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 .
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 :
• 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 .
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