PowerPoint Presentation

Student Organizations Academy 2015

OFF-CAMPUS TRAVEL:PLANNING YOUR TRIPS2:00-2:55pm

Leah Busam KlenowskiSenior Director for Student AffairsOffice of Student Involvement Off-Campus Travel: Road MapRules of the Road = Xavier PoliciesRoad Permits = Xavier Procedures & FormsTips & Best Practices = Budgeting & More

Off-Campus Travel: Rules of the roadPolicies & Guidelines

Student Domestic Travel Policy (Office of Student Involvement)Student International Travel Policy (Center for International Ed)Trip and Travel Guidelines (Risk Management) Student Domestic Travel Risk Matrix (Office of Student Involvement)

3Off-Campus Travel: RULES OF THE ROADTravel DefinedEnrolled Undergraduate and Graduate StudentsBeyond 20 miles of Xavier OR including an overnight stay

Includes:Travel organized or sponsored by a registered student organization or departmentTravel required for a team or group Travel required for a course or classFully or partially funded by Xavier University Uses the Xavier University name

4Off-Campus Travel: RULES OF THE ROADDoes Not Include:Travel to events as a spectator, unless sponsored by the university or student organizationTravel as part of student-teaching, internships, practicums, observations or research, unless the research is organized by a member of the facultyNCAA student athletics travel (NCAA rules and regulations) Student international travel (International Travel Policy)Personal student travelTo and from a students homeNon-university sponsored holiday or break trips

5Off-Campus Travel: RULES OF THE ROADChaperonesOvernight Trips = USUALLY REQUIRED

Day Trips = SOMETIMES REQUIREDEncouraged where possibleRequired if activity is high risk (i.e. rafting, club sport)Designated faculty or staff member must be available by phone

Student Domestic Travel Risk Matrix

6Off-Campus Travel: RULES OF THE ROADChaperonesFull time Xavier employees (faculty or staff)Preferred: Student organization advisorPossible Exemptions (by request only): Part-time employees or coachesGraduate assistants or internsVolunteer advisors (this is a specially designated role)Not acceptable:Parent or other student relativeGraduate student (not serving in a paid position with Xavier)

7Off-Campus Travel: RULES OF THE ROADCompliance with University PoliciesStudent Handbook: all expectations and policies applyAlcohol & Other Drugs Policy: The consumption of alcohol is not permitted when students travel as part of a University event or organization, regardless of the students legal drinking age. Students are prohibited from bringing alcoholic beverages to those functions and will be subject to conduct proceedings should a violation occur.Accounts Payable Policies: Must be an approved trip in order to use student organization fundingExpenses wont be reimbursed if the trip was not pre-approvedTrip expenses must comply with all applicable policies (no alcohol, etc.)

8Off-Campus Travel: ROAD PERMITSStudent Domestic Travel Itinerary (OrgSync)Submit no less than 10 days prior to travelDeparture times and locations for each leg of the trip Transportation related informationAirline info and flight schedules Bus companyNames of driversPlace(s) of lodging, phone number, address, duration of stayTrip participants, names, banner IDs, emergency contactChaperone informationMust be approved by trip chaperoneReceive official authorization from Office of Student Involvement

9Off-Campus Travel: ROAD PERMITSParticipant Waiver and Release FormsEach participant (or parent if participant is under 18 years) must sign the appropriate waiver and release formWaiver and Release Matrix

Take the original forms on the tripProvide a copy of the forms to Xavier Police prior to departure

10Off-Campus Travel: ROAD PERMITSHealth Insurance & Medical Authorization FormsAll participants are required to have health insurance Submit appropriate medical authorization form (see matrix)Include copy of front and back of insurance card

Take the original forms on the tripProvide a copy of the forms to Xavier Police prior to departure

11Off-Campus Travel: ROAD PERMITSTransportation PoliciesPersonal Vehicles:Xavier does not provide coverage for personal vehiclesStudents driving their own vehicles are entirely dependent upon their personal insuranceShort Term Rentals: Must be rented under the name of Xavier UniversityRenters should do not purchase comprehensive and collision insurance provided by the rental agencyBus or Motor Coach Rental:Request a Certificate of Insurance naming Xavier University as additional insured relative to dates of travelFile a copy in the office of Risk Management & Insurance

