Student Domestic Travel

Policy Statement, Purpose, and Scope

The College for Creative Studies encourages student exploration and travel. Off-campus experiences support institutional learning outcomes and expand students’ experience and perspective. The College seeks to ensure the safety of students and mitigate risks associated with off-campus exploration; hence, this policy and its adjacent procedures were established to offer minimum requirements for student travel. Additional standards may be enacted for specific trips by the Trip Leader or Responsible Administrator.

The Student Domestic Travel Policy establishes guidelines to ensure adequate College oversight of travel programs, maintain quality and consistency among programs, and allow for appropriate response should an emergency arise. The purpose of the policy is to ensure that adequate planning, supervision, and organization is in place for safe student domestic travel and to firm an approval and accountability structure.  

This policy applies to domestic travel of any enrolled students to attend activities or events that are:

  • Organized or sponsored by the College for Creative Studies, or travel in which the students act as representatives of the College, and
  • Occurring off the CCS campus and/or extending overnight.
  • This policy does not apply to travel undertaken for internships, student teaching, observations, residencies, or research (unless the research is organized by a faculty member). Travel undertaken by students who are also College employees traveling in their capacity as employees is not covered in this policy and will be handled in the same manner as employee travel.

CCS Student Domestic Travel requires a named Trip Leader, Trip Coordinator, and Responsible Administrator. These parties will ensure that travel is planned and executed in accordance with the CCS Student Domestic Travel Policy and Guidelines and will manage issues as they arise.

Reason for Policy

This policy ensures the consistent handling and oversight of student domestic travel. It provides clear instructions related to approvals and accountability and creates guidelines to ensure the safety of all participants.

Definitions

Academic Travel provides opportunity for students to meet learning outcomes for a course of study or prepare for a specified career path (i.e. conferences, portfolio reviews, studio tours)

The Clery Act is a consumer protection law that provides transparency related to crime policy and statistics. CCS is required to disclose any crime information that occurs on or near campus, or on non-campus property the College has entered an agreement to use (i.e. reserved lodging, agreed upon use in a host facility).

The College defines co-curricular learning as learning activities, programs, and experiences that reinforce the institution’s mission and values and complement the formal curriculum. Examples of Co-Curricular Travel may include student-faculty research experiences, service learning, professional clubs or organizations, career services, etc.

An Enrolled Student is any CCS student, graduate, undergraduate, non-matriculating, or PreCollege and Continuing Studies, who is enrolled in courses at the College, including College break periods and summers between enrolled periods. Only CCS staff, faculty, and enrolled students may participate in College-sponsored domestic student travel. If an exception is necessary, the approval of the Responsible Administrator is required.

The Responsible Administrator is a Dean, Department Chair, Director of an administrative unit, or their delegate who offers approval for the travel and any associated expenditures, as well as authorizing policy exceptions.

A Trip Leader is typically a full-time faculty or staff member(s) responsible for trip planning, student preparation, and supervision of students on the trip. Adjunct Instructors or part-time employees must be approved by the Responsible Administrator prior to the trip being approved.

The Trip Coordinator is the staff member responsible for oversight of trip planning and execution. The Coordinator will work with the Trip Leader to complete Business Services documentation and aid with trip planning and reservations as needed.

Title IX –The College subscribes to the principle of equal opportunity in its employment, admissions, and educational practices, including travel, and strives to provide an educational environment and workplace free from unlawful harassment or discrimination. Discrimination, including harassment, because of age, race, color, national origin, religion, sex, sexual orientation, marital status, disability or any other characteristic protected by law is strictly prohibited.

Academic Travel

Student travel can be an important component of a student’s learning experience at CCS. Class field trips and departmental group travel can enhance the content of a course or academic endeavor by providing experiences that cannot be conveyed in a classroom. As the intent of academic travel is usually to meet learning outcomes for a course of study or prepare for a specified career path, faculty are expected to act as Trip Leaders.

  1. Chaperones are required for all College-sponsored student domestic travel. A full outline of the chaperone policy, including the number of students allowed per chaperone, can be found here. Any exceptions to this requirement should be requested through the Chaperone Waiver form found at the above link.
  2. Field trips that are expected for a course must be listed on the class syllabus.
  3. Funding for Student Domestic Travel, including field trips, comes from the involved students and the department if additional funding is required. The faculty may submit a Student Domestic Travel Funding Request to the Office of Academic Affairs after receiving approval from the Department Chair. All monies due from students for a given trip must be paid to CCS before leaving on the trip, with no exceptions. Subsequent to the trip, proper accounting, including all appropriate receipts, must be made of all funds expended. The forms to be used in this accounting may be obtained from the Business Office.

Co-Curricular Travel

Co-Curricular travel can foster the development of soft or cross-cutting skills such as teamwork, communication, problem solving, and interpersonal relations.

The requirements for Co-Curricular student domestic travel are the same as academic travel; the only difference lies in who may act as Trip Leader and who is asked to serve as Trip Coordinator. Staff members may act as Trip Leaders for Co-Curricular travel. Co-curricular travel is often coordinated through various Enrollment and Student Services Offices.

Related Policies/Forms


Student Domestic Travel Guidelines

Trip Leader


Expectations of Travel Participants

Prior to Travel Commencing

Proposal

The Trip Leader and Coordinator will work together to develop a travel proposal, inclusive of budget estimations, and submit the completed Student Domestic Travel Funding Request. When possible, requests for overnight stays or travel outside of a 50 mile radius should typically be submitted three months in advance of the travel. For local travel, a funding request should typically be submitted three weeks in advance. As part of the proposal process, the Trip Leader should speak with their supervisors regarding coverage for their on-campus responsibilities should the trip be approved.

