Conferences and Off-Campus Trip Policy

The SGA and CSLI encourage student leaders to participate in outside professional conferences as well as organized activities which educate, inspire and bring about greater appreciation for culture. Paraprofessional conferences and appropriate field trips expose Old Westbury students to new and innovative ideas and allow them to interact with their peers in a professional manner. In the event that a few select students fail to act responsibly, their behavior can negatively impact the future of travel approval. The following regulations and guidelines pertain to such travel:

1)Submit to the Student Government Association adviser the following information:

  1. Travel costs
  2. Conference registration fees
  3. Hotel expenses
  4. Other expenses
  5. Expected monetary contribution of participants and amount requested from SGA
  6. Name and contact information of faculty member/administrator attending

2)The SGA adviserand Vice President of Business and Finance must approve all travel destinations and anticipated costs, you will be responsible for securing all monetary approval/payments from Student Government Association. You will not be reimbursed for any conference/travel expenditures that are not pre-approved.

3)All attendees must complete a Travel Waiver Form, which must be received by the SGA adviser upon return from the event. Completed forms are to be given to the advisor attending the program at the beginning of the event.

4)The faculty/staff member attending is required to email the names of all attendees and their emergency contact name and phone number to before departing for the trip.

5)The organization is required to have a faculty or staff member accompany them for the duration of the trip.

6)If a University vehicle is to be used, only a University approved driver may operate the vehicle. Please complete all appropriate paperwork for vehicle usage with Transportation Services as soon as your trip is approved by SGA/CSLI.

7)Student Leaders are representativesof the College when attending such events and are expected to behave responsibly and appropriately at all times. While on a college-sponsored trip you are still accountable to adherence to the Code of Conduct and charges can be brought to the director of Student Conduct for non-compliance.

8)Cell phone contact numbers must be provided for all attendees and the chaperone. In the event that an attendee does not have a cell phone, they will be reached via the phone number given for the lodging accommodations or chaperone.

9)For liability purposes, no one is permitted to EVER use their own vehicle for travel purposes for an event under the auspices of the SGA. You must provide travel accommodations as approved by the SGA.

10)Faculty/staff members will be compensated by the SGA for their time and assistance with programming and travel. All related expenses (entry fees, tickets to events, transportation and – for overnight travel only – meals, lodging, registration fees as applicable). Compensation for overseeing programs is $100.00 flat rate for the duration of the program/trip/event.

11)The number of faculty/staff required for programs will be determined by the destination, liability exposure, history of event and anticipated number of attendees.

The role of the faculty/staff member:

1)Assist event organizers in all aspects of coordinating and planning event.

2)Communicate and enforce all college policies concerning the trip to event organizers and participants.

3)Maintain copies of all travel lodging and registration arrangements.

4)Be the primary contact for the duration of the trip in the case of emergency.

5)Report all alleged judicial sanctions upon return from travel to the SGA advisor and director of student conduct.

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Faculty/Staff Member Attending (Print Name)Signature

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Department On-Campus ExtensionCell/Emergency Contact Number

______

Dates of TravelDestinationSponsoring Organization

SUNYCollege at Old Westbury Student Government Association

Conferences and Off-Campus Conduct Agreement

Reason for Travel: ______

Destination:______

Dates of Travel:______

Student club and organization members are responsible for conducting themselves in an appropriate manner at all times during travel. Students are responsible for personal expenses and all academic work missed as a result of College-approved travel. All alcohol policies, drug policies, and the Student Code of Conduct apply at all times, as you are representing the College. If you do not adhere to these policies, or are found to be acting in a manner deemed inappropriate by the chaperone in attendance, you can be asked to leave the conference at your own expense and/or subject to disciplinary/judicial actions upon your return to the College.

Please note the following:

  • Fights, theft of/damage to property, possession/consumption of alcohol/narcotics, and or the possession of weapons will not be tolerated. It is incumbent upon the chaperone to report such behavior.
  • Males and females may not share rooms.
  • Final decision regarding participation by students on academic and/or judicial probation will be determined by the Director of Student Activities.
  • All students are responsible for the actions of their guests. All off-campus guests are required to provide a valid state identification and permanent mailing address prior to departure for the trip.
  • All SUNY Old Westbury students must carry a valid college-issued identification and/or state identification at all times.
  • All participants on any college-sponsored trip must follow the laws of the county, state, country, etc. that they are in. SUNY Old Westbury is not responsible for anyone arrested for a criminal act, etc. Such person shall be subject to the local authorities and responsible for their return trip at their own expense.

Agreed and accepted:

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Student Name (Print) Student Signature

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Date

Emergency Contact:

Name:______Relationship: ______

Contact Number: ______

Revised 1/22/16 SM/SGA