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Policy Name: Student Travel Policy
Policy ID Number: 05-04-003
Version Effective Date: August 22, 2006
Applies To: Students
Responsible Office: Student Affairs
Approved By: Dean of Students
INTRODUCTION AND STATEMENT OF PURPOSE
In the spring of 2005, President Carlos Hernandez charged the Vice Presidents with developing a set of comprehensive faculty/staff travel guidelines. At the same time, he charged the Vice President for Student Affairs with developing similar guidelines for Student Travel. A special task force was formed to develop the student travel guidelines. Prepared by the Dean of Students, the draft was submitted to the special task force, the Student Government Organization (SGO), the vice presidents, the unions, and the University Senate for comments.
POLICY
Policy Statement
All enrolled undergraduate or graduate students who travel to and from activities and/or events that bear the name of New Jersey City University must comply with the University policies and practices for safe student travel contained herein. In addition to using sound judgment and following the federal and state laws that encourage safe travel, students traveling to and from University organized and sponsored activities or events may be required to use various modes of travel and travel under different conditions. Each form of travel requires the student to follow particular safety precautions.
Scope
The types of activities and events covered by this policy include those that are:
Definitions
Expectations
Students are representatives of New Jersey City University whenever they participate in an off-campus activity that is funded fully or in part by the institution. As such, the students' behavior at off-campus activities is reflective of the University and therefore, it is the expectation of the University that the students recognize this and conduct themselves appropriately as indicated below:
Insurance
Funding Approval
Travel Authorization
In order to ensure that the events or activities that involve student travel are within the scope of the University's mission, and that student safety issues have been addressed, travel undertaken pursuant to this policy must be authorized in advance by an appropriate administrator.
1. To request authorization, individual students and/or students who are members of recognized student organizations, who organize activities covered by this policy, must submit a completed Student Travel Request for Authorization form to the appropriate agenda, a bus contract, etc.) in order to receive approval. Whenever possible, the request should be submitted at least one month prior to the activity or event.
2. The following information/documents must be submitted with the Student Travel Request for Authorization Form:
3. Course Field Trips
4. The Student Travel Request for Authorization Form, the Authorization for Medical Treatment Form, and the Release and Indemnification Agreement Form are available from the office of the Dean of Students in the Business Development Incubator, 285 West Side Avenue, Room 254, Phone: 201-200-3525, Fax: 201-200-3583, or online at:
njcu.edu/dept/studentaffairs/dean_of_students.html
Study Abroad
Any faculty member who wishes to offer students the opportunity to study abroad or out of the state must follow the appropriate procedures. Should a faculty member want to offer a New Jersey City University course off campus, the Student Travel Request for Authorization Form, as well as the required documents and information listed in Section F., must be submitted to his/her respective dean. Simultaneously, the same faculty member should consult with the Office of International Students and Study Abroad in the University Advisement Center, Vodra 101, Phone: 201-200-3300. This office will supply the faculty member/student with the necessary forms and requirements for faculty/students to participate in an educational experience abroad.
Commercial Travel
Students traveling by commercial transportation, whether domestic or international, must comply with all laws regulating travel and the rules of the specific carrier.
Travel by Motor Vehicle
1. Compliance with Laws and Policies
As excerpted from pages 2-3 of the New Jersey City University Fleet Policies and Procedures, (available in its entirety from the Public Safety Department) and the Travel Policy as developed through Accounts Payable, the requirements are indicated below:
2. Vehicle Operator Requirements
3. Travel by Privately Owned Vehicles
The use of personal vehicles by students for travel to events covered by this policy is strongly discouraged.
When requesting authorization for travel that involves the use of personally owned vehicles,
the requestor, in addition to submitting the information described in Section F. above, shall also submit a copy of a current liability insurance certificate for any vehicle to be used for the proposed travel.
The persons responsible for the proposed activity and travel shall inform students who will drive their privately owned vehicles that their personal liability insurance policy will be looked to first to cover any liability that may result from the use of the vehicle for the proposed travel.
4. Volunteer Drivers and Passengers
Nonstudent/nonemployee drivers and passengers who accompany students on travel covered by this policy must sign the Release and Indemnification Form and the Authorization for Medical Treatment Form prior to the trip.
5. Mechanical Breakdowns and Towing ? If a University vehicle breaks down off campus or becomes unsafe to drive, the Public Safety Department should be contacted at 201-200-3128.
6. Accidents
7. Travel Expense Summary Form
A Student Travel Voucher is used for reimbursement/justification of travel expenses. Students are required to file the Student Travel Voucher with the appropriate department within two weeks after their return.
8. Student Government Organization--Travel Requirements as excerpted from the SGO By Laws, Finance Committee, under VII Limitations
Please note: Questions regarding this policy should be directed to
the Office of the Dean of Students @ 201-200-3525.