Planning

Upon approval of the travel proposal, the Trip Leader and Trip Coordinator will communicate fundraising/personal contribution expectations to student participants and the Trip Leader will develop a loose itinerary. If the travel is not specific to a certain class, the Trip Leader and Trip Coordinator will work together to promote the travel opportunity to students.

The Trip Coordinator will maintain a list of students who will participate in the travel, limiting capacity in accordance with budget and number of chaperones. A waitlist will also be maintained in case any of the initial participants are unable to attend.

If the travel will take place within a single day, the Trip Leader will provide students direction for the trip via email and/or the College’s learning management system the day prior to travel. This communication will include:

  • Firmed travel itinerary
  • Other chaperones (if applicable)
  • Transportation details
  • How meals will be handled (if applicable)
  • Expected student expenses – meal, coat check, etc.
  • Behavioral expectations for the trip, i.e. Student Code of Conduct
  • Appropriate attire
  • Necessary gear/materials/tools
  • Risks associated with the trip
  • Need to keep on person at all times – health insurance information and emergency contact
  • Direction should an emergency arise

For travel involving an overnight stay, the Trip Leader, in coordination with the Trip Coordinator, will schedule an orientation for all travel participants. This orientation will take place at least one week prior to the commencement of travel. The orientation will provide the information listed for single day trips, as well as details on the following content.

  • Route
  • Rest and meal stops
  • Lodging
  • Proper identification/health information

Required Forms/Lists

The Trip Leader must have students sign the Field Trip form for all student travel. Completed forms, as well as a Participant List containing student name, student number, cell phone number, and emergency contact information must be submitted by the Trip Coordinator to the Trip Leader, Dean of Students (if overnight travel), and Responsible Administrator at least ten days prior to travel commencing.

While Traveling

Supervision/Direction

While traveling, the Trip Leader is responsible for maintaining an accurate accounting of all participating students. The itinerary communicated prior to the trip should be followed as closely as is feasible.

If the Trip Leader is the sole chaperone for the trip, they must be available to trip participants at all times and be lodged in the same place (as applicable), though they may not share a room with students. If there is an additional chaperone(s) on the trip, oversight breaks may be scheduled with coverage by the chaperone(s).

Alcohol and/or cannabis consumption by Trip Leaders is prohibited while chaperoning student trips, unless there is a chaperone who can respond to an emergency in their stead. If a Trip Leader imbibes, they need to do so in accordance with the dictates offered in the College’s Travel and Entertainment Policy and Alcohol and Other Drug Policy.

The Trip Leader must follow all dictates as set forth by the CCS Chaperone Policy, as well as those in the Travel and Entertainment Policy.

Emergencies

Trip Leaders will carry with them – on their body – the emergency contact information for all participants.

The Trip Leader must report any incident resulting in injury or property loss, criminal activity, violation of trip rules or Student Code of Conduct, emergencies, or any other unusual activity to the Trip Coordinator and Responsible Administrator as soon as practicable following the incident. In the case of a true emergency, the Trip Leader is responsible for calling 911 and/or the local authorities.

Upon Return

Receipt Submittal

Within seven business days of the end of the travel period, the Trip Leader must submit all travel receipts and the remaining funds from any advances received to the Trip Coordinator.

Reporting

A Trip Evaluation Form for Faculty/Staff must be submitted by the Trip Leader to their department Program Manager (as applicable) for use in the Academic Affairs Monthly Report within the same seven-day period. 

A Student Trip Evaluation form link should be sent within three days of the return by the Trip Coordinator. Completed evaluation forms will be made available to the department/office and sponsoring departments by Academic Affairs.

Travel sponsors may require additional reporting from the trip.

Other Chaperones (as applicable)

As stated in the CCS Chaperone Policy, chaperones are typically full-time faculty, staff, or graduate assistants. For academic travel, faculty typically serve in this role. Chaperones are expected to work with the Trip Leader in planning and implementing the travel. Chaperones do not have responsibilities related to reporting or receipt reconciliation.

Trip Coordinator

Prior to Travel Commencing

The Trip Coordinator works with the Trip Leader, aiding in proposal research and trip planning as needed, aiding in the completion and submittal of the Student Domestic Travel Funding Request form, and making reservations for transport, lodging, and access for group participants (i.e. conference fees, museum tickets). The Trip Coordinator also works with the Trip Leader to promote the travel opportunity (as appropriate), conduct an orientation (when needed), and management of the travel budget. The Trip Coordinator is also responsible for liaising with Business Services to set up an account for student deposits.

Prior to travel commencing, the Trip Coordinator is responsible for ensuring that the Trip Leader has submitted Field Trip forms for all participants. The Trip Coordinator will create a Participant List for the Trip Leader and for use internally. The Trip Coordinator will forward this Participant List to the Trip Leader, Dean of Students (if overnight travel), and Responsible Administrator ten days prior to the trip commencing.

While Travel is Taking Place

Trip Coordinators are on on-call status during the duration of the trip, as they will act as liaison between the Trip Leader and the Responsible Administrator should questions or an emergency arise.

Upon Return

Once the travel is complete, Trip Coordinators are responsible for reconciling the travel expenses. Trip Leaders are to submit all receipts from the travel to the Trip Coordinator within seven business days of return. Trip Leaders will also submit a trip evaluation form on the travel. Additional reporting on the trip, in the form of exhibitions, debriefs, etc. may also be expected from trip sponsors; Trip Coordinators will aid in planning for these events as applicable. Trip Coordinators will also communicate with the Trip Leader and all participants regarding the Student Trip Evaluation form.

Responsible Administrator

Prior to Travel Commencing

The Responsible Administrator for student domestic travel is named on the Student Domestic Travel Funding Request form and offers approval for the trip proposal.

While Travel is Taking Place

Responsible Administrators are on on-call status during the duration of the trip, as they may need to respond to questions or offer direction should an emergency arise.

