Student organizations planning to travel must submit a Travel Request to Student Involvement. Travel requests must be submitted using the following guidelines for consideration:

• No later than 5 days prior to departure for travel in-state
• No later than 10 days prior to departure for travel out of state
• No later than 3 weeks prior to departure for foreign travel

When the Travel Request has been reviewed by Student Involvement your organization will receive notification of travel approval/disapproval. Email notification of travel status will be sent to trip leader(s), your advisor and Student Center Accounting. The travel notification will include a status of required travel documents, along with a timeline for their submission. Absolutely no financial activities can occur until your organization has received travel approval. Once you have received approval for your travel, trip leaders should coordinate with the organization treasurer and Student Center Accounting to discuss the financial aspects of the trip. There are several options for processing travel expense including the use of purchase orders, check requests, cash advances and campus travel cards. Student Center Accounting will determine the most appropriate method for your trip based on a number of factors. Travel cards require an application period of 30 days so plan accordingly.

Trip leaders are responsible for providing participant lists, medical questionnaires and release forms for all participants to Student Involvement as well as documentation for student drivers. Forms are available at Student Center administration on the 3rd Floor of the Student Center, or can be accessed online. Required documentation must be submitted no later than 2 days prior to your travel or the trip is subject to cancellation.

Trip leader's responsibilities are to:

• Provide timely submission of all required travel forms for the group.
• Know and understand all KSC policies and procedures relating to travel and provide communication to participants regarding adherence to KSC policies.
• Effectively work with the group and exhibit concern for the safety and well being of all participants.
• Carry with you a participant list and medical form copies during the entire trip.
• Communicate your contact (cell phone) number to Campus Safety (358-2228) prior to departure.
• Communicate all departure and arrival times and meeting places to the participants.
• Take an accurate count of all participants prior to departing each and every location. If, after a reasonable amount of time, a participant or participants are not present, call Campus Safety (358-2228) before leaving that location.
• If case of emergency, notify the appropriate authorities immediately. Also notify Campus Safety. Upon return contact the Director of Student Involvement regarding any emergencies as well as to report any issues, violations or incidents.

All students participating in campus sponsored travel must complete a Medical Questionnaire, which will require students to include their health insurance company and policy number. Completed Medical Questionnaires will be kept on file for the academic year in Student Involvement, copies are available on request. Participants need only complete additional forms in the event that any information has changed. Trip leaders are responsible for having a copy of the most recent Medical Questionnaire for all participants.

All participants must complete an Assumption of Risk, Release, Hold Harmless and Indemnity Agreement for each trip. Trip leaders are responsible for providing all completed Assumption of Risk, Release, Hold Harmless and Indemnity Agreements to Student Involvement; copies are not required on the trip.

Any student representing a recognized KSC student organization, planning to drive a rental vehicle must have a current Defensive Driving certificate. The Campus Safety Department will coordinate the Defensive Driving course. The course is free and open to all faculty, staff and students.

Students planning to drive personal vehicles for Student Organization sponsored trips must complete the Student Use of Personal Vehicle form.

For information about Student Organization travel, please contact:
Jennifer Ferrell, Director of Student Involvement, x8-2664, jferrell1@keene.edu
Deb Edwards, Administrative Assistant, x8-2642, dedwards@keene.edu