APPENDIX I
STUDENT TRAVEL REQUEST FOR AUTHORIZATION
NEW JERSEY CITY UNIVERSITY
Part I. Requestor/Sponsor/Organization Information
(Please attach a roster with names, addresses, phone nos. and emergency contact information for each participant)
Name of University Faculty/Staff Member Responsible for Trip:
____________________________________________________________
Position /Title:
_____________________________________________________________
Administrative Unit/Organization:
_____________________________________________________________
Phones: Office( )_________________ Cell( )______________________
Email:_______________________________________________________
Part II. Student Information (If student is not a participant of a particular Group/Organization)
Name of University Student Participant: ____________________________
Address: ____________________________________________________________
Phones: Home ( )___________________ Cell ( )___________________
Email:_______________________________________________________
Part III. Travel Information
Reason for Travel: _____________________________________________
Destination: __________________________________________________
Dates of Travel: Departure:___________________ Return: _____________
Total Number of Participants: (Attach list of Names)* for group activity only
Number of Non-Student Participants :_____________________________
(Attach list of Names)* for group activity only
Registration Fee (if Applicable): $________________
Transportation Arrangements (Check one):
Vehicle: Rental Car Personal Car Van University-Owned Vehicle
Common Carrier______________________________________________
Name(s) of Drivers: ___________________________________________
Total anticipated cost: $___________________
Lodging Arrangements (Address and Phone Number Required):
___________________________________________________________
Phone ( ) __________________________________________________
Total anticipated cost (Cost per night X the number of nights): $____________________
Meals Needed (Enter # of Each):
Breakfast____________ Lunch______________ Dinner_______________
Total anticipated cost: (not to exceed $36 per day):$___________________
TOTAL COST: $______________________
Part IV. Required Information/Documents:
Please check all applicable items that have been documented and filed:
______List of All Participants/Emergency Contacts (Attached)
______Release/Indemnification Agreements
______Proof of Medical Insurance
______Medical/Emergency Treatment Authorization Forms
______Valid Driver's License(s), if applicable________________________
______Proof of Current Liability Insurance (For Personal Vehicle Use Only) ____________________________________________________________
Name of University Employee Available for Contact in the Event of Emergency:
__________________________________________________________________________________________________
Phones: Office( )_________________ Home( )____________________
Cell ( )____________________________
Part V. Administrative Approval
Sponsor Signature/Title/Date:_______________________________________________________________
Department Chair
Signature/Date____________________________________________________________________
Dean Signature/Date____________________________________________________________________
APPENDIX II
STUDENT RELEASE AND INDEMNIFICATION AGREEMENT
NEW JERSEY CITY UNIVERSITY
I understand and agree that the __________________________________________________ (activity) on
_________________ (date) with__________________________________ ___________________________________ (sponsoring organization, faculty, or staff member) of which I am a participant involves certain risks and that regardless of the precautions taken by the above organization, some injury may occur.
I understand and agree that the university accepts no responsibility for my acts or the acts of others when I participate in or travel to or from activities related to an organization.
Knowing this information, in consideration of my participation in the above event, I expressly and knowingly release New Jersey City University and the above organization and their respective representatives, officers, employees, advisors, and agents from any and all claims and causes of action for property damage, personal injury or death sustained by me arising out of any travel or activity conducted by or under the auspices of the University or the above organization caused by risk associated with this activity and/or the acts or omissions of the sponsoring group. Participant acknowledges that the above organization and the University are separate legal entities and should be treated as such.
I voluntarily and knowingly agree to protect, hold harmless, and indemnify the University and the above organization and their respective representatives, officers, employees, advisors, and agents against all claims, demands, or causes of action for property damage, personal injury, or death, including defense costs and attorney fees arising out of my participation in the University and above described activity, event, or travel.
I am eighteen (18) years of age or older and am competent to execute this agreement. If the participant is not eighteen (18) years of age, this release must be signed also by a parent or guardian.
By signing below, I (we) acknowledge that I (we) have read the agreement and understand the release of liability.
Print Name: __________________________________________________
Signature: ___________________________________________________
Date: _______________________________________________________
Parent/Guardian Name: ________________________________________
Signature:____________________________________________________
Date: _______________________________________________________
APPENDIX III
STUDENT TRAVEL AUTHORIZATION
FOR EMERGENCY MEDICAL TREATMENT
NEW JERSEY CITY UNIVERSITY
I. MEDICAL INFORMATION (please type or print legibly)
a. Name: ____________________________________________________
_____________________________________________________________
(Last, First, Middle)
Address:______________________________________________________
____________________________________________________________
(Street or P.O.Box, City, State, Zip Code)
Telephone Number: Day:( )____________ Evening:( )_____________
b. Name of Nearest Relative (or guardian if student is under 18 years of age):
____________________________________________________________
(Last, First, Middle)
Address:_____________________________________________________
____________________________________________________________
(Street or P.O.Box, City, State, Zip Code)
Telephone Number: Day: ( )______________Evening: ( )___________
c. Physician's Name:___________________________________________
Address:____________________________________________________
____________________________________________________________
(Street or P.O.Box, City, State, Zip Code)
Telephone Number: Office: ( ) Emergency: ( ) ______
d. Dentist's Name: ____________________________________________
Address:____________________________________________________
(Street or P.O.Box, City, State, Zip Code)
Telephone Number: Office: ( )___________ Emergency: ( ) _________
e. Health Insurance Company Name: _____________________________
Policy Number: Telephone: ( ) _________________________________
f. Allergies:__________________________________________________
g. Current Medications: ________________________________________
h. Special Health Needs: _______________________________________
II. EMERGENCY MEDICAL AUTHORIZATION
I, the undersigned, do hereby authorize New Jersey City University and its agents or representatives to consent, on my behalf, to any medical/hospital care or treatment (including locations outside the U.S.) to be rendered upon the advice of any licensed physician. I agree to be responsible for all necessary charges incurred by any hospitalization or treatment rendered pursuant to this authorization. The effective dates of this authorization are to 20 .
I am eighteen (18) years of age or older, have read the above authorization, and confirm that the information contained therein is true and accurate. (*If the participant is not eighteen (18) years of age or older, this release must be signed also by a parent/guardian.)
____________________________________________________________
(Signature of Individual)
____________________________________________________________
*(Signature of Parent or Guardian)
Date: _____________20______
DATE TO INITIATE REVIEW AND UPDATE
As deemed necessary or appropriate by the Policy Coordinator but at a minimum, at least every 5 years from the effective date.