Upon Return

Dependent on the size of the expenditure, Responsible Administrators may be called upon to approve expenditures/reconciliation reports resulting from the travel. Responsible Administrators have the discretion to require additional travel reporting from Trip Leaders, regardless of whether their office sponsored the travel financially.

Student Participants

Prior to Travel Commencing

Students who wish to participate in domestic travel opportunities are expected to carefully consider the trip information provided to them from the Trip Leader and reflect on their own ability to successfully participate in the travel before signing up for the trip. Though students are not required to pay for required class field trips, travel that is not required will typically entail a cost to the student. Students participating in travel may need to miss other classes or commitments – students should ensure that trading one experience for the other is the best choice for them before committing to the trip. Students participating in travel opportunities are expected to attend pre-trip orientations (as applicable), fundraise (as needed), and meet any obligations (surveys, submission of work, etc.) that follow the trip. Finally, while traveling, the Student Code of Conduct and all other policies of the College, as well as any rules set for the by the Trip Leader, are in effect and students wishing to participate in travel must be willing to follow these dictates. Student travelers represent the College and it is imperative that they behave in accordance with the institution’s best interest.

Student travelers should be aware that the College assumes no responsibility in providing participating students funds in the case of an emergency. Participating students should be prepared to assume the costs of their travel, lodging, and food in the case of unanticipated delays or other incidents requiring additional expenditures, as well as any uncovered medical costs.

The Students Affairs office will consider student participant names as they deposit. Students not in good judicial standing may not be permitted to attend overnight trips.

Students participating in domestic travel will also need to submit a Field Trip form prior to traveling.

While Traveling

As stated, all students participating in domestic travel opportunities must adhere to the Student Code of Conduct and all other policies of the College, as well as any rules set by the Trip Leader. Failure to comply may hinder future participation in travel opportunities.

No student is permitted to leave the group, and no student shall be left behind during a trip unless required by circumstances approved by the Responsible Administrator.

Alcohol, cannabis, or illegal substance consumption by students of any age is prohibited during College-sponsored domestic student travel.

Students are expected to approach the Trip Leader or chaperone(s) (if applicable) with any incident resulting in injury or property loss, criminal activity, violation of trip rules or Student Code of Conduct, emergencies, or any other unusual activity that takes place on the trip.

If a student needs to return early from the trip for any reason, the Trip Leader, in consultation with the Trip Coordinator and Responsible Administrator, will determine if that student should be accompanied by a fellow trip participant.

Upon Return

Were any expenses incurred that are approved for repayment, students must submit the relevant receipts to the Trip Coordinator within seven days of return.

If a post-trip event is planned – a presentation on the travel, an exhibition of work inspired by the travel, debrief meeting, etc. – students are expected to participate.

Travel Budget

Funding Sources

Student domestic travel is typically funded via student fundraising and individual student contribution. If the travel is required or offered as part of a sponsored research project, the budget for that project will typically cover the associated costs. Funds are also available through the Academic Affairs office, Student Affairs office, Student Government, and individual program budgets, though the allocation is based on strict criteria developed by each group and usually covers only a portion of the full cost. The criterion for funds available from each office is available on the Campus Offices, Academic Affairs site.

The Trip Leader and Trip Coordinator are responsible for developing a budget associated with any student travel with four or more student participants. The cost for chaperone travel is included in this estimate. Once the budget is known, the Trip Leader, in coordination with the Trip Coordinator, may submit a Student Domestic Travel Funding Request form to seek funding from College offices. Requests for funding typically require three weeks for full processing. Once the Student Domestic Travel Funding Request form is returned to the Trip Coordinator with allocations detailed, the Trip Leader and Coordinator will work with the student group to guide fundraising efforts in accordance with the Student Fundraising Policy and determine individual student commitments. The cost of attendance for each student, both if fundraising goals are met and if they are not, will be clearly indicated on all promotional materials and communication relating to the travel.

If the travel is cancelled, the Trip Coordinator is responsible for communicating the cancellation to the Trip Leader, Responsible Administrator, participating students, and any offices that allocated funding for the travel within three business days of cancellation.

Student Deposits

Students are expected to deposit half the cost of the trip or $50, whichever is less, to the Business Services office at least five weeks prior to overnight trips as a good faith deposit. Three weeks prior to the trip is a drop-dead date – students wishing to withdraw from the trip after that date will be liable for all expenses incurred. These funds will not be returned if the student chooses not to attend unless an exception is granted by the Responsible Administrator. A wait list will be kept for all student travel with more prospective attendees than available spaces. Waitlisted students are not responsible for submitting deposits until they are confirmed as travelers.

Final student payment for the trip is due to Business Services seven business days prior to the trip. If final payment is not made by this date, students will lose their deposit, as well as their ability to participate, and their space will be given to a waitlisted participant.

Student travel requires clear financial commitment by a known number of participants. If too few students participate, the cost increases for all and the travel may no longer be financially feasible. The Trip Leader and Trip Coordinator will make this determination one week prior to the trip and if the travel is cancelled, coordinate the return of all student deposits.

Reservations/Advance Vendor Payments

Trip Coordinators will typically have a College-provided credit card to use for reservations and vendor payments (conference fees, pre-purchase tickets, etc.). As much as possible, charges should be applied to College credit cards prior to trip commencement rather than paid out of pocket at the time of service by the Trip Leader. All arrangements will be made in accordance with the Travel and Entertainment Policy.

Advances

Cash advances are available for the Trip Leader to pay for costs associated with group meals, ground transport, etc. It is expected that these advances will be requested and reconciled in accordance with the directives offered in the CCS Travel and Entertainment Policy.

Logistics

The College’s Travel and Entertainment Policy offers standard guidelines for faculty and staff travel. The guidance in this section is additional and does not supersede or replace the requirements listed in that Policy.

