they meet the eligibility requirements set forth in Student Eligibility( Section 303.1), provide the listed documentation, and submit to the stipulations that follow.
• 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)
For day travel, the minor student must complete a Request for Day Travel – Students Under Age 18 and have it signed by a parent / legal guardian. This request is subject to final approval from the Dean of Students.
For overnight travel, the minor student must complete an Acknowledgement of Responsibility for Minor Student Travel Agreement and have it signed by a parent / legal guardian with a photocopy of the parent / legal guardian ID.
Sponsor Presence
An EFSC staff or faculty member must accompany all student travel. Club Sponsors are the default activity sponsors for club travel. Individuals or groups who don’ t have an EFSC employee to sponsor their travel must organize and identify a travel sponsor Travel sponsors must obtain written approval from his / her supervisor in advance of the trip.
Sponsors should use their best judgement if the ratio of male to female students warrants having both a male and female sponsor travel with the group.
The cost of the sponsor attending the trip should be included in the travel request unless funding is obtained from another source.
The travel sponsor is responsible for the following actions:
• Review travel procedures outlined in this handbook and in EFSC Procedures Manual Section 418.
• Receive written approval for travel from his / her supervisor.
• Help students complete travel request documentation.
• Send student names and B numbers to the Associate Dean of Students Life for eligibility verification.
• Submit the online Student Travel & Reimbursement form to the Associate Dean of Student Life, Dean of Students, and College Vice Presidents with the signed Student Activities Request attached. Sponsor will have to attend Student Travel Reimbursement training with accounting if not already completed.
• Print the Student Acknowledgement / Receipt of Meals or Money form prior to travel and obtain students’ signatures in receipt of receiving and distributing meal money.
• Copy signed Student Travel Assumption of Risk, Release, and Hold Harmless Agreement forms to bring during travel and send originals to the Student Life Coordinator at least two( 2) weeks
19