Clubs Travel

	CLUBS AND ORGANIZATIONS
	At South Puget Sound Community College, students find an atmosphere centered on student success. They can experience an array of culturally enriching activities, develop their leadership skills through student government, andhave a broad choice of clubs and groups. They can also compete in sports at the local, regional and national level.

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Index
Guide
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TRAVEL POLICY

Travel Authorization

A travel authorization form must be submitted to, and approved by, the Dean of Student Life prior to any travel arrangements being made. Travel authorizations should be submitted within the following time lines:

Travel within the state of Washington must be submitted a minimum of three (3) weeks prior to travel, unless approved by the Dean of Student Life for a shorter period.

Travel outside the state of Washington must be submitted a minimum of five (5) weeks prior to travel date.

Travel outside the United States must be submitted a minimum of three (3) months prior to travel for Board of Trustee approval.

Do not make any reservations without an approved Travel Authorization. Schedule an appointment with the Office of Student Life Program Coordinator to begin the paperwork process. Advisors must get appropriate supervisory signatures for travel prior to the form being turned into the Office of Student Life.

Requirements for Club and Organization Travel

All students traveling as representatives of a college club/organization must be registered as a student in credit bearing courses at South Puget Sound Community College during the quarter they are traveling. Student transportation, lodging, and meal subsidy may be provided from club funds, as per the established S&A Fee Financial Code and college guidelines. Travel advances for meal subsidy and lodging may be available depending on the nature, location, and length of trip/event/activity. You must check with the Office of Student Life Program Coordinator to determine which, if any, expenses justify a travel advance. Travel reimbursements are obtained after the travel by completing a Travel Expense Voucher within two weeks after the travel. You must keep your receipts in order to be reimbursed. The Office of Student Life Program Coordinator can inform you what expenses are eligible for reimbursement (e.g. admission fees, parking, etc), and answer any questions about completing the form. However, it is your responsibility to complete and turn in the form within the required time frame.

When traveling as representatives of South Puget Sound Community College, students are expected to exhibit behaviors that reflect the standards set forth in the South Puget Sound Community College Code of Student Rights & Responsibilities. Potential repercussions for violations of the code are listed within that document, which is available from the Office of Student Life.

A “Release/Assumption Of Risks” form is required to be completed by each individual participating in certain events, such as: paintball, skiing, et… The Office of Student Life Program Coordinator will inform you if the form is required for your event.

In the case of off-campus events/activities that do not use college/state vehicles or provide mileage reimbursement, then the event/activity will begin at the location and the college is not responsible for transportation to/from the event/activity. In such cases, the club/organization members and advisor must complete the “Off Campus Events for Student Funded Organizations” form.

An advisor must be present at all club/organization activities, on or off campus. When an overnight is part of the conference/activity the advisor must stay in the same facility as the club/organization members. The advisor is not a chaperone. They provide guidance, make decisions in emergencies, and monitor activities as a representative of the College. The advisors and students may not invite their spouse, friends or children to attend without written permission from the Dean of Student Life, unless they too are students at the college. The advisor should check-in with students during the day and evening, and provide contact information so that the students can reach the advisor at all times during the event.