Student Life Travel Information
Going to conferences and events is a great way to meet other leaders in the state and country. There are some basic steps, which must be taken in order to make travel as hassle free and enjoyable as possible. All travel of an official nature must be coordinated with the Student Life Office. All monies must be available before a request is made for travel. Prior approval is required before any travel is undertaken. This approval includes the filling of the travel packet forms which include the Travel Request Form, The Event Waiver Form, and the Conduct Agreement Form.
Local Travel
The term local travel is used for events which a group might travel together that may end up within the county or adjoining counties. This might include such travel as trips to Cleveland, or Youngstown, or Kent where the trip is not an overnight stay and may not be a conference.
Conferences
Conferences are a great opportunity to learn and grow. It is one of the privileges of being involved in Student Life activities. Most fund raising throughout the year by clubs and organizations are raised for assisting in travel to conferences and workshops Conferences should have educational value and fit the mission and purpose of the club or organization. Determine if the conference is for certain officers, officers only or for all members. The conference should enhance leadership skills, give challenges for growth and development and applicability to the campus upon return. As with all Travel prior approval is needed in order to attend conferences. In order for permission to be granted for a conference a proposal must be submitted to the Director of HPERSL for approval at least three weeks in advance. Any support material should be attached including a schedule of events, session topics, Speakers and Speaker topics. Etc. This type of information can be downloaded off the Internet or is supplied by the Conference. A Conference Commitment form will also needed for prior to travel approval. Once approval is granted, Student Life can reserve your place at the conference. Make sure that you have a contact name, phone number, e-mail and fax. This information will become critical to complete the remainder of the plans.
Travel Resources
Use of College Vehicles
The use of a college vehicle can be arranged for travel purposes. The person driving the vehicle must be an authorized driver. The request for the use of the vehicle must be made through the Student Life Office. The forms are available in the Student Life Office and as with all request the use is dependant on the availability of the vehicles for the dates requested.
Use of Rental Vehicles
Rental vehicles can be arranged with the assistance of the Student Life Office. As with all travel, the monies must be available and the trip must be approved prior to a commitment to the rental company.
Airline Reservations
In order to get to many conferences and events Air travel may be necessary. Airline Reservations must be submitted to the Student Life Office. A travel form must be filled out. It is necessary that the following information is accurate.
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Full Name of all persons attending
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Carrier
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Number of persons attending
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Dates of arrival and departure
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Total Cost
Hotel Accommodations
In order for the hotel to be arranged, the following information must be supplied.
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Name of Hotel
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Number of Rooms needed
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Dates of Arrival and Departure
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Type of room required (single, double, etc.)
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Names of participants
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Whether a purchase order will be honored
Meals
Meals are reimbursed up to the college approved per diem rate. All receipts must be held and turned in immediately upon return from the trip. Meals are reimbursable as long as monies are available in the account.
Determining Financial Cost:
It is important to understand the financial responsibility for a conference.
Financial cost for a conference includes the following:
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Registration Fees
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Additional Conference Fees
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Cost for Travel (Plane, Rental Car, etc)
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Cost of Hotel or Accommodations
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Food
Most costs are per person costs. It is beneficial to break the cost down by section and then compile a total. Your advisor can assist you in this.
Travel Process.
All travel must be approved by the Student Life Office.
This requirement aids us in assisting you with making the appropriate decisions and arrangements, allows us to better process your financial needs and informs us of the event prior to your departure. This process also gives you peace of mind that the college is aware of your travel in the case of an emergency. It is imperative that you work with the office to have the official approval.
Pre–Approval Process.
In order to gain the approval of the Director of HPERSL or their designee the Travel Request form must be filled out. The form must be completed with the following information.
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Name of the conference
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Dates of conference
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Location of conference
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List of attendees
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Describe selection process
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What is the significance of this conference for the club and school?
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Financial cost
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What requisitions need to be processed by Student Life?
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How will expenses be covered?
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Which College staff sponsor will be traveling with group.
It is important to preserve documentation from a conference for the conference presentation to the Division Director. (See form Conference Commitment)
Pre-Travel Forms
Local Travel:
Once approval has been granted the following forms must be completed.
Conference and Extended Travel:
Once approval has been granted the following forms must be completed prior to travel.
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Travel Request form
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Participation Waiver form
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Conduct Agreement form
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Conference Commitment form
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Emergency Information form
For out of state and overseas travel the procedures align with Procedure V-115: Out-of-State and Overseas Student Tours and Trips found in the campus Policy and Procedure.
Waiver Form
The Waiver Form explains that you are attending the event or conference of your free will and accept the responsibilities that go along with this. All participants should READ and then sign the document. All forms must be turned in prior to travel.
Conduct Agreement Form
It is important to remember that although conferences/ and events are enjoyable changes of pace, the members in attendance not only represent your organization but Lorain County Community College as well. Conduct, which is in violation of College Policy, will be addressed.
Conference Commitment Form
The expectation for all student leaders is that conferences are for learning and development. The expectation is that students will apply what is learned to enhance the campus community. This form lays out the expectations of attending a conference and what will be brought back. This form is to be completed by all attendees prior to travel.
Emergency Information Form
This form is used solely for attaining medical information in order to assist in the time of an emergency. This form is to be completed prior to travel. A copy will be held in the student life office with the original accompanying the LCCC Staff or Faculty representative on the trip.
Travel Approval and Expense Form
This form is used by the business office to verify the accounting of the trip. This form will be turned in upon completion of the trip.
Conduct
It is important to remember that although conferences/ and events are enjoyable changes of pace, the members in attendance not only represent Student Senate but Lorain County Community College as well. Conduct, which is in violation of College Policy, will be addressed.
In Case of an Emergency.
Emergencies can and do occur. It is important that you are aware of your surroundings. If a situation arises, please remember safety first. Your safety is important. Make sure you are safe and then look for others. Follow the following basic steps.
1) Remain Calm, as calm as possible.
2) Seek Medical Attention, if required.
3) Contact the Advisor immediately and update on the situation.
4) If emergencies happen away from the Hotel, make every effort to notify Advisor utilizing Hotel management assistance.
If a situation arises of a severe nature, (for example, accidental injury, damage to facility or imprisonment of attendees) it is imperative that the Student Life Office is notified immediately. Contact the Student Life Office at 440-366-4036 during the day (until 4:30pm) or Campus Security at ext 4053 during off hours. We will assist you in resolving the issue.
After Sessions/ Freetime
Conferences are a great way to bond as a group as well as to meet new friends. We will assess what times we need to be together. Although you are able to connect with other at the conference, no travel should be done without the knowledge of the Advisor/ College Representative. This will assist in making sure that everyone is accounted for in case of an emergency.
Post Travel
It is important to gather your thoughts and ideas as soon as possible upon return for the reporting out to your club members and to the institution. Turn in all receipts and any questions or concerns for future to be discussed. This should happen within two weeks of the event ending.