Student Organization Travel
When student organizations travel they are representatives and ambassadors for Rose-Hulman Institute of Technology. All student organization travel is governed by the rules and regulations of Rose-Hulman. The following information is designed to help student organizations/clubs and their members understand the policies, procedures, and responsibilities as they plan to travel. Ultimately, it is the responsibility of the student organization/club to make travel arrangements. Please refer to this packet for timelines, responsibilities, and more details for planning a trip. If policies and procedures are not followed, travel requests may be denied.
Travel Guidelines for Trips
- The advisor’s signature is required on the Travel Authorization Form.
- When student organizations travel overnight or outside of a 100 mile radius (one-way) club advisors are required to attend. If the club advisor cannot attend, another Rose-Hulman representative (current full-time faculty or staff member) must represent the advisor on the trip.
- Any organization deemed "high risk" must be accompanied by their club advisor, or faculty/staff representative, regardless of the distance of the trip.
Club Member Travel Eligibility
All student organization members traveling must be either undergraduate or graduate students enrolled at Rose-Hulman. Faculty and staff advisors and coaches are allowed and sometimes required to travel with student organizations; however, they may be restricted from competition by league or association regulations.
Financing the Trip
Student organizations are expected to fund their own travel. Student Government Association (SGA) funds budgeted for travel may be used. If an organization does not follow the proper guidelines when traveling, reimbursement for travel may be withheld by SGA.
Travel Forms to be Completed
All student organizations traveling on official organization sponsored trips must complete the required forms before departing. The required forms include:
· Student Organization Travel Form
· Student Organization Travel Roster
· Trip Itinerary
· Assumption of Risk and Release Waiver (completed by each organization member)
Behavior
Student organization members, advisors, and coaches are expected to conduct themselves as representatives of Rose-Hulman. Violation of, or non-compliance with, Rose-Hulman policies, campus regulations, or standards of conduct while on trips, many result in loss of traveling privileges.
Drug & Alcohol Policy
Rose-Hulman is committed to maintaining a healthy and safe academic community that reflects high standards of personal responsibility and behavior. Illegal drugs and alcohol are prohibited at student organization sponsored activities, on or off campus. Any deviation from this policy will result in disciplinary action as deemed appropriate by the Dean of Students.
Tips for Preparing for Student Organization Travel
This packet contains a Travel Checklist which will assist in planning student organization travel. The members of the student organization should review the checklist and ensure that these guidelines are followed. Listed below are some recommendations to assist student organizations be better prepared for trips.
Three Weeks Prior to Departure Date
- Schedule a meeting with your advisor to discuss the trip and gain approval.
- Obtain cost estimates for all reservations, rentals, gas, etc.
- Start informing student organization members of trip date so they can make appropriate arrangements and adjust schedules.
- Review the Travel Checklist and guidelines and begin gathering necessary information.
- Make a trip folder including all information pertaining to the trip.
Two Weeks Prior to Departure Date
- Meet with the proper individuals with whom your student organization reports and go over travel guidelines, safety procedures, expected behavior, etc…
- Review the Travel Checklist.
- Begin completing travel forms to be turned in at least 72 hours prior to departure date.
- Contact members to remind them about travel procedures, departure dates, and times.
- Hold a pre-trip meeting to gather required information from student organization members (i.e. contact information, emergency contacts, etc…). At the pre-trip meeting, discuss the alcohol & drug policy, itinerary, risks involved, activity, etc.
- Confirm reservations with hotels, transportation, etc.
- If club sport, confirm with the college/university competing against to assure dates and time of competition.
- Map out the route that the organization will be traveling.
At Least 72 Hours Before the Trip
- Be sure that all required documents/waivers etc., are completed and turned into the appropriate individual.
The Day Before the Trip
- Check the road and weather conditions locally and for the event destination.
- Check vehicles to make sure they are safe and ready for departure (lights, tires, brakes, etc).
- Load vehicles; equipment, first aid kits, maps, alternate routes, contact numbers, etc…
Day of Trip
· Do a roll call to ensure that all members who should be traveling are present and have completed the necessary forms.
· Put the travel folder in the vehicle. Double check the folder to make sure that travel information is readily accessible.
· Double check maps, alternate routes and road conditions.
· Drive safely at or under the speed limit.
Post Trip
- Unload, clean, and return vehicles (if applicable).
- Turn in receipts to appropriate individuals for budget records and reimbursement.
- Inform the proper individuals of any problems or issues that may have arisen during or after the trip