Student Organizations Academy 2015 OFF-CAMPUS TRAVEL: PLANNING YOUR TRIPS 2:00-2:55pm Leah Busam Klenowski Senior Director for Student Affairs Office of Student Involvemen t

OFF-CAMPUS TRAVEL: ROAD MAP  Rules of the Road = Xavier Policies  Road Permits = Xavier Procedures & Forms  Tips & Best Practices = Budgeting & More

OFF-CAMPUS TRAVEL: RULES OF THE ROAD  Policies & 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)

OFF-CAMPUS TRAVEL: RULES OF THE ROAD  Travel Defined  Enrolled Undergraduate and Graduate Students  Beyond 20 miles of Xavier OR including an overnight stay  Includes:  Travel organized or sponsored by a registered student organization or department  Travel required for a team or group  Travel required for a course or class  Fully or partially funded by Xavier University  Uses the Xavier University name

OFF-CAMPUS TRAVEL: RULES OF THE ROAD  Does Not Include:  Travel to events as a spectator, unless sponsored by the university or student organization  Travel as part of student-teaching, internships, practicums, observations or research, unless the research is organized by a member of the faculty  NCAA student athletics travel (NCAA rules and regulations)  Student international travel (International Travel Policy)  Personal student travel  To and from a student’s home  Non-university sponsored holiday or break trips

OFF-CAMPUS TRAVEL: RULES OF THE ROAD  Chaperones  Overnight Trips = USUALLY REQUIRED  Day Trips = SOMETIMES REQUIRED  Encouraged where possible  Required 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

OFF-CAMPUS TRAVEL: RULES OF THE ROAD  Chaperones  Full time Xavier employees (faculty or staff)  Preferred: Student organization advisor  Possible Exemptions (by request only):  Part-time employees or coaches  Graduate assistants or interns  Volunteer advisors (this is a specially designated role)  Not acceptable:  Parent or other student relative  Graduate student (not serving in a paid position with Xavier)

OFF-CAMPUS TRAVEL: RULES OF THE ROAD  Compliance with University Policies  Student Handbook: all expectations and policies apply  Alcohol & 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 funding  Expenses won’t be reimbursed if the trip was not pre-approved  Trip expenses must comply with all applicable policies (no alcohol, etc.)

OFF-CAMPUS TRAVEL: ROAD PERMITS  Student Domestic Travel Itinerary (OrgSync)  Submit no less than 10 days prior to travel  Departure times and locations for each leg of the trip  Transportation related information  Airline info and flight schedules  Bus company  Names of drivers  Place(s) of lodging, phone number, address, duration of stay  Trip participants, names, banner IDs, emergency contact  Chaperone information  Must be approved by trip chaperone  Receive official authorization from Office of Student Involvement

OFF-CAMPUS TRAVEL: ROAD PERMITS  Participant Waiver and Release Forms  Each participant (or parent if participant is under 18 years) must sign the appropriate waiver and release form  Waiver and Release Matrix Waiver and Release Matrix  Take the original forms on the trip  Provide a copy of the forms to Xavier Police prior to departure

OFF-CAMPUS TRAVEL: ROAD PERMITS  Health Insurance & Medical Authorization Forms  All 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 trip  Provide a copy of the forms to Xavier Police prior to departure

OFF-CAMPUS TRAVEL: ROAD PERMITS  Transportation Policies  Personal Vehicles:  Xavier does not provide coverage for personal vehicles  Students driving their own vehicles are entirely dependent upon their personal insurance  Short Term Rentals:  Must be rented under the name of Xavier University  Renters should do not purchase comprehensive and collision insurance provided by the rental agency  Bus or Motor Coach Rental:  Request a Certificate of Insurance naming Xavier University as additional insured relative to dates of travel  File a copy in the office of Risk Management & Insurance

