During overnight travel, the minor student must always be accompanied by their parent / legal guardian at all times. This includes all activities throughout the day and night including transportation, lodging, meals, activities, and free time. The parent / legal guardian shall be responsible for the minor student’ s care and custody and shall immediately notify the travel sponsor of any issues or incidents that affect the health or safety of their child.
See EFSC Procedures Manual Section 806 for more information.
303.3 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 will be 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 Dean of Students Office 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 before travel.
• If driving, complete a Driver Eligibility Request Form through Human Resources.
• Maintain receipts of all travel expenditures, with hotel receipts that include the check-in and check-out dates and times for each room. Include other hotel rooms( e. g., conference rooms) that were provided by EFSC and used exclusively by EFSC students for Clery Act reporting.
• Report emergency incidents to the Associate Dean of Student Life and Dean of Students immediately, and non- emergency incidents( e. g., injury, violation of law, malfunction or accident involving College- approved vehicle) upon return.
• Upon return, complete the Student Travel & Reimbursement with actual travel expenses and copies of receipts within five( 5) business days.
• Track all travel expenses and submit it to the accounting department within five( 5) business days; the Budget Tracking form is available for use.
20