91ɬÂþ

Those participating or traveling in an off-campus club activity represent 91ɬÂþ (91ɬÂþ). Thus, it is essential for all behavior to meet the highest standards of integrity and propriety.

General Student Travel Guidelines

In planning student travel, the following policies and guidelines must be followed:

• Eligible travel must be related directly to the club’s purpose.
• All required documentation (e.g., Travel Request, Prior Approval for Student Travel, Student Travel Waiver and Release Form) must be completed and approved prior to any arrangements being made/purchased. All club travel purchases/arrangements are facilitated by the Office of Student Engagement.
• Clubs must have funds available to be considered eligible for travel. For travel that exceeds $2,000, additional approvals will be required.
• Reimbursements will not be given for any expenses if approval is not granted prior to travel.
• Travel for academic purposes (to fulfill a course or program requirement) may not be paid through the club accounts.
• 91ɬÂþ employees must accompany students on a trip and must follow the policy, ADMIN 060 – Travel & Meeting. 91ɬÂþ or club funds cannot be used to pay for the travel of people, including spouses or family members, who are not students or employees.
  • A ratio of one (1) employee to 10 students is required for overnight travel.
• All relevant 91ɬÂþ policies and handbooks apply to students and employees for the duration of travel.

Departure Requirements

• Traveler are neither permitted to individual depart before the rest of the group nor stay behind after a majority of the group leaves to return home.
• In cases where one or more participants are not physically located in the Boise metro area, alternative plans may be necessary. Arrivals and departures should be timed as closely as possible.
• At no time should a student be left without an employee while the rest of the group has departed to return home (e.g., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may leave a student stranded without resources for food, shelter, or alternate transportation.

Lodging Accommodations

• Employees and students are prohibited from sharing a room in any situation.
• Employees are required to have their own rooms.
• Students will share a room with a minimum of two (2) in a room based on gender.
  • If minors are participating, rooming assignments will be determined in collaboration with the dean of students, Risk Management, and other identified stakeholders.

Personal Responsibility

• Students traveling on behalf of 91ɬÂþ are responsible for their own health and injury insurance.
• Students and employees will be expected to cover all expenses of a personal nature incurred solely for the convenience of the student or employees including, but not limited to, meals included in the cost of registration or provided by the event, room service, cancellation charges, late or early check in/out fees, lost or stolen cash or property, etc.
• Expenses incurred while on personal leave, even if it is scheduled in conjunction with 91ɬÂþ sponsored travel, must be covered by the student or employee.

Early Return from Student Travel

During student travel, students may be required to leave earlier than scheduled. The following provide potential scenarios and outcomes for that specific student's case:

• If a student is expelled or otherwise removed from an event or activity by the organizer, the student will be sent home immediately and will be responsible for any additional charges, pending the outcome of the student conduct process.
• If a student’s behavior is inappropriate or disruptive, the advisor, in consultation with the dean of students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of the student conduct process. 
• If a student chooses to leave the event or activity or fails to appropriately participate or engage (e.g., leaves the event without permission, fails to attend sessions, does not attend required events, refuses to participate in competitions, etc.) the advisor, in consultation with the dean of students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of the student conduct process.
• If a student experiences an emergency which requires them to return home prior to the scheduled date of return, the student must communicate the emergency prior to leaving the event. The dean of students will determine if the student is responsible for any additional charges.

Student Travel Violations

Club members are required to uphold expectations in the Student Handbook at all times. If Student Handbook policies are violated on a trip, the club advisor is required to report those violations to the Office of Student Engagement. Student(s) in violation of these policies will be held accountable through the student conduct process. It is vital that club advisors keep a detailed record of the incident including:

• Who was involved. 
• Who witnessed the activity.
• When and where the incident happened.
• What the incident was.
• What alleged policy violation occurred.

Club travel can be a fantastic way for club officers and members to enrich their experiences. To ensure safety and proper procedures, please review the following travel types:

Travel Beyond a 100-Mile Radius

For club field trips (overnight stay) and day trips (no overnight stays) that extend outside a 100-mile radius from 91ɬÂþ (91ɬÂþ), the club will be required to submit a Travel Request Form to gain pre-approval. This process helps to ensure that all necessary arrangements and approvals are in place for longer distances.

