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Student Trip and Travel Operating Procedure 318.09

Student Trip and Travel Operating Procedure 318.09
Johnson County Community College
Series: 300 Students
Section: Student Activities

Cross-Reference: Student Trip and Travel Policy 318.08

Applicability: This Operating Procedure applies to Johnson County Community College (“JCCC” or the “College”) Student Travel.

Purpose: The purpose of this Operating Procedure is to set out the process required for Student Travel.

Definitions:

“Student Travel” means travel by individual students, student groups, and JCCC employees or agents traveling with students (1) that is sponsored or approved by Student Life and Leadership or International Education or (2) that is on behalf of, or with the financial support of, the College and is overnight, outside a 50-mile radius of JCCC’s main campus, or involves a JCCC vehicle or rental vehicle.

Procedures:

  1. Students participating in domestic Student Travel must be accompanied by at least one JCCC employee or agent acting as the event sponsor or advisor (“Event Sponsor”) per twelve students. Students participating in international Student Travel must be accompanied by at least two Event Sponsors regardless of the number of students. JCCC will view the Event Sponsor as the party responsible for the trip, and the Event Sponsor must be designated as a Campus Security Authority required by the Jeanne Clery Crime Statistics Act for the duration of the trip. 
  2. The Event Sponsor will comply with the Reimbursement of Travel Expenses Policy 216.01, Same Day Travel Operating Procedure 216.02, Overnight Travel Operating Procedure 216.03, and any other College travel policies and procedures.
  3. It is the responsibility of participants in Student Travel to familiarize themselves with the laws, regulations, and customs and to obey the laws of each location they visit during Student Travel. For students participating in study abroad programs at foreign institutions, it is the responsibility of those students to familiarize themselves with the foreign institution’s code of conduct and policies.
  4. The Event Sponsor and students participating in Student Travel must complete and file all paperwork and documentation as required by Student Life and Leadership or International Education, as applicable, and the Office of Mission Continuity and Risk Management before departure for any Student Travel. 
  5. Prior to departure, the Event Sponsors must meet with those students traveling to discuss the planned itinerary, behavioral expectations, and transportation details. Each student must be presented with a copy of the JCCC Student Code of Conduct, emphasizing that students traveling on a JCCC-sponsored trip are subject to the JCCC Code of Conduct as if they were on campus.
  6. Students and the Event Sponsors must complete any training required by Student Life and Leadership or International Education prior to departure.
  7. Event Sponsors and participants whose primary role at JCCC is as an employee shall not lodge in the same room with participants whose primary role at JCCC is as a student, unless they are immediate relatives. 
  8. Students found in violation of the Student Code of Conduct by a dean in Student Success and Engagement or designee will be subject to appropriate interim or disciplinary action, and any associated costs (e.g., flights, ground transportation, accommodations, meals, etc.) to return home will be at the student’s expense.
  9. Student Travel outside of the United States will require additional approval by appropriate College budget administrators.
  10. College administration may cancel travel or parts of the planned itinerary for any reason it deems necessary, including but not limited to inclement weather conditions, travel advisories, emergencies, infectious disease outbreaks, or funding or budget-related matters.
  11. No person may accompany an Event Sponsor or participant unless that person is a participant.
  12. Exceptions to this Operating Procedure may be made by the approval of a dean over Student Life and Leadership or designee or a dean over International Education or designee, as applicable, and a director over the Office of Mission Continuity and Risk Management.

Signature on File in Policy Office
President

Date of Adoption: 02/16/2012
Revised: 07/15/2021, 12/15/2022, 03/21/2024