Transportation

Air Travel

Air travel for student trips presents additional complications and should be used as a mode of transport only when neither vehicle nor train travel would make sense in the given circumstance.

  • All domestic air travelers must have Real-ID compliant Driver’s License or valid passport. Students should be made aware of this requirement as early in the trip planning process as possible so that those without this documentation might have time to apply for and receive these documents prior to the trip.
  • College policy states that airline reservation purchases should be as economical as possible; typically, this means that the tickets will be non-refundable.

If making reservations for a group, representative help can be requested from most airlines. Prior to purchasing airline reservations, the Trip Leader and Coordinator must ensure that all participating students and chaperones (as applicable) are committed to the trip, meet appropriate requirements for travel participants, have completed the Field Trip Form and have, or have the ability to obtain prior to the trip, either a Real-ID Compliant Driver’s License or valid passport.

The College has a corporate rewards program member with Delta Airlines. If purchases are made for this airline, please click that box, choose Delta Air Lines SkyBonus, and use code ESLE7.

The cost of mileage to and from the airport and airport parking for the students, Trip Leader, and Chaperone(s) (as applicable) should be included in the trip budget.

Automobiles

INDIVIDUALLY OWNED

Personal vehicles are used on a voluntary basis and the owners/drivers must have their own insurance coverage and a valid driver’s license. The College does not insure or accept any liability for damage, loss, or injury resulting from the use of a private vehicle. The College does not provide comprehensive or collision (physical damage) insurance for personal vehicles driven on College business. The College does not carry non-owner excess liability insurance to protect the College and employee or student in the event of a suit resulting from an automobile accident in which an employee or student was driving on College business.

If personal vehicles are used for student domestic travel, the costs for mileage and parking (if any), should be included when developing the budget for the trip.  Student, Trip Leader and chaperone(s) (as applicable) mileage and parking should be included in the trip budget, and the cost reimbursed. Itemized receipts and adherence to direction offered in the Travel and Entertainment policy are expected.

CARPOOLING

Students cannot be asked to carpool, but they may choose to do so voluntarily. Please note the liability statements offered in the above section.

Faculty and chaperone(s) should not provide rides to students in their personal vehicles.

RENTED VEHICLES

Rental vehicle use for student domestic travel is rare and must be approved by the Responsible Administrator. The driver of the vehicle will need to be properly licensed and insured for the rented vehicle and receive College permission from Campus Safety/Facilities to chauffer students.

Bus

Charter buses can be an economical choice for travel with large groups. Reservations typically entail agreement via a contract; hence, the Responsible Administrator needs to approve this mode of travel, as does the Vice President of Administration and Finance who approves all contracts with the College. The bus company will need to provide evidence of adequate insurance coverage for personal injury and property damage.

Train

As with airline reservation purchases, train tickets are rarely refundable. Prior to the purchase of tickets, the Trip Leader and Coordinator must ensure that all participating students and chaperones (as applicable) are committed to the trip, meet appropriate requirements for travel participants, have completed the Field Trip Form and have, or have the ability to obtain prior to the trip, valid photo identification.

If traveling by train, the itinerary should make allowances for a variance in arrival schedule.

Local Transport at Location

Local transport (i.e. local buses, subways, taxi services, ride share, bicycle rentals, etc.) once all participants reach the location will be planned in accordance with the budget and itinerary created during the trip preparation phase.

Local transport costs that are included as part of the trip budget will be paid for by the Troop Leader or a designated chaperone (as applicable). Per the Travel and Entertainment policy, receipts must be submitted to the Trip Coordinator upon return for reconciliation/reimbursement purposes.

Participants bear the responsibility of paying for any local transport needs not included in the itinerary. 

Lodging

Trip Leaders and chaperone(s) and student participants are expected to lodge in the same facility, but never the same room. Any exceptions to this will need to be approved by the Responsible Administrator prior to the trip commencing. The cost of lodging for all participants is to be paid from the trip budget, rather than individually. No member of the College may house students in an apartment, home, or other facility owned by any faculty or staff member.

Typically, travel participants on overnight trips will stay in a hostel or moderately priced hotel/motel. Personal charges (videos, room service, etc.) are not allowed. Lodging charges will usually be paid via the College credit card used to reserve the space. The Trip Leader is responsible for canceling unneeded lodging. It is expected that the guidelines offered by the lodging establishment for cancellations be followed.

On occasion, rental properties may be used to house domestic travel participants. This mode of lodging must be approved by the Responsible Administrator, as well as the Vice President of Administration and Finance if a contract is required.

Meals

Meals will be planned in accordance with the budget and itinerary created during the trip preparation phase.

Group meals that are included as part of the cost of the trip will be paid for by the Trip Leader or a designated chaperone (as applicable). Per the Travel and Entertainment policy, the itemized receipt (not summarized credit card receipt) for these meals must be submitted to the Trip Coordinator upon return for reconciliation/reimbursement purposes.

Student participants bear the responsibility of paying for individual meals or snacks not included in the cost of the trip. The individual meals of the Trip Leader and chaperone(s) (as applicable) should be included in the trip budget, though snacks are purchased at personal cost. Itemized receipts and adherence to direction offered in the Travel and Entertainment policy are expected.

Accommodations for Participants with Disabilities

If a student participant with a disability requires accommodation to participate in the trip, the Trip Leader and Coordinator should contact the Dean of Students for assistance in providing reasonable accommodations. If the Trip Leader or a chaperone (as applicable) require accommodation for a disability to participate, the Director of Human Resources should be contacted.

Academic Policies and Procedures

Complete academic policies related to student expectations, grading guidelines, course registration, class level, and similar policies can be found in the campus Policy database. The College Catalogs can be found on the Course Catalogs page of the college website. Questions regarding academic policies and standards should be directed to the Office of Academic Affairs.

