College-sponsored travel is defined as any activity intended to promote learning or student development that requires student participation in a location other than those owned or leased by the College. College-sponsored travel includes, but is not limited to the following:
- In-Service Area Field Trip Out-of-Service Area Field Trip
- Study Away
- Student Life Experiences - may take place within the GRCC service area or out of the GRCC service area
Travel policy and process
If your event meets this threshold you need to follow the GRCC travel policy (11.4) and process. Travel approval and process requires that you start this process at least one month before your travel date. This is to ensure travel and hotel accommodations.
Travel approval forms
Travel approval forms must be completed and submitted to the Center for Student Life & Leadership via Raider Connect, under forms at least two weeks prior to departure date, all funds must be secured prior to including extra allocation funds. The travel approval forms must be approved by the appropriate personnel which include the Center for Student Life & Leadership and the Finance and Administration Office.
Off Campus Travel Cover Sheet and Forms
Student Leaders and their Advisor/s must submit one packet on behalf of the entire club or organization to the Center for Student Life & Leadership at least two weeks prior to departure date. This packet should include the following:
- One printed copy of the Travel Cover Sheet
- One printed and completed Risk and Release form for each person participating in travel
- One printed and completed Emergency Contact Information Form for each person participating in travel
If a student listed on the cover sheet does not submit their forms, the student is not allowed to attend said trip. In not following proper procedure the student will meet with the Director of the Center for Student Life & Leadership for a conduct meeting.
Forms
- College-Sponsored Travel Approval Form – Must be submitted before you make any travel arrangements. This form must be filled out by the club or organization Advisor. Separately, the advisor must submit their Leave of Absence form to their supervisor.
- Risk and Release Form
- Emergency Contact Information Form
- Travel Cover Sheet