TRAVEL POLICIES

These policies are held true for any travel function that involves NCWC students off campus (class fieldtrip or student organization, etc.). If there is any College-sponsored event, (College sponsored includes planning and/or funding) a College employee must travel with the students at all times.

The College encourages student organizations and classes to take advantage of events off campus that enhance their education. The following guidelines are intended to ensure a reasonably safe and worthwhile experience for students traveling as a representative of the North Carolina Wesleyan College.

Attendance: When participating in an off campus event, students are expected to attend all scheduled activities. A student is required to reimburse the College for fees and/or expenses should s/he fail to attend events as scheduled.

Lodging: Students are expected to reside in living accommodations arranged prior to the event. Students may share a room only with members of the same gender. The students are responsible for any damages or any expenses (phone calls, room service, etc.) incurred beyond the cost of lodging.

Transportation: When taking students on trips, it is the College’s recommendation to provide transportation, so all students are in one place, being driven by a trusted driver. Only the College staff or faculty member is allowed to drive the rented vehicle. NO STUDENTS, VISITORS, or OTHERS ARE ALLOWED TO DRIVE the rented vehicle.
The College rents from Eatmon Motors, (252) 977-2200, 1357 N. Wesleyan Blvd, next to Gardner's Barbecue. They direct bill the College, so make sure to inform reservations to what office and/or to whose attention the bill should be sent.

*NOTE* We have a rider with our auto insurance company that covers rented vehicles, so do not take the extra insurance with the rental company. Also, do not rent 15 passenger vans - our insurance does not cover those. The rental companies require that the gas tank be full when you return the vehicle. Please make sure you are prepared for this expense by including it in your cash advance.

Funding: The coordinator of the event is responsible for providing a written outline of expenses that are funded by the College and/or those that are responsibility of the individuals. Funds provided by the College are expended in accordance with the established guidelines and are only for the purposes authorized. The Business Office and Director of Student Activities provide guidelines. The Business Office and Director of Student Activities require receipts for ALL expenditures. Each student and College event sponsor is held responsible for any unaccounted funds.

Alcohol and Controlled Substances: Students are expected to obey local, state, and federal laws regarding the use of alcohol and controlled substances. Additionally, students are expected to conform to policies of the College as well as the event itself. No College funds may be used for the purchase of alcohol.

Conduct: Students are expected to conduct themselves in a manner consistent with the policies of the College, as published in the Student Handbook. Inappropriate behavior is addressed through the Campus Community Standards Board. Students who exhibit inappropriate behavior may be required to return to the College at their own expense.

Supervision: All plans and expenditures for an event must receive prior approval from the groups College chaperone AND the Division Chair or Director of Student Activities, AND Director of Students, AND the Dean of the College or the Vice President of Finance and Administration. Groups of one student or more must have a College staff/faculty member as a chaperone.

Meal Allowance: Staff and students who participate in an event that receives funding from the College or SGA will receive an allowance for each meal provided during travel. The maximum per diem allowance does not exceed $30.00. Verification of expenditures is required through receipts. Any receipt missing is the responsibility of the individual. Any unused amount must be returned to the college and expenses must be documented. Proof of reimbursement must be shown to the Division Chair or to the Director of Student Activities.
Breakfast ($5.00) + Lunch ($10.00) + Dinner ($15.00) = Daily Total $30.00

Releases: Students are required to sign a release at least 3 days prior to the departure from campus. Releases are provided by the responsible faculty or staff member and include information about special requirements or risks associated with the event. The original of each form is to be kept with the traveling party and a copy must be given to the Director of Student Activities and Leadership Programs or the Dean of the College, depending on if it is a class fieldtrip or a student organization trip. The Dean and Director of Student Activities will forward the information to Security, Vice President of Finance and Administration and the Director of Students, to make sure all responsible parties are notified of students off campus.

There are five or six forms that must be completed for off-campus travel (depending upon travel purpose):

1. Application/Approval Form for College-Sponsored Off-Campus Activities - This form must be filled out by all groups wishing to travel off campus. These forms are to be filled out before you make reservations, request money, or make any plans. Once the form is filled out, take it to either the Director of Student Activities and Leadership Programs to begin processing (if it is a student organization activity) or to the Dean (if it is a class field trip). Any reservations made prior to the approval of your trip will not be paid by college funds. The costs of early-reservations will be the responsibility of the person making the reservations.

2. Off Campus Event Planning Outline - This form must accompany the Application/Approval Form for College-Sponsored Off-Campus Activities. This planning outline guides all traveling parties in planning for their trip and is the information that the approving parties review to approve/disapprove the travel/event. Make sure to provide detailed information and provide copies of the supporting documents (brochures, packets, letters, etc.)

3. Release and Indemnity Agreement - This form must be completed by all students traveling. It is the Faculty / Staff member’s responsibility to make sure the form is completely and properly filled out. Please make sure that the insurance information is listed at the bottom of the form and attach a copy of insurance cards if you feel this is necessary.

4. Liability Acknowledgement - This form is to be completed only if you are car pooling to an event or if you have a student whose home or work is closer to the event and is going to travel straight to the event from home/work rather than come to campus first and then car pool. A copy of each carpooling drivers’ current driving license and car insurance is required to be attached to this form.

5. Event Delegate Contract - This form is a reminder of college policy and procedures regarding travel. This information is included in the Student Handbook but serves as a handy and quick reminder of relevant information. All students must sign the agreement to be able to participate in the event.

6. Off-Campus Travel Event Check-List - This form is to be completed as the forms are filled out. This form is to assure that all information has been acknowledged by the responsible parties and is accounted for.

*NOTE* A triplicate copy of the entire completed packet must be given to either the Dean or Director of Student Activities three days prior to the departure of the event. These release forms serve three purposes in addition to the purpose of releasing the College from liability:

If there is an emergency in the area where our students are, we will know what students and staff members are there and could be affected by this emergency. Also, we can contact you.
If anything happens to the organization, the person on campus who holds the forms can advise the student’s families of any occurrence.
If anything happens to the students while traveling, you will have their emergency information with you so you may have the information necessary to be admitted to a hospital. The College will call the students’ emergency contacts parent or guardian.

First Aid: If you would like to take a first aid kit on your trip, you may obtain one from the Wellness Center.

Accidents/Incidents: If there is any accident or incident during the trip, you must call Campus Security to report all / any details of the accident/incident. Security will notify Belinda Faulkner, Vice President of Finance and Administration. Belinda Faulkner will notify all other appropriate contacts, and she will call the College Insurance Company. Security’s mobile number is (252) 977-7374.

*NOTE* the College Insurance Company is St. Paul’s Insurance.

If there are any questions or if you are unsure about what forms to turn in or whom to speak to, please ask!

You may contact either of the two persons regarding your off-campus event.

Student Organization Travel: Director of Student Activities, Jennifer Evans (252) 454-1682 jevans@ncwc.edu

Class Fieldtrip/Travel: Executive Assistant Academic Affairs, Dona Agar, (252) 985-5136, dlagar@ncwc.edu

TRAVEL FORMS: (These forms require Acrobat Reader)

OFF CAMPUS TRAVEL PACKET CHECKLIST

OFF-CAMPUS TRAVEL APPROVAL FORM

OFF-CAMPUS EVENT PLANNING OUTLINE

RELEASE AND INDEMNITY AGREEMENT

LIABILITY ACKNOWLEDGEMENT

OFF-CAMPUS EVENT DELEGATE CONTRACT