Departmental Review Attendance

The academic programs at CCS are designed to challenge students, prepare them for careers in the visual arts and design, and provide them with opportunities to express their ideas through visual and verbal presentations. At least once each academic year, students are expected to participate in a departmental review. Students who do not attend the review at the scheduled date and time and have circumstances the are beyond their control, should immediately contact the department. Documentation regarding the circumstances may be required from the student. The department will reschedule the review at a time mutually agreeable for the department and student. Students who do not attend their scheduled review and do not make arrangements with the department to reschedule are ineligible to register for the next semester. If a student has registered, he, she, or they will be removed from the registered courses. A departmental hold will be placed on the student’s record until the matter is resolved with the department.

December Commencement Exhibition

Students graduating in December are required to show one piece of work (or a set of work that is hung together, such as a triptych), reviewed and approved by the appropriate Department Chair, in the December Commencement Exhibition. The December Commencement Exhibition Artwork Approval Form is available through the Academic Advising and Registration Office and must be submitted by the due date offered on the form. December graduates may also show their work in the May Student Exhibition. Under certain circumstances, Department Chairs may waive participation for students who have fulfilled all graduation requirements as outlined in the course catalog.

Freedom of Expression

The mission of the College for Creative Studies asserts that we embrace excellence, ethical action, and social responsibility in all aspects in the practice of art, design, and scholarship. To adequately support this mission, CCS must preserve freedom of expression in all its forms. Freedom of expression is essential to basic human dignity. It ensures that members of the CCS community (students, faculty, staff and guests invited by the College) are at liberty to develop their creative abilities to the fullest extent.

CCS supports the rights of its community members to research and create using all forms of expression. It supports the right to express one’s views publicly as well as privately at venues and in activities both on and off campus.

The CCS community recognizes that creative expression by its very nature may be provocative. To encourage healthy debate, members of the CCS community and guests must demonstrate respect for the right of others to express views which they find disagreeable or offensive. Likewise members of the CCS community must be sensitive to the various audiences who may encounter their work.

That being said, CCS also notes that this freedom is not absolute. In certain circumstances, the institution may restrict expression, for example, that violates the law, is harassing or defamatory, invades substantial privacy or confidentiality interests, or does not meet curatorial standards. Moreover, the institution may reasonably regulate the time, place, and manner of expression to ensure that it does not disrupt the ordinary activities of the College.

Exhibitions

Reason for Policy

As an educational institution dedicated to nurturing the highest level of creativity both inside the classroom and out, College for Creative Studies (CCS) wholeheartedly supports the ability of students, faculty, staff, and invited guests to display their work on campus and other venues as may be appropriate. This policy provides guidelines for review, display, oversight, and other considerations of work exhibited under the College’s auspices to ensure, among other things, safety, security, suitability, and the right to freedom of expression.

Scope

The CCS Exhibition Policy is administered by the Faculty Advisory Committee of the Office of Exhibitions and Public Programs in consultation with the College administration. It is guided by the College’s Statement on Freedom of Expression, which holds that the free exploration, display, and exchange of ideas is fundamental to a democratic society, even, and perhaps especially, those that are considered controversial. At the same time, it recognizes that the right to free expression requires an ethical responsibility on the part of those who create these works, and their educators (as applicable), to consider where they may be displayed and with respect for the audiences who may encounter them. This exhibition policy specifically addresses those venues dedicated for the display of creative work, both on campus and off, sanctioned by the College. It does not bind CCS to sanction expressions carried out in situations beyond its control.

Guiding Principles

The presentation of creative work is fundamental to the educational mission of the College in fostering and promoting research, development, creation, and promulgation of knowledge in the arts and culture among its various and diverse audiences. The specific method and process by which work comes to be displayed under the auspices of College may differ, depending on the venue and the function. However, all work presented to the public under the College’s auspices is curated, which is to say that it undergoes a process overseen by the appropriate staff (i.e., full-time faculty, gallery directors, and/or other staff with the requisite authority) to ensure its suitability for display. The specific procedures and responsibilities for the various exhibition spaces and presentation activities are detailed in the “Venues” section that follows. The College retains the authority to make the final determination on which works are displayed, how they are displayed, and where they are displayed at College-sanctioned venues and special exhibitions.

Venues and Programs

The College has many spaces where creative work may be displayed. These include formally curated spaces as well as those that are improvised, temporary, or less deliberate. In each case, the purpose of the work being displayed and the audience that may encounter it must be taken into account.

Office of Exhibitions and Public Programs

CCS has a number of venues and programs organized under the Office of Exhibitions and Public Programs. Below are the specific spaces and programs administered by the Office, as well as the procedures and responsibilities for each:

