Students and clubs / organizations 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 may use agency funds to partially or fully fund student travel . This distinction should be made on the Student Activities Request . If clubs or groups are requesting funds from SGA
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