STUDENT ORGANIZATION ACADEMY 2018 200255PM Conference Room 2 Leah Busam Klenowski Senior Director of Student Affairs TRAVEL ITINERARY Xavier Policies Xavier Procedures amp Forms ID: 1042760
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1. “Planes, Trains, & Automobiles”: Travel LogisticsSTUDENT ORGANIZATION ACADEMY 20182:00-2:55PM | Conference Room 2Leah Busam Klenowski, Senior Director of Student Affairs
2. TRAVEL ITINERARYXavier Policies Xavier Procedures & Forms Tips & Best Practices Paper Airplane Contest
3. XAVIER POLICIES Policies & Guidelines Student Domestic Travel Policy (Office of Student Involvement) Student International Travel Policy (Center for International Education) Trip and Travel Guidelines (Risk Management)Student Domestic Travel Risk Matrix (Office of Student Involvement)
4. STUDENT DOMESTIC TRAVEL POLICYTravel Defined Enrolled Students (undergrad & grad)Beyond 20 miles of Xavier orIncludes an overnight stayIncludes: Travel organized or sponsored by a registered student organization or departmentTravel required for a team or groupTravel required for a course or classFully or partially funded by Xavier UniversityUses the Xavier University name
5. STUDENT DOMESTIC TRAVEL POLICYDoes not include: Travel to events as a spectator, unless sponsored by the university or a student organizationTravel as part of student-teaching, internships, practicums, observations of researchNCAA student athletes’ travel (NCAA rules & regulations) Student international travel (International Travel Policy) Personal student travel To and from student’s homeNon-university sponsored holiday or break trips
6. STUDENT DOMESTIC TRAVEL POLICYChaperonesOvernight Trip = USUALLY REQUIREDDay Trips = SOMETIMES REQUIRED Encouraged where possible Required if activity is high risk (i.e. rafting, club sport) Designated faculty or staff member must be available by phone
7. STUDENT DOMESTIC TRAVEL POLICYOne-Time ExperiencesCategoryQuestion(s) related to the categoryIf yes to any question, then a chaperone is requiredYour Response Location of TripIs your destination outside the continental United States? Number of StudentsAre there more than 12 students on the trip? Participant AffiliationAre any travelers not currently enrolled Xavier students? Are any participants under age 18? Type of ActivityIs there potential for physical risk or injury? Alcohol AvailabilityIs alcohol available at the destination? Duration of StayAre you staying for 7 or more nights away from campus? Trip CoordinationAre you participating in a self-guided tour or experience without a structured itinerary or host organization? Number of DestinationsDoes your trip include multiple destinations for overnight stay? Student Domestic Travel Risk MatrixHow do we know if we need a chaperone?
8. STUDENT DOMESTIC TRAVEL POLICYChaperonesFull-time Xavier employees (faculty or staff) Preferred: Student organization advisor Possible exemptions (by request only): Part-time employees or coaches Graduate assistants or internsVolunteer advisors (this is a specifically designated role) Not acceptable:Parent or other student relativeGraduate student (not serving in a paid position with Xavier)
9. STUDENT DOMESTIC TRAVEL POLICYCompliance with University Policies Student Handbook: all expectations and policies applyAlcohol & Other Drugs Policy: “The consumption of alcohol is not permitted when students travel as part of a University event or organization, regardless of the students’ legal drinking age. Students are prohibited from brining alcoholic beverages to those functions and will be subject to conduct proceedings should a violation occur.” Student Involvement Spending Policies: Must be an approved trip in order to use student organization $Expenses won’t be reimbursed if the trip was not pre-approved Trip expenses must comply with all applicable policies (no alcohol, etc.)