  • CCS Center Galleries: A curated space that presents a range of changing, high-quality exhibitions of local, regional, and international contemporary art and design, as well as public programs. The gallery accepts proposals from the CCS community and other constituents. Exhibitions are selected and scheduled by the Director of the Office of Exhibitions and Public Programs in consultation with the Faculty Advisory Committee. Located in the Manoogian Visual Resources Center.
  • Alumni and Faculty Hall: Devoted to exhibitions featuring CCS alumni, faculty, and staff, who may propose them or be invited by the Director of the Office of Exhibitions and Public Programs. Exhibitions are selected and scheduled by the Director of the Office of Exhibitions and Public Programs in consultation with the Faculty Advisory Committee. Located in the MVRC in the hallway next to CCS Center Galleries.
  • Permanent Collection Gallery (also known as the Student Showcase): Dedicated to exhibitions of the College’s permanent collection. Located in the hallway off the rear entrance to MVRC.
  • Permanent Student Exhibition: Rotating exhibition of work by current CCS students from all undergraduate departments. Work is selected by the Department Chairs. Located in the MVRC near the front entrance.
  • U245 Student Gallery: A student-run exhibition space dedicated to the display of current CCS student work from all departments. Work is selected from a call for proposals by the student gallery manager in consultation with the U245 Faculty Advisor. Located on the first floor of the Art Centre Building.
  • The Valade Family Gallery: A venue for art in all of its multitudinous forms intended to foster dialogue among students, faculty, staff, alumni, and the community at large on a variety of issues of contemporary art and design. This space is particularly dedicated to supporting the educational mission of the College’s academic departments and offers a combination of curated and proposed exhibitions as determined by the Office of Exhibitions and Public Programs in consultation with the Faculty Advisory Committee. Located on the first floor of the A. Alfred Taubman Center for Design Education (TC)
  • Garfield Windows: Highlights a range of work by CCS students and alumni in reproduction form for the benefit of the public to help raise awareness of the College and promote its activities. Installation of work is overseen by the Director of the Office of Exhibitions and Public Programs and the Marketing Department. The windows are located on the first floor of the Garfield Building on Woodward Avenue.
  • Woodward Lecture Series: This visiting speaker series has attracted over 100 renowned artists, critics, and scholars to Detroit since 1998. In addition to public lectures, Woodward Lecturers directly engage with CCS students through critiques and round-table discussions, fostering a greater understanding of and appreciation for contemporary art and culture. Lecturers are curated by the Office of Exhibitions and Public Programs in collaboration with the Faculty Advisory Committee.

Office of Academic Affairs

The Office of Academic Affairs oversees a number of activities to support its pedagogical mission for the benefit of students, faculty, staff, and, where appropriate, the public.

  • Classrooms/Studios: The College recognizes classrooms and studios as laboratories for investigation of a broad range of issues to further students’ creative development. Ideas presented in these spaces may be in the process of formation and subject to critique by peers, faculty, and other advisors. As such, work in process may find expression in these spaces that might need to be refined or discussed prior to being presented to the broader public. The College recognizes the right and the need for students to conduct investigations that may make some uncomfortable. At the same time, the College calls upon all concerned to exhibit respect for one another in their presentation and discussion of this work.
  • Hubs/Hallways: CCS has a number of spaces outside of classrooms that are thresholds between areas devoted to instruction and experimentation and those where the public has access and therefore may encounter the work of students in progress. The chair and faculty of each department select the work that is displayed in these areas. Judgment should be used on what to display in these areas for any period of time.
  • Toyota Lecture Series: Established through an endowment gift from Toyota Motor Company, the series brings prominent designers, critics, entrepreneurs, and scholars in all fields of design to speak at CCS. In addition to public lectures, the Toyota Lecture Series directly engages with CCS students through critiques, roundtable discussions, and workshops. Speakers are selected through a call for nominations, which are reviewed and approved by the Office of Academic Affairs.
  • Special lectures, workshops, and residencies: From time to time, special lectures and workshops presented by visiting artists and designers and other onsite activities may take place where work is presented and discussed. These activities may be in a single department or include multiple departments and may or may not be open to the public depending on the specific circumstance. These activities are approved by the Department Chair(s).

Special Exhibitions

The College regularly presents a variety of special exhibitions of student work in support of its educational mission, as well to showcase that work for the benefit of the public. Faculty and staff also exhibit their work at various venues on campus and off as part of their professional practice.

  • Annual CCS Student Exhibition: Opening the day after Spring Commencement, the Annual Student Exhibition showcases work by undergraduate and graduate students in all majors, including Foundation and Liberal Arts. The chair and faculty of each department are responsible for determining all work that is to be included in the Student Exhibition in that department’s section and overseeing its installation. See the Appendix: CCS Annual Student Exhibition Jury Procedures by Department for specific department guidelines. The exhibition is located at the Taubman Center, floors 8-11.
  • Winter Commencement Student Exhibition: All students graduating in December are given the opportunity to exhibit in the Annual CCS Student Exhibition. However, they are also given an opportunity to exhibit a more limited sampling of their work on the evening of December Commencement. Seniors wishing to exhibit in the Winter Commencement Exhibition must apply to the Department Chair by the due date and follow the procedures as set forth in the Appendix. The exhibition is located at the Taubman Center, Knight Gallery.
  • North American International Auto Show: Each January, CCS sponsors a booth at the North American International Auto Show to showcase the work of students in the Transportation Design Department and raise awareness among industry peers, the general public, and prospective students of the College as a global leader in design education. Work for the display is chosen by the Department Chair, the Provost, and the President. Location: Cobo Hall.
  • Other (student, faculty, staff): From time to time, students, faculty, and staff participate in exhibitions, presentations, and other activities at a wide range of venues, including museums, galleries, symposia, and more. Some, such as the Art Practice Department “One Night Stand,” are done under the College’s auspices whereas others, such as participation in a juried exhibition at a commercial gallery, are not. Presentations undertaken to represent the College are covered by this Exhibition Policy and the College’s Statement on the Freedom of Expression. Those undertaken independently are not. The College respects the right of students, faculty, and staff to put their creative expressions in the public domain, with the understanding that they may not reflect the views of the College, and CCS will not be held liable for their reception.

