Faculty Guidelines for Student Competition Travel

Faculty Advisors, please complete the Student Competition Information Form prior to making any arrangements for student travel. Any questions, contact Angela (, 278-7274).

University information for Faculty Advisors regarding student travel on university-sactioned business:

  • Participation by students in university-sanctioned, extra-curricular activities is at the student’s option.
  • Each student shall sign a university-approved waiver prior to beginning the activity. Faculty advisor is responsible to see that the upper portion of the waiver is thoughtfully filled in, particularly the reasonably foreseeable hazards of the activity and how those hazards might be mitigated. One signature per waiver; no groups or lists of signatures. The waiver shall remain on file in the appropriate department for three years after the close of the activity.
  • Faculty Advisors must accompany students on CBA-funded, university-sanctioned travel.
  • Faculty Advisors must complete the Student Competition Information Form and submit it to the Senior Associate Dean’s office.
  • Faculty Advisors must complete a TERA form for competition travel.
  • Faculty Advisors are responsible for verifying university policies regarding travel and reimbursement with Angela Park Girouard prior to initiating any travel arrangements.
  • Students are NOT to pay group registration fees or incur any expenses on behalf of the group.
  • Students shall NOT make group hotel reservations. With the exception of a married couple, male students shall be accommodated separately from female students.
  • Students are to travel to events by appropriate public transportation or personal vehicle. Rental cars will NOT be reimbursed by the university.
  • Faculty members and/or other university employees shall not use their personal vehicle to drive the students to the event. Doing so makes any accident a university liability.
  • All logistical arrangements shall be completed prior to commencement of travel and students shall be furnished with all appropriate information regarding costs they may incur in conjunction with the activity.
  • For travel by personal vehicle, mileage, not the cost of gas, will be reimbursed, if so designated by the department or college.
  • If a student rides with another student and purchases gas to offset the driver’s expenses, he/she will not be reimbursed by the university.
  • Travel in a personal vehicle is covered by the private insurance on that vehicle. Faculty advisors shall not encourage students to carpool, although that suggestion can be made. If students decide to carpool that decision must be their own. (Fine but important line here between encouraging carpooling and mentioning it. The former is prohibited; the latter is permitted. We cannot place ourselves in a situation where a carpooling student involved in an accident can claim the faculty member “made it seem like I should or had to carpool.”)
  • It is the policy of the college that alcoholic beverages and chemical substances (drugs) are not permitted in conjunction with activities within the college, including those activities led or advised by a faculty member.
  • Student general liability insurance coverage is automatic if the field work is done in conjunction with a for-credit course. In no case will the hazards of travel be covered by university insurance. (Note: Student general liability insurance applies only to internships or field work that are in conjunction with a for-credit course. If the students are participating in the event as independent individuals, i.e., not in conjunction with a for-credit course, the student general liability policy [aka SAFECLIP] would not apply.)
  • If extra credit opportunities are offered that take a student off campus, the instructor should include the following statement in the syllabus: "Extra credit activities are not part of the core curriculum of this class, are not required for a grade or credit, are done at the student's discretion and at his/her own risk." Consider implementing the following standard for extra credit points: “Attendance at the activity is entirely at the student’s discretion and has no point value in the class, but if the student can prove attendance AND he/she submits a written report within x number of days, and if the report meets writing standards for the course, extra credit will be considered.” This protocol puts the possibility for extra credit into the writing, not simply attendance at an off-campus activity.
  • Any vehicle accidents should be reported (for informational purposes) to University Police (916-278-6000). Any injuries to participants shall be so reported.

Updated 9/24/15 APG