P. All participants are required to engage in the planned activities of the trip. Unstructured time should be kept to a minimum to reduce the risks inherent in unsupervised activity. All students are required to stay for the duration of the trip with the travel participants. Q. The trip supervisor needs to have the contact information of the Dean of Students for Student Engagement and the Academic Dean for all emergency situations. R. Any international trips taken without prior approval of the College President, the Provost, the Vice President of Enrollment Management, Regional President, the Academic Dean and the Dean of Students for Student Engagement as evidenced by sign- off on the proposal will result in individual and/or departmental discipline. The trip supervisor will bear full responsibility for any liability resulting from their travel if prior approval, as noted, has not been obtained. S. CCAC reserves the right to restrict, deny or postpone any College-sponsored international travel for any reason. If the trip was previously approved, o nly nonrefundable trip deposits will be reimbursed by the College should the College cancel the trip. Trip sponsors should arrange for trip-cancellation insurance to cover costs associated with any other non-refundable hotel or transportation costs or fees. Procedures for Approval and Implementation of a Sponsored Trip Trip supervisors are responsible for the health and safety of all participants and must properly plan and prepare for a safe and educational international trip or program. Planning and preparation must include: thorough research about the destination to be visited, transportation, overnight accommodations and dining options; creation of a detailed itinerary; and clear communication of plans and expectations to participants. Trip supervisors must bear in mind that the health and safety of the students are of paramount importance in all aspects of the planning. The trip supervisor must complete the following steps: STEP 1 – Prepare a Proposal for Approval Research for program development and logistics should be well underway prior to submission of a proposal. Prepare a proposal for the international trip and submit it for approval. Proposals for attendance at conferences, especially those for which housing and on-the-ground logistics are pre-arranged, may be submitted as soon as information about the trip becomes available . When developing a proposal: A. Select the site and identify the various associated risk factors such as the political situation, socioeconomic conditions and environmental factors. B. Describe the efforts to plan a safe trip and provide information known about the location and available infrastructure (such as proximity to transportation hubs, medical care and amenities in the local neighborhood). Learn as much as possible about traveling in that place as well as local laws and customs.
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