STUDENT ORGANIZATION TRAINING TRAVEL PLANNING MODULE Effective August 8,

LEARNING OBJECTIVES At the conclusion of this module you will… Know who you need to meet with in order to secure travel arrangements Understand the planning deadlines Understand the importance of early planning Understand the paperwork that needs to be completed for travel Understand the rules and regulations of travel. 2

INTRODUCTION All travel whether domestic or international is governed by the policies of the Connecticut State University System, Western Connecticut State University and the Student Government Association. If the trip is funded through the SGA it must be open to all students, and approved through the budget process. Travel paperwork and procedures have to be approved by: -CSI -VP of Student Affairs -Administrative Services -All travel forms can be found on the CSI Website. 3

TRAVEL PLANNING PROCESS The travel planning process has been developed to assist student organizations with their planning. Not all requirements will be applicable to all situations. Each trip is different. Due to this, meetings with the CSI at least 12 weeks prior to traveling are mandatory. 4

TRAVEL PLANNING MEETING As soon as your club’s budget is approved by the SGA, or, as soon as you decide to travel if you are NOT using SGA funds, you should set up a travel meeting with the CSI Office. This must be at least 12 weeks prior to travel. The advisor for the trip must be in attendance at this meeting. Club members who will be organizing the trip should be in attendance. 5

TRAVEL PLANNING MEETING Before the travel planning meeting, you should read through and make yourself familiar with the “Student Activities Travel Planning Packet and Checklist for Clubs” which can be found on the CSI Website. The first page of the packet should be completed and brought to the meeting. The travel planning meeting can take anywhere from 30 minutes to an hour, be sure to plan accordingly. 6

PLANNING RESPONSIBILITIES 7 The club is responsible for: -Requesting a budget -Setting up a meeting with CSI -Getting quotes/estimates for expenses for the trip -Confirming advisor availability -Handing in all paperwork on time -Planning and attending a Travel Orientation Meeting with all those traveling -Confirming transportation, lodging, vendors (This is a summary of the Planning Responsibilities, please reference page 4 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

PLANNING RESPONSIBILITIES 8 The advisor is responsible for: -Meeting with students and CSI -Signing all necessary paperwork -Signing Travel Authorization in a timely manner -Planning and attending Travel Orientation Meeting with all students going on the trip -Retrieving the Advisor Packet from the CSI Office prior to travel -Supervising students on the trip -Keeping a copy of all student Emergency Forms (advisor packet) throughout the trip -Obtaining proper receipts for the trip expenses -Submit proper receipts for trip expenses after the trip (This is a summary of the Planning Responsibilities, please reference page 4 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

POLICIES AND PROCEDURES: TYPE OF TRAVEL In-State & Out of State Travel Planning needs to take place at least 12 weeks prior to travel For travel that is within 400 miles round-trip of the University, a University Van may be available for reservation. International Travel Planning needs to take place at least 24 weeks prior to travel All students traveling must have an up-to-date passport 9 (This is a summary of the Policies and Procedures, please reference page 5-6 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

POLICIES AND PROCEDURES: ELIGIBILITY & BEHAVIOR Students need to be matriculated and currently registered to travel. Guests who travel will have to pay the full cost of the trip. (Total cost of trip / how many people attending = guest ticket price.) The code of conduct follows you everywhere. When you are traveling you are representing Western Connecticut State University and must act accordingly. Students that violate the code of conduct while on a trip will be subject to the judicial process (This is a summary of Policies and Procedures, please reference page 6-7 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

POLICIES AND PROCEDURES: FINANCING THE TRIP Funds for travel can be requested through the SGA. All funds are UPON REQUEST, if you leave it out of the request, it is not going to be funded. SGA reserves the right to fund the appropriate percentage of travel based on the availability of funds. All SGA funded trips must be open to all students. Meals will not be funded by the SGA. Transportation to and from the home based airport is not funded For example, travel to JFK Airport to go to Orlando, FL is not funded, but travel in Orlando from the airport to your hotel can be funded upon request (This is a summary of the Policies and Procedures, please reference page 6 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

POLICIES AND PROCEDURES: TRANSPORTATION The options for transportation are as follows: Air (Booked by the University, or by Individual Traveling (reimbursement)) Rail/Train (Booked by the University, or by Individual Traveling (reimbursement)) Rental Car (The university has a contract with enterprise) Personally Owned Vehicle (Must meet certain insurance guidelines) University Van (within 400 miles round trip) Bus Shuttle (Once at your destination) 12 (This is a summary of the Policies and Procedures, please reference page 8-10 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

POLICIES AND PROCEDURES: LODGING TRIPLE CHECK that you have the correct amount of days between arrival and departure when requesting your budget. SGA will fund the conference hotel rate for lodging and no more than that. Assuming there is a conference hotel rate. The club makes all reservations for lodging The club may be asked to put a credit card on file to hold the hotel rooms, this is decided between the advisor and club members. Advisors must stay in the same hotel as students, but cannot share rooms with students (This is a summary of the Policies and Procedures, please reference page 11 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

POLICIES AND PROCEDURES: CHARGING STUDENTS FOR THE TRIP Trip Ticket Request form must be completed before submitting any paperwork to CSI, but after meeting with CSI. Funds from ticket sales go into the club’s FUNDRAISING account (815) All participants must purchase their ticket for the trip before the paperwork can be approved. When using the Box Office, the club is charged a.25 cent fee per ticket purchased (*keep that in mind when deciding on ticket price) If credit cards are used at the Box Office the club will be assessed a 3.5% fee per ticket purchased. It is highly suggested to use CASH or CONNECT CASH to purchase tickets. Guests must pay the full price of the trip (TOTAL COST / AMOUNT OF TICKETS = GUEST TICKET PRICE 14 (This is a summary of the Policies and Procedures, please reference page 12 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

15 (This is a summary of Forms, please reference page 15 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

16 (This is a summary of Forms, please reference page 15 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

17 (This is a summary of Forms, please reference page 15 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

18 (This is a summary of Forms, please reference page 15 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

TRAVEL ORIENTATION Travel Orientations are hosted by the club members and advisor for all those students traveling. Reference page 13 of the Student Activity Travel Planning Packet for a guideline of how to run a Travel Orientation. A template is available on the CSI Website. Travel Orientations should occur at least 2 weeks prior to traveling. Sharon Guck – Coordinator of Substance Abuse Prevention Programs, can be called in to assist in the explanation of the Code of Conduct and University expectations during travel. (203) MTSC (This is a summary of the Travel Orientation, please reference page 13 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

CHECKLIST - DEADLINES The deadlines checklist in the Student Activity Travel Planning Packet will be completed by the CSI and Club Members/Advisor at the Travel Planning Meeting. This checklist is not a suggestion, all items on the checklist must be completed and submitted hard-copy to the CSI by the deadline, or you risk cancelling the trip. Reference page 14 in the packet to see a copy of the checklist (This is a summary of the Checklist and Deadlines, please reference page 14 of the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)

CONTACT INFO THE CENTER FOR STUDENT INVOLVEMENT: Midtown Student Center 227 – – -Dennis Leszko – Director of the Center for Student Involvement -Bianca Paolello – Graduate Intern & Student Organization Fiscal Assistant for the Center for Student Involvement ________________________________________________________________ Kim Spinelli – Administrative Assistant Administrative Services Office UH009 (203) (This is a summary of the Travel Planning Procedurs, please reference the Student Activities Travel Planning Packet and Checklist for Clubs for an further information.)