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 Blackboard.

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.