Travel Within a 100-Mile Radius

For club field trips (no overnight stays) and day trips (no overnight stays) within a 100-mile radius that may or may not require the use of a 91ɬÂþ van, the club will be required to submit an Event Request Form to gain pre-approval.

Student travel beyond 100-mile radius from 91ɬÂþ (91ɬÂþ) is required to be submitted through a Club Travel Request Form through the Office of Student Engagement for approval. All travel requests must be requested at least two (2) months before the first day of the month travel will occur. It is recommended for clubs to submit a request as early as possible to secure any price deals or limits.

Pre-Approval Steps

1. Meet with the Office of Student Engagement
   Recognized clubs interested in traveling are required to schedule a meeting to receive guidance around club travel policies, procedures, and next steps. All club officers are highly encouraged to attend, however, at a minimum one (1) club officer and the club advisor(s) are required to be in attendance. To schedule a meeting, please email clubs@cwi.edu. 
    
2. Complete Club Travel Assessment
   All clubs requesting to travel are required to complete the Club Travel Assessment hosted within Canvas. This assessment must be completed by all club officers and advisors on file with the Office of Student Engagement with a passing grade of 80% or higher and prior to submitting a Club Travel Request Form.
    
3. Create a Travel Budget
   Clubs are responsible for putting together initial estimates and documentation for quotes to include in their request for travel. The following is a list of potential travel expenses to consider while preparing a travel budget and request:
   • Admission & Registration: If club travel involves attending a conference, competition, or exhibitions, it is recommended club leaders look at discounted pricing. Students, teachers, or even group rates can provide lower rates than general or individually based rates.
   • Airfare: When looking at airlines, do not pick the cheapest ones for your estimate as those will likely not be available at the time of booking. We highly recommend pulling an estimate for flights in the mid-range price.
   • Ground Transportation: When considering transportation throughout travel, clubs should take into consideration the ins and outs of transportation costs. These may include, but are not limited to, mileage for the use of 91ɬÂþ vans, vehicle rental costs, toll fees, parking fees, and cab/shuttle fares. To calculate mileage costs for the use of 91ɬÂþ vans, take the total combined miles and multiply it by 0.2 to retrieve the estimated cost.
   • Lodging: Clubs should provide their top two (2) to three (3)  options for hotel preferences. Depending on availability, hotels will be selected based on preference and price. If the travel is in relation to conferences or competitions, there may be room blocks available to reserve at a reduced rate. This should be the hotel used for building your budget.
   • Per Diem: Per diem is the allowance for meals and incidentals expenses.
     • Advisor Per Diem: Advisors must be provided with the full per diem amount. The (GSA) establishes per diem rates for destinations within the lower 48 continental United States. Travel days will only receive 75% of the daily per diem rate.
     • Student Per Diem: No student per diem for club travel will be approved. This is due to the impact student per diem has on student financial aid award packages. Appeals can be made by emailing clubs@cwi.edu.
     • No alcohol may be purchased with any college or club funds, including per diem funds or consumed by any person engaging in student travel while traveling on behalf of the College without prior presidential approval.

   • Contingency: In preparing a budget request for travel, all clubs should include a 10% contingency added to the overall estimated total. Contingencies are a buffer in case there are changes in rates or fares from the time the request is submitted to when travel arrangements are made.

     If clubs would like assistance in research these costs, please contact the Office of Student Engagement at clubs@cwi.edu.

4. Submit a Travel Request Form 
   All travel request forms must be completed by a student in a club officer role. Clubs should refer to Canvas for additional guidance pertaining to travel request deadlines. Club should be prepared to show evidence of all travel expenses, how funds were raised, and how the club voted to spend funds. Once submitted, the request will undergo a review process to verify sufficient club funding and travel expense calculations are correctly being reported. If all looks good, the club’s travel request will be submitted to receive overall budget approval.
   
   Club travel requests may require additional approvals if any student at the time of travel is a minor. If there are any minors under 18 years of age participating in student travel, clubs must indicate this and who the minors are in the travel request. The Risk Management Office is required to be notified at least 60 days prior to the start of travel, and requirements of CW-050 Protection of Minors will apply.

