July 2013STUDENT TRAVEL MATRIXPage 1 of 6
PERTAINS TO STUDENTS WHO ARE NOT EMPLOYED AS A STUDENT ASSISTANT
(Student Assistants must submit a separate travel request so as to be covered by employee insurance)
STUDENT FIELD TRIP-Course Related / STUDENT TRAVEL-Other, Non-course Related / STUDENT RECREATION CENTER ACTIVITY- One or more student traveling for a course-related field trip.
- Per Executive Order 1062, a field trip is a university course-related off-campus activity led by a faculty or staff member and designed to serve educational purposes. A field trip would include the gathering of data for research (such as at a geological or archaeological site), museum visit, participation in a conference or competition, or visits to an event or place of interest. The duration of a field trip may be a class period or longer, and could extend over multiple days (see matrix for procedure).
- Faculty Coordinator must consult University Risk Management if the academic field trip involves overnight stay, hazardous or strenuous activity, or potentially dangerous locations. A customized field trip liability release form may be required.
- One or more student traveling as part of a trip for University-related business or professional development opportunities sponsored by the University, but not as a course requirement or Faculty-led Field Trip (i.e.; attendance at a conference, seminar, exhibit, or competition)
- Student organizations are registered with the Student Leadership and Development (SLD) Office, and are required to sign a Release of Liability which places the members at their own risk for off campus activities/trips.
- One or more student traveling as part of an activity organized by the Student Recreation Center.
- Student Recreation Center must consult University Risk Management if the trip involves overnight stay, hazardous or strenuous activity, or potentially dangerous locations. A customized trip liability release form may be required
Required Documentation / Required Documentation / Required Documentation
To Be Delivered To Financial Services –Travel Prior to Trip (At least two weeks prior to trip)
- Travel Request Form (access current form at
- Identify driver if applicable
- Validate current defensive driving status
- Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
- Less that 24-hour travel does not allow reimbursement for meal purchase
- List of participating students (does not include paid student assistants)
- Verification that each student has signed a “Release of Liability” form.
- Signed by authorized delegated authorities for financial transactions.
- Completed Travel Claim
- Original receipts for any expense reimbursements
- Travel Request Form (access current form at
- Identify driver if applicable
- Validate current defensive driving status
- Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
- Less that 24-hour travel does not allow reimbursement for meal purchase
- List of participating students (does not include paid student assistants)
- Verification that each student has signed a “Release of Liability” form.
- Signed byDepartmentcoordinating and/or funding the trip.
- Completed Travel Claim
- Original receipts for any expense reimbursements
- Travel Request Form (special form for Student Recreation Center).
- Identify driver if applicable
- Validate current defensive driving status
- Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
- Less that 24-hour travel does not allow reimbursement for meal purchase
- List of participating students (does not include paid student assistants)
- Verification that each student has signed a “Release of Liability” form.
- Signed by authorized delegated authorities for financial transactions.
- Completed Travel Claim
- Original receipts for any expense reimbursements
Document Retention / Document Retention / Document Retention
Documentation To Be Retained By College
- Verification that trip is an authorized field trip as per Executive Order 1062.
- Copy of pre-trip evaluation. This should include a site visit and the written evaluation should be retained by the qualifying department and available for review. The pre-trip location visit can be bypassed if the campus can demonstrate and document sufficient knowledge of the field trip site. This could be accomplished by review online, published materials, or contacting the site to discuss the visit
- List of participating students.
- Student emergency contact information obtained prior to the field trip.
- Copy of an instructional agenda provided to students with, health and safety information, emergency procedures, and the student code of conduct, prior to the field trip.
- Copy of signed “Release of Liability, Promise to Sue, Assumption of risk and Agreement to Pay Claims” form as per Executive Order 1051 and Risk Management Technical Letter 2011-01.
- Copy of an alternate assignment for students unwilling to accept the risk of participation.
- Travel Request/Claim
- Original receipts for any expense reimbursements
- Copy of Travel Request
- List of participating students.
- Student emergency contact information obtained prior to the trip.
- Copy of signed “Release of Liability, Promise to Sue, Assumption of risk and Agreement to Pay Claims” form; retained for 3 years from the date of travel (as per Executive Order 1051 and Risk Management Technical Letter 2011-01).
- Travel Request/Claim
- Original receipts for any expense reimbursements
- Copy of Travel Request
- List of participating students.
- Student emergency contact information obtained prior to the trip.
- Copy of signed “Release of Liability, Promise to Sue, Assumption of risk and Agreement to Pay Claims” form as per Executive Order 1051 and Risk Management Technical Letter 2011-01.
