be returned to the Advisor by the OSA | In a timely manner | The Advisor |
| Step 7.) A “waiver form” and “convention not to sue form” must be completed for each student prior to leaving campus | Should be completed prior to the trip | The Advisor is responsible for maintaining records of “waivers” and “convention not to sue forms” |
| Step 8.) After returning from the trip, a “Travel Expense Statement” should be completed | After returning from the off-campus trip | The Office of Student Activities, unless otherwise specified by the Student Services Committee or the Office of Student Activities |
List of forms needed for travel:
(Click the respective form)
- Request for approval of Student Activities form (S-20)
- Student Activities Request to travel form (S-11)
- Activity-Field Trip Form (I-4)
- Travel Request form (F-4)
- Check Request Form
- Purchase Requisition Form
- Waiver Form and Convention Not To Sue Form (page 1)
- Waiver Form and Convention Not To Sue Form (page 2)
Responsible Department: Student Activites
Contact: Eric O'Cain (web representative)
Contact: Eric O'Cain (web representative)
