Student Organization Travel

Student Organization Travel

If your organization is planning on taking a trip to any domestic or international location, you will have to register that trip as an event utilizing the Event Registration Form. General examples of club/organization trips include (but are not limited to) attending national conferences or leadership development programs, holding retreats or trainings at an off-campus location over multiple days, participating in regional, state, or national (non-sport) competitions, and engaging in community service trips abroad or internationally.  Below you’ll find guidelines to follow with regard to registering organization travel.

Domestic Travel Guidelines

  1. Student organizations must submit an Event Registration Form at least 10 business days prior to their travel dates.  Organizations are encouraged to submit travel event registration forms in advance of the minimum 10 business day requirement.
  2. Upon submission of the Event Registration Form, a CSI fulltime staff person will review and distribute electronically the appropriate University General Release Form and Emergency Contact Information Form to the event contact listed on the Event Registration Form. 
  3. Please note, your organization’s Event Registration Form will not be signed (nor will the event be considered registered) until you have successfully submitted completed general release forms and emergency contact forms for each participant by the assigned due date. The unsigned Event Registration Form will remain at the CSI office until you’ve returned with the required forms.  (You may request a copy for reference.)
  4. All participants who plan on attending the trip must sign the University General Release Form and complete the Emergency Contact form to CSI by the due date specified by the CSI fulltime staff person.
  5. Failure to submit these forms to CSI by the assigned due date could ultimately cancel your organization’s trip. 
  6. After you’ve submitted these forms and the Event Registration Form has been signed, your organization’s trip supervisor should maintain a copy of all general release and emergency contact forms during the entire duration of the trip.  These forms are to be maintained confidentially and only released when deemed appropriate based on the circumstances of the disclosure.  
  7. Prior to traveling, your organization participants should review and comply with the procedures related to student field trip and international travel paying special attention to the following:

    1. CSU policy states that no alcoholic beverage or chemical substance (drugs) shall be transported in a State/University vehicle at any time, nor shall they be transported in a private vehicle that is being used in support of a University sponsored academic or athletic related activity, except for personally prescribed medication. The individual shall be able to provide evidence of a doctor’s prescription if their personal identification is not affixed on such medication.
    2. Persons on a field trip shall not be under the influence of drugs or alcohol.
    3. The Field Trip Supervisor shall communicate appropriate University codes of conduct for staff and students. This shall include at a minimum issues such as: consumption of alcohol, harassment, intimidation, field behavior, and conduct during “free-time”. All traveling participants should understand the consequences of non-compliance and the Field Trip Supervisor shall take appropriate action when aware that participants are in violation.

International Travel Guidelines

  1. If your organization is traveling internationally, in addition to meeting all domestic travel guidelines above, all participants will need to schedule a meeting with the University Office of Risk Management & Environmental Health and Safety to ensure that all guidelines and appropriate measures are addressed related to international travel.  This meeting is required and failure to attending can cancel member participation in the trip.
  2. Prior to traveling, your organization participants should review and comply with the procedures related to student field trip and international travel paying special attention to the following:
    1. CSU policy states that no alcoholic beverage or chemical substance (drugs) shall be transported in a State/University vehicle at any time, nor shall they be transported in a private vehicle that is being used in support of a University sponsored academic or athletic related activity, except for personally prescribed medication. The individual shall be able to provide evidence of a doctor’s prescription if their personal identification is not affixed on such medication.
    2. Persons on a field trip shall not be under the influence of drugs or alcohol.
    3. The Field Trip Supervisor shall communicate appropriate University codes of conduct for staff and students. This shall include at a minimum issues such as: consumption of alcohol, harassment, intimidation, field behavior, and conduct during “free-time”. All traveling participants should understand the consequences of non-compliance and the Field Trip Supervisor shall take appropriate action when aware that participants are in violation.
    4. The Field Trip Supervisor and/or the organization’s faculty/staff advisor shall research the international location(s) included on the itinerary for all pertinent information, to include:

i.Travel Warnings & Consular Information

ii.U.S. State Department Country Background Notes 

iii.CDC Information on Travel Vaccinations and Country Medical Concerns 

For more information on how your oranization can register its travel events, please contact CSI at 323-343-5110.