Environmental Concerns at CCS Venues

  • Traffic Flow: No artwork is allowed to block access to exits or entrances in any way.
  • Physical Hazard: Any installation must be secured in such a way that no one can be injured. Nothing must be allowed to fall down, tip over, or spill. No work is allowed to hang from water or electrical pipes.
  • Air Quality: To protect members of the public have allergies, asthma, or are otherwise chemically sensitive. Displays should not give off dust, fumes, vapors, scents, etc., that maybe toxic or an irritant.
  • Electrical: Electrical wiring needs to be of an appropriate gauge. Equipment must be protected from overheating. Use only heavy duty extension cords, and do not string extension cords together.
  • Technology: Exhibitions incorporating technology must be approved by the Office of Exhibitions and Public Programs in consultation with the CCS Department of Information Technology Services. In the case of the CCS Annual Student Exhibition, all requests for technological support must be submitted through the respective department and approved by the Office of Information Technology Services. Student are not allowed to provide their own technology without prior written approval.
  • Perishable Items, live plants, live animals, body fluids: Some items (perishable or not) may only be used within limited constraints and must be approved by the proper College authorities. Situations that breed disease, foul odors, or insects will not be allowed.
  • Fire Hazards: Flammable or combustible material must be protect from ignition.
  • Graffiti/Vandalism: CCS supports a broad range of opportunities for expression for students, faculty, and staff to express their creative vision through exhibitions, performances, and other programs that may engage the broader community on and off campus. While some forms of graffiti have gained recognition as a viable form of creative expression, the College considers defacement of public or private property to be vandalism, not artwork. Students, faculty, and staff are encouraged to seek the appropriate permission to create works of art in the public realm. Those who commit vandalism on or off campus are subject to disciplinary action, which can range from remediation of the site and/or paying for damages up to dismissal. In addition to discipline by the College, individuals committing acts of vandalism may be subject to civil legal action by property owners and criminal prosecution for their actions.

Liability

The College assumes no responsibility for student work displayed in College venues or special exhibitions. Special exhibitions at CCS Center Galleries and the Valade Family Gallery and the CCS Permanent Collection may be covered by the College’s liability insurance policy. See the Director of the Office of Exhibitions and Public Programs for conditions that may apply.

Departmental Policies

Each department at CCS has established procedures for the display of work under their individual auspices. These procedures must be consistent with the principles and procedures detailed in this document. See the Appendix: CCS Annual Student Exhibition Jury Procedures by Department for specific department guidelines. The College retains the right to supersede departmental policies if it is deemed to be in its best interest to do so.

Code of Student Conduct

The Code of Student Conduct is in place to ensure students are aware of the behavior expected of them as members of the CCS community. The purpose of this Code is to create an environment that fosters civility, personal responsibility, and mutual respect of others and their differences.

Any student who commits a violation of the Code of Student Conduct is subject to disciplinary sanction, up to and including dismissal from CCS. The following actions/behaviors shall constitute violations of the Code of Student Conduct:

  1. Violating published CCS policies, rules, or regulations including, but not limited to, the policies on nondiscrimination, sexual harassment, smoking, drugs/controlled substance and alcohol.
  2. Violating federal, state or local laws on CCS premises or while in attendance at CCS sponsored, approved, or supervised events/programs or committing off-campus violations of federal, state or local law that adversely affect CCS, the pursuit of its objectives and/or a CCS community member (defined as, but not limited to: administrators, faculty, staff, students, guests, visitors, vendors or contractors).
  3. Committing acts of sexual assault (stranger, date, or acquaintance rape), or other forms of coerced sexual activity.
  4. Engaging in acts of physical abuse and/or actions that intimidate, harass, threaten, coerce, or otherwise endanger the health and safety of one’s self or another.
  5. Engaging in disorderly conduct or fighting, which is defined to include, but is not limited to, behaviors which are viewed as intoxicated, lewd, indecent, obscene, slanderous or threatening to others.
  6. Interrupting or disturbing the day-to-day academic and operational functions of CCS or committing intentional acts that obstruct, disrupt, or physically interfere with the use of CCS premises, buildings, or passages.
  7. Possessing, duplicating, or using keys/IDs to any CCS building or facility without authorization by appropriate CCS officials or committing an act of unauthorized entry into or use of CCS buildings or facilities by use of key, ID card or force.
  8. Engaging or participating in acts of unauthorized possession, use, removal, defacing, tampering, damage, or destruction of CCS owned or leased property, equipment, computer programs, or materials, or that of any CCS community member.
  9. Posting, affixing, or otherwise attaching unauthorized written or printed messages or materials, e.g. posters, signs, handbills, brochures, or pamphlets. Posting, affixing, or otherwise attaching authorized afore mentioned materials on or in unauthorized places including but not limited to trees, shrubbery, sidewalks, buildings, and lawn areas without permission from the appropriate CCS official.
  10. Engaging or participating in unauthorized possession or use of explosives, firearms, dangerous weapons, or other hazardous objects or substances. Weapons, explosives, and other hazardous objects or substances covered by this regulation shall include, but not be limited to, the following:
    • all handguns, rifles, and shotguns;
    • all longbows, crossbows, and arrows;
    • all knives having a blade length of three inches or more that are not solely used for the purpose of creating art or for the preparation and eating of meals;
    • all BB guns, pellet guns, air/CO2 guns, blow guns, paint guns, splat balls and altered toy guns;
    • all fireworks;
    • all explosives, laboratory chemicals, dangerous compounds, gunpowder, firearm ammunition, and flammable petroleum fuels;
    • any martial arts weapons, e.g., numb chucks and throwing stars;
    • any substance that is considered poisonous:
    • any item used as a weapon in the commission of a crime; and
    • any operative animal trap or other device that is used to ensnare animals.
  11. Committing acts of arson, creating a fire hazard, or possessing or using, for purposes other than academic, inflammable materials or hazardous substances on CCS property, or failing to properly store, use, clean-up and dispose of hazardous substances that have been approved for academic use.
  12. Committing acts that endanger the property of CCS (including but not limited to altering or misusing any firefighting equipment, safety equipment, or emergency device).
  13. Making false reports of a fire, bomb threat, or other dangerous condition; failing to report a fire, or interfering with the response of CCS or municipal officials to emergency calls.
  14. Failing to comply with the directions of CCS officials acting in the performance of their duties and/or failing to positively identify oneself to a CCS official when requested to do so. The preferred form of identification shall be a current, valid CCS identification card.
  15. Aiding and abetting another person in committing an act that violates the Code of Student Conduct.
  16. Committing acts of dishonesty including but not limited to the following:
    • engaging or participating in cheating, plagiarism, or other forms of academic dishonesty (students committing acts of academic dishonesty are also subject to academic sanctions).
    • furnishing false information to any CCS official/office or outside source regarding CCS or a CCS community member.
    • forging, altering, or misusing any CCS document, record, or instrument of identification.
    • tampering with the election of any CCS-recognized student organization.
    • attempting to represent CCS, any recognized student organization, or any official CCS group without the explicit prior consent of the officials of that group.
  17. Gambling on CCS property or engaging in unauthorized canvassing or solicitation.
  18. Engaging in acts of theft, misuse or abuse of the CCS computer network, including but not limited to:
    • unauthorized entry into a file, to use, read, or change its contents.
    • unauthorized transfer, deletion or storage of a file(s).
    • unauthorized use of another person’s login/password.
    • use of computing facilities/networks to interfere with the work of another.
    • use of computing facilities/networks to send inappropriate or obscene messages.
    • use of computing facilities/networks to interfere with the normal operation of CCS.
  19. Possessing, distributing or being under the influence of cannabis (marijuana) or any State or Federally controlled substance except as expressly permitted by law.
  20. Possessing, distributing or being under the influence alcohol except as expressly permitted by law and CCS policy.
  21. Engaging or participating in abuse of the campus judicial system, including but not limited to:
    • falsifying or misrepresenting information before a CCS official.
    • disrupting or interfering with the orderly conduct of a judicial proceeding.
    • instituting a judicial complaint knowingly without cause.
    • attempting to discourage an individual’s proper participation in, or use of, the judicial proceeding.
    • attempting to influence the impartiality of a CCS official prior to, during, and/or after a judicial proceeding.
    • harassing (verbal or physical) and/or intimidating a CCS official prior to, during, and/or after a judicial proceeding.
    • failing to comply with the sanction(s) imposed under the Code of Student Conduct.
    • influencing or attempting to influence another person to commit an abuse of the campus judicial system.
  22. Planning, directing, or committing acts of hazing, defined as any activity which willfully or recklessly endangers the physical or mental health of an individual or subjects an individual to ridicule, embarrassment, or unlawful activity for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in, an officially or unofficially recognized group or organization.
  23. Committing violations of rules and regulations duly established and promulgated by other CCS departments.
  24. Desktop (non-portable) vaporizers are not permitted to be used inside CCS Academic Facilities or Residence Halls. Portable vaporizers are permitted to be used in common areas of the building provided that the do not create a distraction or nuisance to the educational environment or other CCS community members.
  25. Failure to comply with the policies implemented to mitigate COVID-19 pandemic spread. Violations could include, but not limited to: failure to wear a mask in public areas, failure to adhere to social distancing guidelines, violation of COVID-19 specific guest policies, failure to self-isolate when directed to do so, etc.

