Club Travel
Student Activities Group Travel refers to travel programs within the U.S. fully or partially funded by Student Activities club funds. Student Activities will provide primary administrative oversight for Student Activities Group Travel.
Purpose of Student Activities Group Travel Program
• All Student Activities Group Travel must support the mission of the sponsoring club.Student Activities
• Group Travel Advisors must be employees of the college and be approved in advance of travel by the Director of Student Activities.
• Student Activities Group Travel Advisors will participate in required training with their Student Activities Liaison.
Student Activities Group Travel Approval
• The assigned trip advisor has primary responsibility for developing and executing the travel program in compliance with all Student Activities guidelines, Board Polices and Procedures, and state and federal laws. Student Activities Group Travel Advisors are required to complete a Student Activities Group Travel Application and submit all supporting documents required documentation for approval in advance of the travel program, including:
• List of Anticipated Student Delegates and Advisors who plan on attending
• Flyer of conference/event that includes the itinerary and registration form(s)
• The Director of Student Activities must approve all Student Activities Group Travel and budget in advance.
Transportation
• All travel arrangements for Student Activities Group Travel are to be made through the Student Activities office in accordance with Board Policy and Procedure #6100. The College’s designated travel agency shall be utilized for all domestic air transportation.
• Mandatory training is required of all drivers prior to the use of all C.O.D. buses.
• The Purchasing office requires a copy of each driver’s license.
Compliance with Board Policies/Procedures and Legal Mandates
• Trip Advisors will ensure participants are informed about related Board policies and procedures and federal and state laws pertinent to their individual responsibilities.
• Trip Advisors and participants must conduct themselves in a professional manner in accordance with all applicable federal and state laws, as well as Board policies and procedures, including, but not limited to:
Americans with Disabilities Act
Anti-Harassment Board Policy and Procedure 4074, and
Students Rights and Responsibilities Board Policy and Procedure 5715
Detailed responsibilities in the Faculty, Administrator, Classified Guidebooks and Student Clubs & Organizations Handbooks.
Access and Participation
• Students or participants involved in Student Activities Group Travel must be a member of a COD organization or club.
• Individuals may be denied participation in a program if their participation is deemed dangerous to the applicant or other participants. Trip Advisors are to inform the supervising administrator in advance when a student’s behavior or other circumstances warrant denial of participation in a Student Activities Group Travel program.
• Trip Advisors are to document special student needs and agreed upon accommodations using the Conditions of Participation form.
• Minors under the age of 18 must have a parent or legal guardian sign their Conditions of Participation form.
Risk Management Plan
• Prior to departure, the Trip Advisor will provide the C.O.D. Department of Public Safety with a list of all travel participants, complete itinerary, and updated contact information for the duration of the travel.
• The Trip Advisor is to submit a written incident report as soon as possible to the Director of Student Activities or designee of all emergency situations, participant dismissals, or other unique incidents. If necessary, reports may be e-mailed or faxed.
• The completed Risk Management Plan will include written emergency responses for Trip Advisors and participants.
• Missing participant or case of repatriation (death of a participant), contact the local police. As soon as the group is secure contact the Director of Student Activities or Vice President for Student Affairs through COD Department of Public Safety at (630) 942-2000.
Program Cancellation
• Student Activities Group Travel may be cancelled due to acts of God and other unforeseen events.
• The Director of Student Activities will authorize cancellation of a travel program.
Fiscal Accountability
• Student Activities Group Travel budgets must be approved in advance by the Director of Student Activities.
• Trip Advisors must provide required receipts and other documentation for expense reporting.
Travel Forms