- Travel Request/Claim
- Original receipts for any expense reimbursements
Insurance Coverage / Insurance Coverage / Insurance Coverage
- Employee (including Student Assistants) listed as designated driver covered by University employee insurance.
- Students assume own risk as per signed “Release of Liability”
- Students (not employed by the University) assume own risk as per signed “Release of Liability”
- Employee (including Student Assistants) listed as designated driver covered by University employee insurance.
- Students assume own risk as per signed “Release of Liability
INTERNATIONAL TRAVEL – University Related / INTERNATIONAL TRAVEL – Faculty-Led Study Abroad
One or more student traveling as part of a trip for University-related business or professional development opportunities sponsored by the University, but not as a course requirement or Faculty-led Field Trip (i.e.; attendance at a conference, seminar, exhibit, or competition) / For Complete Detailed Information see Study Abroad Course and Program Planning and Approval Processat
Course and Program Requirements
Both state support and self-support Study Abroad courses and programs at CSU Stanislaus are under the direction of the Office of International Education in Academic Affairs. Course and Program approvals are made through the Office of the Provost, in consultation with the University Risk Management Officer and the Office of International Education (OIE), followed by review by the Chancellor’s Office and signature by the President.
Guidelines for Program Planning
The following guidelines are to be observed when planning Study Abroad courses or programs and are sourced from the WASC “Principles of Good Practice in Overseas International Education Programs for non-US Nationals,”
Required / Required
To Be Delivered To Financial Services –Travel Prior to Trip (At least 30 days prior to trip)
- International Travel Request Form (access current form at
- Identify driver if applicable
- Validate current defensive driving status
- Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
- List of participating students (does not include paid student assistants)
- Verification that each student has signed a “Release of Liability” form.
- Signed by Department coordinating and/or funding the trip.
- Register for Foreign Travel Insurance Program (FTIP) coverage online at:
- Once registered, the traveler will be contacted by the Office of Safety & Risk Management with follow up to include:
- Confirmation of coverage
- Traveler emergency contact information and itinerary
- Information on travel warnings or CSU restrictions
- Provision of the Travel Assistance Card to use during their trip
- Info about the STEP registration with the State Department
- If traveling to a country that is on the State Department Travel Warning list, or is on the CSU High Hazard Country List, then special approval steps must be completed which include approval by the President and the CSU Chancellor. These steps must be initiated at least 30-days prior to departure date.
- The cost for FTIP coverage for Students is the responsibility of the Student or the department/program sponsoring/coordinating the international trip.; Risk Management will provide the quote and direction for payment.
- Completed Travel Claim
- Original receipts for any expense reimbursements
- In order to take a group of students out of the country, faculty must be appointed in writing by the Provost. For projects involving a faculty team, each faculty member must have a separate letter of appointment.
- Faculty are required to participate in a pre-departure discussion of procedures and liability issues to be scheduled by the Office of International Education.
- Faculty are required to take a copy of campus phone numbers and a file of student emergency contact numbers to call in case of emergency.
- Faculty will take the following documents on the trip:
- File of the students’ emergency contact information;
- Copy of campus phone numbers, including campus emergency contact numbers;
- Photocopy of each student’s passport; and
- Copy of the signed Student Off-Campus Program Agreement for each student.
- The program must provide for round-trip transportation beginning and ending at the CSU Stanislaus campus. Students who choose to arrange their own transport for any segment of the trip must sign a waiver of liability form (included in Student Off-Campus Program Agreement). Provide these students with instructions as to how/where to meet the group if they are traveling independently outbound.
- Each student must sign a Student Off-Campus Program Agreement (Appendix F of Study Abroad Course and Program Planning and Approval Process). This agreement includes a general waiver of liability, guidelines for refunds, parental permission for medical treatment of students under 18, and adult students’ permission for medical treatment, in case a student should become unconscious as a result of accident or illness. This contract must also be signed by the Director of Procurement Services and filed with the Office of International Education.
- Lodging: Faculty leaders are required to survey lodging provided by the program for safety (including fire safety) and cleanliness. If students are required to find their own lodging, such must be made clear in program information materials.
- Itinerary: Turn in a chronological itinerary to Office of International Education prior to departure, including contact information (especially telephone numbers), at each location. Any alteration to the itinerary while abroad, including change of hotel or telephone numbers, must be communicated to Office of International Education immediately.
- The faculty leader will submit an initial proposal to the appropriate College Dean.
