Student Organizations Academy 2014 OFF-CAMPUS TRAVEL: TRIPS & EVENTS Session 4 3:00-3:50pm

1. Student Organizations Academy 2014 OFF-CAMPUS TRAVEL: TRIPS & EVENTS Session 4 3:00-3:50pm Leah Busam KlenowskiSenior Director for Student Affairs Office of Student Involvement

2. Off-Campus Travel: Road Map • Rules of the Road = Xavier Policies • Road Permits = Xavier Procedures & Forms • Tips & Best Practices

3. Off-Campus Travel: Rules of the road • Current Policies • Trip and Travel Itinerary (Office of Student Involvement) • Club Sports Travel Policies (Recreational Sports Department) • Trip and Travel Guidelines (Risk Management) • Coming Soon • Student Domestic Travel Policy (Office of Student Involvement) • Student International Travel Policy (Center for International Ed)

4. Off-Campus Travel: RULES OF THE ROAD • Travel Defined • Enrolled Undergraduate and Graduate Students • Beyond 25 miles of Xavier OR including an overnight stay • Includes: • Travel organized or sponsored by a registered student organization or department • Travel required for a team or group • Travel required for a course or class • Fully or partially funded by Xavier University • Uses the Xavier University name

5. Off-Campus Travel: RULES OF THE ROAD • Does Not Include: • Travel to events as a spectator, unless sponsored by the university or student organization • Travel as part of student-teaching, internships, practicums, observations or research, unless the research is organized by a member of the faculty • NCAA student athletics travel (NCAA rules and regulations) • Student international travel (International Travel Policy) • Personal student travel • To and from a student’s home • Non-university sponsored holiday or break trips

6. Off-Campus Travel: RULES OF THE ROAD • Chaperones • Overnight Trips = REQUIRED • Day Trips = NOT REQUIRED • Encouraged where possible • Required if activity is high risk (i.e. whitewater rafting) • Designated faculty or staff member must be available by phone • Chaperone Expectations Document

7. Off-Campus Travel: RULES OF THE ROAD • Chaperones • Full time Xavier employees (faculty or staff) • Preferred: Student organization advisor • Possible Exemptions (by request only): • Part-time employees or coaches • Graduate assistants or interns • Volunteer advisors (this is specially designated role) • Not acceptable: • Parent or other student relative • Graduate student (not serving in a paid position with Xavier)

8. Off-Campus Travel: RULES OF THE ROAD • Compliance with University Policies • Student Handbook: all expectations and policies apply • Alcohol & 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 bringing alcoholic beverages to those functions and will be subject to conduct proceedings should a violation occur.” • Accounts Payable Policy: • Must be an approved trip in order to use student organization funding • Trip expenses must comply with all applicable policies (no alcohol, etc.)

9. Off-Campus Travel: ROAD PERMITS • Trip and Travel Itinerary Form • Submit no less than 10 days prior to travel • Departure times and locations for each leg of the trip • Transportation related information • Airline info and flight schedules • Bus company • Names of drivers • Place(s) of lodging, phone number, address, duration of stay • Trip participants, including names and banner IDs • Chaperone information • Must be approved by student organization advisor • Receive official authorization from Office of Student Involvement

10. Off-Campus Travel: ROAD PERMITS • Participant Waiver and Release Forms • Each participant (or parent if participant is under 18 years) must sign the appropriate waiver and release form • Waiver and Release Matrix • Take the original forms on the trip • Provide a copy of the forms to Xavier Police prior to departure

11. Off-Campus Travel: ROAD PERMITS • Health Insurance & Medical Authorization Forms • All participants are required to have health insurance • Submit appropriate medical authorization form (see matrix) • Include copy of front and back of insurance card • Take the original forms on the trip • Provide a copy of the forms to Xavier Police prior to departure

12. Off-Campus Travel: ROAD PERMITS • Transportation Policies • Personal Vehicles: • Xavier does not provide coverage for personal vehicles • Students driving their own vehicles are entirely dependent upon their personal insurance • Short Term Rentals: • Must be rented under the name of Xavier University • Renters should do 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

13. Off-Campus Travel: ROAD PERMITS • Transportation Policies • Drivers must be at least 21 years of age and complete a driver authorization form at Risk Management & Insurance website • Drivers must agree to university driving policies stated in Vehicle Use Policy • Drivers of 12 or 15 passenger vans must complete additional mandatory requirements if driving as stated in Van Driver Mandatory Safety Training Policy • Drivers should carry of proof of insurance card, available through the Office of Risk Management & Insurance

14. Off-Campus Travel: ROAD PERMITS • Incident Reporting • Report any safety or conduct related incidents to the appropriate campus authority as soon as possible • Safety Related: Ken Grossman • Insurance Related: Mary Beth Townsley • Conduct Related: Jean Griffin • Sex Discrimination Related: Kate Lawson • Gather thorough notes and pictures where appropriate • Incident reporting form coming soon

15. Off-Campus Travel: TIPS & BEST PRACTICES • Designate a TRAVEL MONITOR • Submits and tracks travel forms, including itinerary and contact information for each traveler • Arranges a pre-travel meeting with to review emergency procedures • Submits any necessary follow-up reports or incident documentation • Carries emergency contact information, proof of medical insurance coverage, and the authorization for emergency medical treatment for each participant. • Identify an ON-CAMPUS CONTACT • Available via phone for duration of travel • Knowledgeable about trip details and traveler information

16. Off-Campus Travel: TIPS & BEST PRACTICES • Create a “CALL TREE” for each traveler • Electronic and/or paper copy • Traveler names and cell # • Xavier Police emergency # - (513) 745-1000 • Destination details • Phone numbers and addresses of local contacts • Checklist of emergency procedures • Include absence of or separation from group

17. Off-Campus Travel: TIPS & BEST PRACTICES • Manage your BUDGET • Create a detailed budget for your trip • Apply for funding from Student Organization Resource Fund • Will not fund same trip within a two-year period • Will fund: • Airfare up to $300/traveler • Busing, car rental, taxi, or public transportation • Mileage reimbursement ($.55 up to 250 miles) • Conference registration up to $75/person • Hotels up to $55/night/person • Meals based upon federal per diem at www.gsa.gov/perdiem

18. Off-Campus Travel: TIPS & BEST PRACTICES • Explore your TRAVEL DESTINATION • Allow time for site-seeing • Use the trip to experience something special about your destination

19. Off-Campus Travel: TIPS & BEST PRACTICES • Establish GROUP EXPECTATIONS • Pre-travel meetings – departure times, attire, behavior expectations • Set check-in times and locations • Start of Day • End of Day • Post trip debrief • Share LEARNING OPPORTUNITIES • Divide and conquer sessions • Create a space to report back on learning

20. Off-Campus Travel: Destination Questions?? Leah Busam Klenowski busamla@xavier.edu 513-745-4879