12Off-Campus Travel: ROAD PERMITSTransportation PoliciesDrivers must be at least 21 years of age and complete a driver authorization form at Risk Management & Insurance website

Drivers must agree to university driving policies stated in Vehicle Use Policy

Drivers of 12 or 15 passenger vans must complete additional mandatory requirements if driving as stated in Van Driver Mandatory Safety Training Policy

Drivers should carry of proof of insurance card, available through the Office of Risk Management & Insurance

13Off-Campus Travel: ROAD PERMITSIncident ReportingReport any safety or conduct related incidents to the appropriate campus authority as soon as possibleSafety Related: Ken GrossmanInsurance Related: Mary Beth TownsleyConduct Related: Jean GriffinSex Discrimination Related: Kate Lawson

Gather thorough notes and pictures where appropriateIncident reporting form coming soon

14Off-Campus Travel: TIPS & BEST PRACTICESDesignate a TRIP ORGANIZERSubmits and tracks travel forms, including itinerary and contact information for each travelerArranges a pre-travel meeting with to review emergency proceduresSubmits any necessary follow-up reports or incident documentationCarries emergency contact information, proof of medical insurance coverage, and the authorization for emergency medical treatment for each participant.

Identify an ON-CAMPUS CONTACTAvailable via phone for duration of travelKnowledgeable about trip details and traveler information

15Off-Campus Travel: TIPS & BEST PRACTICES Manage your BUDGETCreate a detailed budget for your tripLeave plenty of time for planning Apply for funding from Student Organization Resource Fund Will not fund same trip within a two-year periodWill fund:Airfare up to $300/travelerBusing, car rental, taxi, or public transportationMileage reimbursement ($.55 up to 250 miles)Conference registration up to $75/personHotels up to $55/night/personMeals based upon federal per diem at www.gsa.gov/perdiem

16Off-Campus Travel: TIPS & BEST PRACTICES PAYING the BILLSHotel rooms, airfare, rental car = P-CARDadvisors p-card (if they have one) OSI p-card (if advisor does not have one)contact Crystal Guffey to set a timeplan to be in the OSI to make the travel arrangements

Bus = PURCHASE ORDERmake a reservation with our preferred vendor FIRST STUDENTthen Contact Crystal Guffey to complete a purchase order

17Off-Campus Travel: TIPS & BEST PRACTICES PAYING the BILLSRental Car = CHECK REQUEST (if Enterprise)make a reservation with Enterpriseget an invoice and pay with a check after the trip

Registration fees, deposits = CHECK REQUESTmake the necessary reservations request an invoice and pay with a check

Mileage = CHECK REQUEST or STUDENT CASH REIMBURSEMENTif driving a personal vehicle, track the mileage to and from can be reimbursed for miles driven rather than gas

18Off-Campus Travel: TIPS & BEST PRACTICES PAYING the BILLSFood, parking, taxis, etc = OPTION 1: STUDENT CASH REIMBURSMENTSpend from your personal fundsKeep all receipts Submit a cash reimbursement (if less than $300) or check request (if more than $300)OPTION 2: STUDENT CASH ADVANCEComplete a cash advance for up to $300Use the cash on the trip and keep all receiptsSubmit a CASH RECEIPT with any remaining funds

19Off-Campus Travel: TIPS & BEST PRACTICES Establish GROUP EXPECTATIONSPre-travel meetings departure times, attire, behavior expectationsSet check-in times and locationsStart of DayEnd of DayPost trip debrief

Share LEARNING OPPORTUNITIES Divide and conquer sessions Create a space to report back on learning

20Off-Campus Travel: TIPS & BEST PRACTICES Explore your TRAVEL DESTINATIONAllow time for site-seeingUse the trip to experience something special about your destination

21Off-Campus Travel: DestinationQuestions??

Leah Busam Klenowskibusamla@xavier.edu513-745-4879

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