Attendance

Regular class attendance is essential for learning and academic success. Students are expected to attend all class meetings, on time and for the full duration, and be prepared to work on that day’s assignment. Faculty are responsible for establishing an attendance policy for each of their classes and for outlining that policy on the course syllabus. Students are responsible for knowing the attendance policy for their class and adhering to those requirements. Exceptions to an instructor’s attendance policy should be discussed with that instructor.

CCS Students using veterans’ benefits will have attendance monitored throughout the semester for reporting purposes to the Department of Veterans Affairs (DVA).

Related Forms

ABSENCE EXPLANATION FORM

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act affords students the certain rights with respect to their educational records.

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) These rights include:

  1. The right to inspect and review the student’s education records within 45 days after the day the College for Creative Studies (CCS) receives a request for access. A student should submit to the Registrar, a written request that identifies the record(s) the student wishes to inspect.  The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

    A student who wishes to ask CCS to amend a record should write the Registrar, clearly identifying the part of the record the student wants changed and specify why it should be changed.

    If CCS decides not to amend the record as requested, the Registrar will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
  3. The right to provide written consent before CCS discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

    FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, § 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student —
    • To other school officials, including faculty, within CCS whom the College has determined to have legitimate educational interests. This includes Board of Trustees, a student serving on an official committee, contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in § 99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))
    • To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34. (§ 99.31(a)(2))
    • To authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)
    • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§ 99.31(a)(4))
    • To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))
    • To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))
    • To parents of an eligible student if the student is a dependent for IRS tax purposes. (§ 99.31(a)(8))
    • To comply with a judicial order or lawfully issued subpoena. (§ 99.31(a)(9))
    • To appropriate officials in connection with a health or safety emergency, subject to § 99.36. (§ 99.31(a)(10))
    • Information the school has designated as “directory information” under § 99.37. (§ 99.31(a)(11)).  CCS defines the following as “directory information:”
      • Name
      • Dates of Attendance
      • Graduation Date
      • Major/Academic Program
      • Degrees, honors, and awards received
    • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of § 99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§ 99.31(a)(13))


Information for Dual Enrolled High School Students

A student attending a postsecondary institution – at any age – the rights under FERPA have transferred to the student. However, in a situation where a student is enrolled in both a high school and a postsecondary institution, the two schools may exchange information on that student. If the student is under 18, the parents still retain the rights under FERPA at the high school and may inspect and review any records sent by the postsecondary institution to the high school.

Student Information Release Authorization

To release PII to a parent, another individual, or organization, the Student Information Release Authorization must be completed and signed.  This form is available in the Academic Advising and Registration Office (AARO).

Request to Withhold Release of Directory Information

To request to withhold the release of directory information, the Request to Withhold Release of Directory Information must be completed and signed.  This form is available in the Academic Advising and Registration Office (AARO).

Complaints

Students have right to file a complaint with the U.S. Department of Education concerning alleged failures by CCS to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
400 Maryland Avenue, SW
U.S. Department of Education
Washington, DC 20202