10. STUDENT INTERNATIONAL TRAVEL POLICYTravel Defined Enrolled Undergraduate or Graduate Students Requires a Passport to Travel Chaperone = ALWAYS REQUIRED Compliance with University Policies Same as Domestic Travel Policy
11. TERMS & CONDITIONS DOMESTIC Student Domestic Travel Itinerary (OrgSync) Submit no less than 10 days priorDeparture times and locationsTransportation related information Airline info and flight schedulesBus companyNames of drivers Place(s) of lodging, phone number, address, duration of stay Trip participants, names, Banner IDs, emergency contactChaperone information Must be approved by trip chaperoneReceive official authorization from OSIINTERNATIONAL International Risk Management Form (Studio Abroad) Contact Center for International Education at least 2 months prior All participants must submit Risk Management form for the trip 1 month before departureIncludes a $50 fee for each student CISI Health Insurance Upon completion of Risk Management form, CIE will help the organization purchase international health insuranceIncludes a $36.50 fee/student CIE needs copies of every participant’s passport
12. TERMS & CONDITIONS DOMESTIC Participant Waiver and Release Form (AOR 102 or AOR 103) Each participant (or parent if participant is under 18 years) must sign the appropriate waiver and release form Waiver & Release Matrix Take the original forms on the trip Provide a copy of the forms to Xavier Police prior to departure INTERNATIONAL Participant Waiver and Release Form (AOR 102) Each participant (or parent if participant is under 18 years) must sign the appropriate waiver and release form Waiver & Release Matrix Submit forms to CIE at least 1 month prior to departure CIE will provide a copy of forms to student leadership prior to departure on flash-drive CIE will provide a copy of the forms to Xavier Police prior to departure
13. TERMS & CONDITIONS DOMESTIC Health History Form (HHF 201) Each participant must complete the Student Health History form Waiver & Release Matrix Take the original forms on the trip Provide a copy of the forms to Xavier Police prior to departure INTERNATIONAL Health History Forms (HHF 201, 202) Each participant must complete the Student Health History form and complete the Student Health Screening form Waiver & Release Matrix Submit forms to the CIE at least 1 month prior to departure CIE will provide the original forms to student leadership prior to departure to take with them on tripCIE will provide a copy of the forms to Xavier Police prior to departure
14. TERMS & CONDITIONS Transportation Policies Personal Vehicles: Xavier does not provide coverage for personal vehiclesStudents driving their own vehicles are dependent upon their personal insuranceShort Term Rentals: Must be rented under the name of Xavier University Renters should not purchase comprehensive and collision insurance provided by the rental agency Bus or Motor Coach Rental: Request a Certificate of Insurance naming Xavier University as additional insured relative to dates of travel File a copy in the office of Risk Management & Insurance
15. TERMS & CONDITIONS Transportation Policies NEW!! Drivers must be at least 18 years of age and complete a driver authorization form on the Risk Management & Insurance website Drivers must be at least 21 to drive a 12 or 15 passenger vanDrivers must agree to university driving policies stated in Vehicle Use Policy Drivers of 12 or 15 passenger vans must complete additional requirements as stated in Van Driver Mandatory Safety Training Policy Drivers should carry proof of insurance card, available through the Office of Risk Management & Insurance
16. TERMS & CONDITIONS Incident Reporting Report any safety, thefts, or conduct related incidents to the appropriate campus authority as soon as possible Safety related: XUPDInsurance related: Risk ManagementConduct related: Dean of StudentsSex Discrimination related: Title IX OfficeGather thorough notes and pictures where appropriate When in doubt, contact the Office of Student Involvement for a referral
17. TIPS & BEST PRACTICES Designate a TRIP ORGANIZERSubmits and tracks travel forms, including itinerary and contact information for each traveler Arranges a pre-travel meeting to review emergency procedures Submits any necessary follow-up reports or incident documentation Carries emergency contact information, proof of medical insurance coverage (international), and the authorization for emergency medical treatment for each participant. Identify an ON-CAMPUS CONTACTAvailable via phone for duration of travel Knowledgeable about trip details and traveler information
18. TIPS & BEST PRACTICES Manage your BUDGET Create a detailed budget for your trip Leave plenty of time for planning Apply for funding from Student Organization Resource Fund Will not fund same trip within a two-year period Will fund: Airfare up to $400/traveler Busing, car rental, taxi, or public transportation Mileage reimbursement ($0.54 per mile; up to 250 miles)Conference registration up to $75/personHotels up to $55/night/personMeals based upon federal per diem at www.gsa.gov/perdiem
19. TIPS & BEST PRACTICES PAYING the BILLSHotel rooms, airfare, rental cars = P-CARDAdvisor’s p-card (if they have one) OSI p-card (if advisor does not have one) Contact Dustin Lewis to set a timePlan to be in the OSI to make the travel arrangements Bus = PURCHASE ORDER OSI often uses Queen City TransportationContact Dustin Lewis to complete a purchase order
20. TIPS & BEST PRACTICES PAYING the BILLSRental car (if Enterprise) = CREDIT CARDMake a reservation with Enterprise online (if possible have your advisor do this) Put the rental in Xavier’s name and use the Xavier corporate account (XZ38Y41)You will need to present a credit card with the driver’s name when keys are deliveredSubmit a cash reimbursement (if less than $300) or check request (if more than $300) Registration fees, deposits = CHECK REQUEST Make the necessary reservations Request an invoice and pay with a check Mileage = CHECK REQUEST or STUDENT CASH REIMBURSEMENT If driving a personal vehicle, track the mileage to and from Can be reimbursed for miles driven rather than gas
21. TIPS & BEST PRACTICES PAYING the BILLSFood, parking, taxis, etc. OPTION 1 = STUDENT CASH REIMBURSEMENT Spend from your personal funds Keep all receipts Submit a cash reimbursement (if less than $300) or check request (if more than $300) OPTION 2 = STUDENT CASH ADVANCEComplete a cash advance for up to $300 Use the case on the trip and keep all receipts Submit a CASH RECEIPT with any remaining funds COMING SOON!!Student organization p-cards will help support travel expensesWe will be piloting this option with about 12 groups this year
22. TIPS & BEST PRACTICES Establish GROUP EXPECTATIONSPre-travel meetings – departure times, attire, behavior expectationsSet check-in times and locationsStart of Day End of Day Post-trip debrief Share LEARNING OPPORTUNITIES Divide and conquer sessionsCreate a space to report back on learning
23. TIPS & BEST PRACTICES Explore your TRAVEL DESTINATIONAllow time for site-seeing Use the trip to experience something special about your destination Don’t spend the entire time in a conference room!
24. Final ThoughtsQuestions???Prize!!
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