- The Dean will forward the proposal to the Director of International Education who will review the proposal and make a recommendation for initial program approval to the Provost.
- Initial approval of the proposal authorizes the Program Director to begin program planning.Initial approval does not give authorization to take students out of the country.
The following documents are to be submitted to the Office of International Education (OIE) at the intervals noted prior to departure. Faculty leaders are strongly advised to consult with the OIE Director in the process of gathering the required documentation.
Eight (8) months prior to departure: Submit the following to the Office of International Education:
- Study Abroad Program Approval Checklist (Appendix A) (To be completed by the Office of International Education as documents are submitted)
- Study Abroad Program Cover Sheet with approving signatures of department chair and college dean (Appendix B)
- Faculty Application Form (Appendix C)
- Detailed Narrative Description of the Program (Appendix D)
- Review by the campus Risk Manager
- Review by the International Education Advisory Committee
- Upon approval by the Risk Manager and the International Education Advisory Committee, seek approval by the Provost
Three (3) months prior to departure:Complete Study Abroad Program Authorization, including, Chancellor’s Office approval, and President’s signature.
One (1) month prior to departure:
1.Study Abroad Program Authorization
2.Provost letter(s) of faculty appointment
3.Complete travel itinerary, including in-country emergency services contact information
4.A detailed program budget
5.Outline of a plan for evaluating all aspects of the program (e.g., academic, logistical, and cultural). The evaluation data will be reviewed and will inform the regular planning process, including the decision to repeat the program, should that be requested.
Three (3) weeks prior to departure:
1.Student Off-Campus Program Agreement between each student and the University
2.Completed insurance application forms from all students
3.A photocopy of each student’s passport (or other legal document)
4.Authorized travel request submitted to Financial Services-Travel
Within thirty (30) days from return date of travel deliver to Financial Services - Travel:
- Completed Travel Claim
- Original receipts for any expense reimbursements
Emergency services information: For each stop on the itinerary, provide the following to Office of International Education:
- Address and telephone number of the nearest full-service medical facility and how to arrange to have an injured student taken there;
- The world-wide number provided by the overseas medical insurance company to call in case a student needs medical evacuation.)
- The number and the name of a contact person at the nearest U.S. Embassy or Consulate (in case a student should disappear, die, or be arrested).
- Signed copies of the Student Off-Campus Program Agreement (Appendix F). The faculty director should take copies when leaving the country.
- Insurance covering medical care, air travel, evacuation, and repatriation is required. All students must register for the Foreign Travel Insurance Program (FTIP). For information, read and follow the steps on the CSU Stanislaus Risk Management website:
- For trips longer than 30 days, travel health insurance must also be purchased. The cost of insurance must be included in the program fee. Information about insurance is available at the Office of International Education. Three weeks before departure, the Program Director will submit completed copies of the Foreign Travel Insurance Registration Form for each student. For trips longer than 30 days, the Program Director will also submit evidence that each student has purchased insurance.
- A photocopy of each student’s passport (or other acceptable documentation) will be on file with the Office of International Education before departure. The faculty leader must keep a copy as well.
Document Retention / Document Retention
Financial Services-Travel Within 30 Days From Date of Travel
- Completed Travel Claim
- Original receipts for any expense reimbursements
- Copies of approved Program Approval Packet
- List of participating students.
- Student emergency contact information obtained prior to the field trip.
- Signed copies of the Student Off-Campus Program Agreement.
- Copies of the Foreign Travel Insurance Registration Form for each student.
- Coy of Travel Request/Claim
- Travel Request/Claim
- Original receipts for any expense reimbursements
Insurance Coverage / Insurance Coverage
- All students must register for the Foreign Travel Insurance Program (FTIP). For information, read and follow the steps on the CSU Stanislaus Risk Management website:
- For trips longer than 30 days, travel health insurance must also be purchased. The cost of insurance must be included in the program fee. Information about insurance is available at the Office of International Education. Three weeks before departure, the Program Director will submit completed copies of the Foreign Travel Insurance Registration Form for each student. For trips longer than 30 days, the Program Director will also submit evidence that each student has purchased insurance.
- All students must register for the Foreign Travel Insurance Program (FTIP). For information, read and follow the steps on the CSU Stanislaus Risk Management website:
- For trips longer than 30 days, travel health insurance must also be purchased. The cost of insurance must be included in the program fee. Information about insurance is available at the Office of International Education. Three weeks before departure, the Program Director will submit completed copies of the Foreign Travel Insurance Registration Form for each student. For trips longer than 30 days, the Program Director will also submit evidence that each student has purchased insurance.
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