 

Post Approval Steps

1. Submit Prior Approval for Student Travel
   Once all paperwork has received budgetary approvals, the Office of Student Engagement will email the club advisor(s) to provide them with the master travel packet and instructions to complete this step. To receive this approval from the dean of students, club advisors are required to fill out and attach the master travel packet to the Prior Approval for Student Travel Form. All approved club travel paperwork must be pre-approved by the dean of students before any arrangements are made/purchased.
    
2. Complete Student Travel Waiver & Release Form
   All students and employees participating in club travel will be required to complete travel waivers prior to leaving on the trip. The Student Travel Waiver and Release Form include health and emergency contact information for the students participating and is a requirement of the College. For students that are under the age of 18 years, a parent or guardian signature is required. Upon completion, please email all waivers forms for all student attendees to the Office of Student Engagement. For any questions or assistance, please email clubs@cwi.edu. 
    
3. Facilitation of Club Travel Purchases
   After both the Prior Approval for Student Travel Form and Student Travel Waiver have been submitted, the Office of Student Engagement will begin the process for making all club arrangements for travel on their behalf. Once complete, the club advisor(s) will receive a comprehensive packet including but not limited to:
   • Travel itinerary.
   • Copies of travel waiver, including health and emergency contact information.
   • Lodging reservation/receipt and room assignments, if applicable.
   • Additional reservations/receipts of purchase, if applicable.

Post Travel Steps

1. Submit Student Post Travel Report
   Following club travel, the lead advisor is required to submit a Student Post Travel Report. The purpose of this form is to report any incidents, if any, that occurred while on the trip. Advisors must complete this form within five (5) business days of returning from student travel.
    
2. Club Advisor Travel Reimbursement
   After verifying the submission of the Student Post Travel Report, the Office of Student Engagement will work to prepare reimbursement paperwork for each employee that attended. Any applicable receipts should be emailed to the Office of Student Engagement to assist in the preparation. This reimbursement paperwork will cover only approved expenses, including but not limited to:
   • Employee per diem. 
   • Transportation receipts (e.g., parking, tolls, Lyft, Uber), if applicable.
   • Any additional receipts, if originally approved and applicable.

Advisors can expect a reimbursement check from the Business Office upon Student Engagement’s submission of the paperwork.

91ɬÂþ Vans

If a club plans to travel by car, a 91ɬÂþ (91ɬÂþ) van should be used when feasible. 91ɬÂþ vans can be reserved through the 25Live reservation platform. The use of a 91ɬÂþ van is restricted to only certified 91ɬÂþ faculty and staff as the designated drivers. Club advisors must complete the driver certification training at least 10 business days prior to travel.

Rental Cars

If a 91ɬÂþ van is not feasible, it is highly recommended the club rents a vehicle from a rental car company rather than use personally owned vehicles. All car rentals must be facilitated by the Office of Student Engagement as the transaction must be made with a 91ɬÂþ P-Card, and Enterprise Rent-a-Car holds a State of Idaho contract for discounted rentals.

The use of a rental vehicle is restricted to only certified 91ɬÂþ faculty and staff as the designated drivers. Club advisors must complete the driver certification training at least 10 business days prior to travel.

Personal Vehicles

If club members or officers traveling wish to use their personal vehicles, this is required to be indicated on the club’s Travel Request Form. Members opting to drive themselves must submit a copy of their valid driver’s license and proof of insurance when completing the following form.

Student travelers before deciding to use personal vehicles for club travel should consider the following:

• Liability: Drivers of personal vehicles assume full liability for any incident or accident.
• Expenses: All maintenance, repairs, fuel, and operating costs for personal vehicles are the responsibility of the owner.
• Advisor/Student Transportation: To avoid conflict of interest and ensure safety, advisors are not allowed to transport students in their personal vehicles and students are not allowed to transport advisors.
• Departure Requirements: All student and employee travelers are required to depart and return at the same time as a group. Clubs should refer to Travel Expectations for Students & Advisors for additional information.