Off-Campus Field Trip/Sponsored Events

Event Sponsor’s Travel Checklist

  1. EVENT PLANNING

The course instructor/organization advisor (known in the Guidelines as the “event sponsor”) is responsible for developing event goals/outcomes, and making all necessary travel arrangements.

  1. DEPARTMENTAL/INSTITUTIONAL APPROVAL

The event sponsor must first review the Student Travel Guidelines for Off-Campus Field Trips/Sponsored Events, and then complete the following forms:

“Off Campus Travel Request Form” and “Event Sponsor Responsibilities Form”

Then forward these forms to the appropriate departmental and institutional offices:

Department Head, Coordinator, or Manager (for initial approval); then,

Authorizing associate dean (the original forms will be kept on file with the associate dean, and a copy of the forms will be returned to the event sponsor).

  1. EVENT SPONSOR APPROVAL

The event sponsor and chaperones must be approved by the authorizing associate dean, and criminal background checks (if a minor is participating in event) must be completed for the event sponsor and all chaperones prior to travel.

Associate dean approval of event sponsor and all chaperones

Criminal background checks completed for event sponsor & chaperones and results received by HR

  1. DRIVER APPROVAL

To transport participants to and from the event, the event sponsor and any other RCC drivers (including employee and chaperones) must complete the following forms and forward to the authorizing associate dean prior to travel:

“Driver’s Authorization and Waiver Form” Motor Vehicle Report (MVR) Proof of Insurance

  1. EVENT ORIENTATION/PRE-TRAVEL MEETING

The event sponsor should meet with all travel participants prior to travel to discuss all event expectations. Each student who will be travelling must complete the following forms in order to be eligible to travel. Students who do not complete these forms will not be eligible to travel to and participate in the event. (These forms will be kept with the event sponsor until event completion):

“Student Travel Participation Agreement,” and

“Emergency Information Form,” and

“General Purpose Waiver.”

“Underage Student Chaperone Agreement” from parent/guardian for any minors (under age 18) for day long or overnight Field Trip

  1. OVERNIGHT TRAVEL (if applicable)

Lodging Arrangements Meal Arrangements

  1. TRAVEL SUPERVISION

Violations of travel policies and/or Student Code of Conduct are noted and reported as necessary.

Ensure all participants know how to get in contact with the event sponsor at all times throughout the duration of the event (cell number and/or room number/location).

Take special precautions as required if the trip includes minors (under age 18)

  1. POST EVENT

Following the event, the event sponsor will:

Complete the “Travel Evaluation Form,” and

Incident Reports (as necessary)

Forward the Travel Evaluation Form, Incident Reports, Travel Participation Agreements and Emergency Information Forms to the authorizing associate dean within 48 hours of returning from the event.

  1. RECORD-KEEPING. The authorizing associate dean shall forward all Travel Files to the Director of Human Resources at the end of the academic year. The Director of HR is to be notified immediately if RCC has been exposed to individual or institutional liability (including auto accidents). The Director of HR will retain all travel files in compliance with Oregon archiving regulations (currently requires retention for six years after date of expiration per OAR 166-450-0105(5)).

Page 1 of 1Approved by E-Team 08/03/15