travel with students enrolled in an EFSC academic program / Cohort program must use their agencies funds, participate in fundraising, or work with the EFSC Foundation office for funding opportunities. All student travel is capped at $ 10,000 for the fiscal year( July 1-June 30 th). SGA travel for its Student Government and Student Activities Board members, may be exempt from the $ 10,000 cap with approval from the Dean of Students. Student travel is considered extracurricular in nature and must pose a benefit to the general student body. Students and clubs / organizations / Intramural sports must follow the steps below and receive full authorization before registering, reserving, purchasing, or traveling.
Clubs and organizations will be referred to as“ clubs” hereafter since they adhere to the same guidelines.
302 Submitting Requests
302.1 Step 1: Timeline for Review Travel requests must allow a minimum of five( 5) weeks from the time of submission to the SGA for the review and approval process. It is strongly recommended that the window be extended to take advantage of early bird discounts and to allow for adequate planning and paperwork corrections / changes. This timeframe does not account for planning and purchasing after approval has been received.
302.2 Step 2: Prepare Documentation BEFORE SUBMITTING ANY REQUESTS: Please carefully review all of the guidelines under Planning Travel( Section 303) and utilize that information when preparing travel request documentation.
The documents listed below must be completed and submitted to the Student Life Coordinator within the appropriate timeline. Items listed in Bold Italics are official EFSC forms. They may be accessed on the EFSC website unless otherwise noted( see Appendix B).
• Student Activities Request
• Travel Addendum
• Conference Agenda( if available / applicable)
• Student Travel Assumption of Risk, Release, and Hold Harmless Agreement( signed by each student)
• Request for Day Travel – Students Under Age 18( For day travel only: signed by a parent / legal guardian of each minor student)
• Acknowledgement of Responsibility for Minor Student Travel Agreement( For overnight travel only: signed by a parent / legal guardian of each minor student; provide photocopy of parent / legal guardian ID)
Individuals or groups of students may sign the Student Activities Request as the Student Representative and must organize and identify a travel sponsor. Clubs must receive approval from the club, with discussion and votes recorded in meeting minutes, and have signatures from the Club President and Club Sponsor before submission.
Clubs and student groups must use agency funds to partially or fully fund student travel first before requesting funds from SGA. This distinction should be made on the Student Activities Request. If clubs or groups are requesting funds from SGA
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