6-7: SFCC Student Travel – Procedures

All College-sponsored travel must meet the following requirements:

  1. Travel as part of a class, a club or a student organization, must be approved by the Vice President for Academic and Student Affairs.
  2. Recognized student club and organization travel must be consistent with the club or organization’s mission.
  3. Travel must be planned so as not to create an undue interference with academic responsibilities.
  4. All students traveling, whether in a class or in a recognized club or student organization, must submit a Student Travel Form and an Assumption of Risk Form to the faculty member teaching the class or the sponsor chaperoning the travel no later than ten (10) business days before the scheduled trip. Clubs and organizations maintaining club registration must submit these forms to the Office of Student Development for approval. Travel as part of a class must be submitted to the appropriate dean.
  5. All College-sponsored travel must be chaperoned by a faculty or staff member, except as otherwise approved by the Vice President for Academic and Student Affairs.
  6. The name, address and telephone number of the faculty member teaching the class or the chaperone of the student organization trip must be submitted to the appropriate school dean or department. That faculty or staff chaperone shall carry the emergency contacts for each student with them throughout the trip. This information should remain on file with the administration office of that school or department.
  7. All trip participants are required to comply with the standards set forth in the Policy 2-1 Student Code of Conduct and with applicable SFCC policies, procedures, rules and regulations (SFCC Policies and Procedures).
  8. Travel may not occur unless these procedures have been followed. Any trip taken without submission of a complete and accurate Student Travel Form or other violations of this policy may result in individual and/or organizational discipline as outlined in the College Student Handbook, together with such additional action as appropriate under the circumstances.
  9. These guidelines apply to all travel activities:
    1. Pre-trip Meeting: The faculty member/chaperone and students traveling should hold a pre-trip planning meeting with all participants to discuss the planned itinerary, behavioral expectations, and transportation details.
    2. Transportation: The faculty member/chaperone should arrange for transportation using official College vehicle(s), rental vehicle(s), chartered service, regularly scheduled transportation service, or, if necessary, personal vehicles (Policy 5-10 Owned and Leased Vehicles). These rules apply to the use of vehicles.
      1. College Vehicles. College vehicles may only be driven by SFCC employees authorized to do so. (Refer to the SFCC Employee Handbook.)
      2. Rental Vehicles. If rented with College funds, only College employees can drive rental vehicles; all terms of the rental contract must be complied with.
      3. Contract Bus Service. Procurement of bus services must be made consistent with College procurement procedures. Adequate insurance coverage for personal injury and property damage must be provided by the bus company and approved by the Procurement Specialist.
      4. Personal Vehicles. Personal Vehicles should only be used on a voluntary basis. The owners/drivers must provide their own insurance coverage. All student participants choosing to ride in a private automobile do so voluntarily and at their own risk. The College shall not insure or accept liability for any damage, loss or injury resulting from the use of a private vehicle. (Please refer to the travel reimbursement form located on the intranet. In some cases, mileage reimbursement is allowed.
      5. Participation: Except with permission from the appropriate administrator, only currently enrolled students are eligible to participate in College-sponsored travel.

Contact:         Thomasinia Ortiz-Gallegos, Associate Vice President for Student Success

Updated:        5/10/2017


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