Travel

Travel

Travel that is considered to be “organization-sponsored travel” typically indicates that the organization has taken a significant role in the planning of the trip and/or is using organization funds or Student Activities Fund to cover any or all costs of the trip. This can include travel to conferences, competitions, facility tours, networking events, or any other off-campus event. Travel requests must be submitted no less than 6 weeks prior to the event on Engage. Requests submitted closer to the event may be denied.

Travel requests are reviewed throughout the school year. Travel must be related to the mission/philosophy of the organization. Least expensive reasonable options must be considered for transportation and lodging accommodations. Under most circumstances, club budgets and the Student Activities Fund cannot pay for accommodations within 50 miles of campus, mileage, gas, parking, meals, or personal expenses during travel. 

Only the Office of Student Engagement staff is authorized to reserve travel related accommodations. All incidental expenses related to travel must be discussed with the Office of Student Engagement prior to the trip. Organizations planning to have large travel expenses are strongly encouraged to fundraise to support their trip.

Student organizations violating Office of Student Engagement travel policies are subject to sanctioning, which includes, but is not limited to: temporary freeze of organization spending, loss of use of facilities and services, permanent loss of organization budget, and suspension of all organization activities.

Advisor Requirements for Student Organization Travel

A professional representative (usually the advisor) from the College must accompany student groups when traveling. They will serve as the official contact person for the group and must be aware of off-campus expectations. “Trip tips” will be made available to all trip chaperones as needed from OSE. One advisor per every 15 students must attend. Exceptions to this rule may be made by the Director Student Engagement & Retention. The Student Activities Fund will pay for only the advisors required to attend (through the student organization’s allocated budget). The Office of Student Engagement reserves the right to determine whether an organization's program or event requires an advisor or chaperone. 

Pre-Travel Planning Meeting

The student organization should meet with the Office of Student Engagement to discuss reservations and bookings and an appropriate budget for the trip. 

  • In order to ensure the best rates and availabilities, groups should meet with OSE staff as soon as possible.
  • Specifics (modes of transportation, dates and times of travel, hotels, etc.) should be brought to the meeting.

Failing to plan in advance may result in a group not being able to travel. All requests for travel (transportation, accommodations, conference registrations, etc.) must be made through Engage no less than 6 weeks prior to the event. Requests made closer to the event may be denied.

Hotels and Lodging

Overnight accommodations must be booked no later than six weeks before the stay through the Office of Student Engagement. A representative from the student organization should meet with the Office of Student Engagement to find reasonable accommodations. Organizations must provide the Office of Student Engagement with all necessary information about participants as determined by OSE staff.

Depending on hotel policies, students may be required to place a personal credit card down to cover incidental charges that occur from student use. Students are responsible for any damages or costs incurred above and beyond standard room rates and taxes; and any additional charges may be billed to the room occupants. 

Conferences and Registration

When coordinating registration for an event, at least six weeks before the conference deadline for registration, organizations should prepare a list of all participants and submit an Engage request before meeting with their OSE liaison. Organizations must provide the Office of Student Engagement with all necessary information about participants as determined by OSE staff.

International Travel

Members must provide copies of passports and other required documentation to the trip advisor (to be kept with them) and the Office of Student Engagement. All students are responsible for ensuring they meet the eligibility requirements for entering the host country as set forth by that country. Students who are denied entry into a country are responsible personally and financially for arranging immediate return transportation.

 

International students must meet with relevant offices on campus to determine eligibility for international travel. 

When traveling abroad, students are concurrently subject to the laws of the host country, Middlesex Community College policies, the Code of Conduct, and this document. The Office of Student Engagement reserves the right to require additional advisors on international travel. 

 

Traveling with Dual Enrollment Students

Dual enrollment students must have a parent/guardian’s permission to attend any trip. OSE can provide this form.

Trip Cancellation Due to Health and Safety Concerns

Middlesex Community College reserves the right to cancel any travel plans a group may have at any time if MCC deems the location or transportation a health or safety risk to participants.

Travel Forms and Transportation Options

Every participant must sign a travel waiver prior to departure, which includes emergency contact information of someone who is not going on the trip.

Acknowledgement of Risk & Consent Forms There are different types of waivers based on the type of transportation needed. These  forms will be obtained from OSE. They must be completed and brought or emailed to OSE to be scanned at least one week prior to departure. Advisors should retain travel waivers either physically or electronically for the duration of the trip.
Chartered Bus & Vehicle Rentals Use of a chartered bus or rented/reserved vehicle(s) must be arranged through the Office of Student Engagement. Vehicle rentals can only be used for school-sponsored events, and are not for personal use before, during, or after the event. Requests for chartered buses must be completed at least 6 weeks prior to departure.
Train & Air Travel Train and air travel must be arranged through the Office of Student Engagement no less than 6 weeks prior to the trip. If requests are made after this time, they may be denied.
Personal Vehicles & Public Transportation Students who wish to use their own vehicles or public transportation for travel to and from organization events must fill out self-drive waivers.
Campus Vehicles Organizations wishing to use a college van for an event should contact the Office of Student Engagement at least 6 weeks in advance. The van must be driven by authorized college personnel only. Organizations may be charged for various expenses, including the driver and mileage.


Last Modified: 2/6/24