B. The CCAC employee supervising the trip should submit the Student Travel Trip Packet Checklist, the reason for travel, trip request form and all supporting documentation no later than forty-five (45) days before the scheduled trip. C. A detailed trip itinerary of the day-to-day activities. D. A list of all participants on the trip, including the trip supervisor, students, instructors, chaperones, etc., with their names, local addresses, phone numbers, emergency contact information, and passport numbers. E. A communication tree with the contact information for the appropriate individuals to be contacted abroad and locally in case of an emergency. F. A written protocol regarding how to respond to emergency calls from students abroad must be developed prior to the trip by the trip supervisor and approved by the Provost and the Vice President of Enrollment Management. G. The trip supervisor must collect a signed Community College of Allegheny County Affirmation and Release form from each individual student and employee traveling and submit them to the Office of Student Life before the trip. H. An Instructor Travel Release form must be signed by the instructor acknowledging their approval when a class will be missed by a student participating in a trip. This form must be turned in to the Office of Student Life and kept on record. If any of the information provided in these documents changes during the trip, the trip supervisor must promptly notify the Office of Student Life and the Office of the Academic Dean. STEP 4 – The trip supervisor must reconcile the trip and submit a travel reimbursement form with all supporting documents per CCAC’s Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports & Reimbursement. Pre-Trip Orientation and On-Arrival Orientation Each trip supervisor must provide the sponsored trip participants with a mandatory pre- departure orientation and an on-arrival orientation to prepare them for the cultural experience and logistical matters related to traveling internationally and for the specific destination(s) and to discuss the laws of that country. The trip supervisor shall communicate with faculty, students and staff through meetings, email and/or other written means regarding the planned itinerary, behavioral expectations, transportation plans and accommodation details so that all participants are aware of what they can expect. Trip supervisors are to review the following personal safety tips, as applicable, with trip participants: A. Have participants complete the CCAC Travel Information form and CCAC International Travel Health form.
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