OFF-CAMPUS TRAVEL: ROAD PERMITS  Transportation Policies  Drivers must be at least 21 years of age and complete a driver authorization form at Risk Management & Insurance websitedriver authorization form  Drivers must agree to university driving policies stated in Vehicle Use Policy 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 PolicyVan Driver Mandatory Safety Training Policy  Drivers should carry of proof of insurance card, available through the Office of Risk Management & Insurance

OFF-CAMPUS TRAVEL: ROAD PERMITS  Incident Reporting  Report any safety or conduct related incidents to the appropriate campus authority as soon as possible  Safety Related: Ken Grossman  Insurance Related: Mary Beth Townsley  Conduct Related: Jean Griffin  Sex Discrimination Related: Kate Lawson  Gather thorough notes and pictures where appropriate  Incident reporting form coming soon

OFF-CAMPUS TRAVEL: TIPS & BEST PRACTICES  Designate a TRIP ORGANIZER  Submits and tracks travel forms, including itinerary and contact information for each traveler  Arranges a pre-travel meeting with to review emergency procedures  Submits any necessary follow-up reports or incident documentation  Carries emergency contact information, proof of medical insurance coverage, and the authorization for emergency medical treatment for each participant.  Identify an ON-CAMPUS CONTACT  Available via phone for duration of travel  Knowledgeable about trip details and traveler information

OFF-CAMPUS TRAVEL: TIPS & BEST PRACTICES  Manage your BUDGET  Create a detailed budget for your trip  Leave plenty of time for planning  Apply for funding from Student Organization Resource Fund  Will not fund same trip within a two-year period  Will fund:  Airfare up to $300/traveler  Busing, car rental, taxi, or public transportation  Mileage reimbursement ($.55 up to 250 miles)  Conference registration up to $75/person  Hotels up to $55/night/person  Meals based upon federal per diem at

OFF-CAMPUS TRAVEL: TIPS & BEST PRACTICES  PAYING the BILLS  Hotel rooms, airfare, rental car = P-CARD  advisor’s p-card (if they have one)  OSI p-card (if advisor does not have one)  contact Crystal Guffey to set a time  plan to be in the OSI to make the travel arrangements  Bus = PURCHASE ORDER  make a reservation with our preferred vendor – FIRST STUDENT  then Contact Crystal Guffey to complete a purchase order

OFF-CAMPUS TRAVEL: TIPS & BEST PRACTICES  PAYING the BILLS  Rental Car = CHECK REQUEST (if Enterprise)  make a reservation with Enterprise  get an invoice and pay with a check after the trip  Registration fees, deposits = CHECK REQUEST  make the necessary reservations  request an invoice and pay with a check  Mileage = CHECK REQUEST or STUDENT CASH REIMBURSEMENT  if driving a personal vehicle, track the mileage to and from  can be reimbursed for miles driven rather than gas

OFF-CAMPUS TRAVEL: TIPS & BEST PRACTICES  PAYING the BILLS  Food, parking, taxis, etc =  OPTION 1: STUDENT CASH REIMBURSMENT  Spend from your personal funds  Keep all receipts  Submit a cash reimbursement (if less than $300) or check request (if more than $300)  OPTION 2: STUDENT CASH ADVANCE  Complete a cash advance for up to $300  Use the cash on the trip and keep all receipts  Submit a CASH RECEIPT with any remaining funds

OFF-CAMPUS TRAVEL: TIPS & BEST PRACTICES  Establish GROUP EXPECTATIONS  Pre-travel meetings – departure times, attire, behavior expectations  Set check-in times and locations  Start of Day  End of Day  Post trip debrief  Share LEARNING OPPORTUNITIES  Divide and conquer sessions  Create a space to report back on learning

OFF-CAMPUS TRAVEL: TIPS & BEST PRACTICES  Explore your TRAVEL DESTINATION  Allow time for site-seeing  Use the trip to experience something special about your destination

OFF-CAMPUS TRAVEL: DESTINATION Questions?? Leah Busam Klenowski