UNIV--105 Policy on Student to Travel Off-Campus University-Related Events
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Document Number: UNIV--105
Revision #: 2.0
Document Owner: University Provost
Date Last Updated: 03/06/2018
Primary Author: University Provost
Status: Approved
Date Originally Created: 10/04/2011
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General Description
Description: To ensure the health and safety of the University’s students, any student participating in
an off-campus University-Related Event or Competition is required to leave from campus
to attend such event or competition and to return to campus from such event or
competition with the Official Travel Party. While at any off-campus University-Related
Event or Competition, all members of the Official Travel Party are required to participate,
as appropriate, in each activity, event or competition on the itinerary and to utilize the
transportation provided for the Official Travel Party from location to location during the
off-campus event or competition. For the health and safety of Cumberland’s students,
students in the Official Travel Party are prohibited from traveling in personal vehicles to
or from an event or competition, or during any time while at the location of the event or
competition.
Purpose: For purposes of this Policy, the term “Official Travel Party” means any student,
University faculty member, personnel, pre-authorized volunteer and/or pre-authorized
chaperone participating in a University-Related Event or Competition.
A “University-Related Event or Competition” means an event or competition relating to
one or more of the University’s academic or athletic programs. This term shall not include
events or competitions hosted by any fraternal, civic or other non-profit organization or
cause, whether or not such organization or cause is authorized on the University’s
campus.
Scope: All Departments
Exceptions: The following are exceptions to this policy:
Waiver Due to Extenuating Circumstances
Special travel arrangements permitting a student a waiver of this policy may be made in
consultation with a student’s faculty member, sponsor or coach, as appropriate, under
extenuating circumstances as determined in the sole discretion of the University. Such
extenuating circumstances my include, without limitation: parents coming to the off-
campus University-Related Event or Competition and wishing to have the student
accompany them; or students driving their own vehicle for merit-worthy personal reasons.
Student who are granted a waiver of this policy for special travel accommodations may
not be accompanied by another student at any time during travel to, during or at an away
event or competition. The University requires the student, or in cases where the student is
a minor then the parent, to sign a release and wavier form for the student to return with
their parents, or to travel on their own. The release and wavier form must also be signed
by the student’s official traveling faculty member, sponsor or coach. To obtain a waiver
from the general policy based on extenuating factors, the student must make all
arrangements in advance utilizing the proper forms and procedure. A copy of the
required release is
here.
Responsibility: All Departments and/or Department heads
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Requirements
Approvals: Any student participating in an off-campus University-Related Event or Competition is required to leave from campus to attend such event or competition and to return to campus from such event or competition with the Official Travel Party. While at any off-campus University-Related Event or Competition, all members of the Official Travel Party are required to participate, as appropriate, in each activity, event or competition on the itinerary and to utilize the transportation provided for the Official Travel Party from location to location during the off-campus event or competition. For the health and safety of Cumberland’s students, students in the Official Travel Party are prohibited from traveling in personal vehicles to or from an event or competition, or during any time while at the location of the event or competition.
Relevant Knowledge:
In order to comply with this policy you should know:
Current University policy
Federal statutes
Local statutes
Standard company policies
Standards of good practice
State statutes
Terms and Definitions: Corrective Action
Loss of travel privilege
Suspension
Termination
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Policy Provisions
1. Waiver Due to Extenuating Circumstances
Special travel arrangements permitting a student a waiver of this policy may be made in consultation with a student’s faculty member, sponsor or coach, as appropriate, under extenuating circumstances as determined in the sole discretion of the University. Such extenuating circumstances my include, without limitation: parents coming to the off-campus University-Related Event or Competition and wishing to have the student
accompany them; or students driving their own vehicle for merit-worthy personal reasons.
Student who are granted a waiver of this policy for special travel accommodations may
not be accompanied by another student at any time during travel to, during or at an away
event or competition. The University requires the student, or in cases where the student is
a minor then the parent, to sign a release and wavier form for the student to return with
their parents, or to travel on their own. The release and wavier form must also be signed
by the student’s official traveling faculty member, sponsor or coach.
To obtain a waiver from the general policy based on extenuating factors, the student must make all arrangements in advance utilizing the proper forms and procedure.
2. Procedure for Administration/Staff when Student Refuses to Return with the
Official Travel Party
This policy and procedure applies when a student does not want, or refuses, to return
with their Official Travel Party from an off-campus University-Related Event or
Competition.
In such cases, the following steps must be taken: (1) the first-line administrator, faculty
member or staff person over the event or competition shall talk to the student about the
consequence(s) of not returning with the Official Travel Party; (2) the first-line
administrator, faculty member or staff person over the event or competition shall within
one hour call the Vice-President of Academic Affairs or his/her Department Supervisor
immediately who may provide additional instructions to the procedures set forth in this
policy; (3) if the student cannot be located, the first-line administrator, faculty member or
staff person over the event or competition shall immediately contact the Vice President of
Academic Affairs or his/her Department Supervisor who shall consult with the
University’s President in order to determine whether to call the local police to start the
process of a missing person; (4) the first-line administrator, faculty member or staff
person shall inform the Dean of Students and the Director of Housing.
3. In any case where misconduct, suspicious or criminal activity is suspected
In any case where misconduct, suspicious or criminal activity is suspected, the University President shall be immediately notified.
If it is not immediately known whether misconduct, suspicious or criminal activity is involved and the student cannot be located, then the University President shall be notified no less than two hours after the fact that the student is missing becomes known. If it is not immediately known whether misconduct, suspicious or criminal activity is involved and the student can be located, the University President shall be notified of any violation of this Policy within no less than eight hours after the policy violation becomes known.
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Performance Evaluation
Desired Outcome: To ensure the health and safety of the University’s students.
Performance Metrics: Compliance with standard policy and procedure
Consequences:
Further training
Job Termination
Loss of privileges
Suspension
Write-Up
Example Violations: Allowing a student, faculty, or staff member to leave the function without prior written notification and approval.
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Subject Experts
The following may be consulted for additional information.
Dean of Students
Director of Athletics
VP for Academic Affairs