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 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 student clubs or groups are requesting funds from SGA when they already have funds in an agency account, a budget breakdown may be requested explaining the intended allocation of those funds.
Students should also cushion the budget to cover time-sensitive expenses, since booking costs for conference registration, transportation, and lodging increase as the travel date approaches.
Documents must be submitted two( 2) business days prior to the appropriate SGA meeting in order to be placed on the agenda.
302.3 Step 3: Present to SGA Once completed paperwork is submitted to the Student Life Coordinator, the travel request will be placed on the appropriate SGA agenda. Clubs present their travel requests at the SGA North / South end Council meeting.
At least one( 1) student or club representative is required to be present at the meeting to briefly describe the activity and answer questions as needed. The voting members have the right to ask for more information or for a revised request prior to conducting an official vote. If a representative is not
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