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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 travel by individual students and recognized student organizations (i) sponsored or approved by the Johnson County Community College (“JCCC” or the “College”) Office of Student Life and Leadership, or (ii) on behalf of, or with the financial support of, one or more recognized entities of JCCC (collectively, “JCCC Travel”). This Operating Procedure also applies to JCCC employees or agents traveling with individual students or recognized student organizations on JCCC Travel.

Purpose: The purpose of this Operating Procedure is to promote safe travel by students, student teams and recognized student organizations to events and activities.

Procedures:

  1. Students participating in JCCC Travel must be accompanied by at least one JCCC employee or agent acting as the event sponsor or advisor (“Event Sponsor”). 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. 
  1. A JCCC Travel Request, which identifies the students’ and Event Sponsor’s names and expenses, must be completed by the Event Sponsor for all travel. All expenses (lodging, meals, registration, transportation, etc.) being covered by the College must be paid via the JCCC Travel Card issued to the Event Sponsor.
  1. A completed Off-Campus Travel Packet must be filed with the Office of Student Life and Leadership prior to departure for any JCCC Travel.  This packet includes a Trip Participation List, Hold Harmless Agreements and Trip Itinerary. 
  1. Prior to departure, the Event Sponsor must meet with those students traveling to discuss the planned itinerary, behavioral expectations and transportation details.  Each student must be presented 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.  This meeting also provides a good opportunity to obtain necessary signatures for the Off-Campus Travel Packet.
  1. Students and the Event Sponsor must complete any training required by the Office of Student Life and Leadership prior to departure.
  1. Advisors must never be housed with students. 
  1. Students found in violation of the Student Code of Conduct may be sent home from the JCCC Travel at the student’s expense and other appropriate disciplinary action may be enforced.
  1. Travel outside of the United States will require additional approval by appropriate administrator.
  1. College administration may cancel travel for any reason it deems necessary, including but not limited to inclement weather conditions, travel advisories, emergencies, infectious disease outbreaks, funding or budget related matters, etc.
  1. Upon completion of travel, expense documentation must be completed and submitted through the College’s travel and expense reimbursement system.
  1. Students traveling on behalf of JCCC or with the financial support of one or more recognized entities of JCCC are prohibited from using personal vehicles for such travel.  This includes, but is not limited to, local travel to destinations such as the Kansas City International Airport and other local Kansas City metropolitan locations.
  1. Exceptions to these procedures may be made by the approval of a dean over Student Life and Leadership or designee.

Signature on File in Policy Office

President

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