12. 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 into the Office of Student Life and kept on record. 13. Upon completion of the trip, all receipts must be turned in as set forth in the CCAC Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports and Reimbursement . 14. Faculty members participating in the trip may elect to utilize funds provided under Article XXVI (B) (11) of AFT Collective Bargaining Agreement for travel associated with professional development activities to reimburse costs associated with their participation. In such cases, trip approval and expense reimbursement requests must follow the same procedures and be submitted on the same forms established for other AFT travel under Article XXVI (B) (11). Trip approval forms will be subject to the same pre-approval process as applicable to other AFT travel under Article XXVI (B) (11). 15. At or prior to the end of each academic term, the Director of Student Life shall notify the Campus Director of Safety and Security of all College-sponsored travel that took place during the term which involved an overnight stay of one or more nights. The notice must include the name and address of the location(s) used by the students, the number of nights of the stay, and the details of any rental or lease agreement associated with a facility used for extended stay trips. VI. Conduct Expectations All trip participants and supervisors are representing CCAC, and as such, must comply with the standards set forth in CCAC’s Code of Student Behavioral Conduct and with applicable College policies, procedures, rules and regulations, understanding that such compliance is important to the success of the trip and to the College's willingness to permit future similar activities. If there are any violations or emergency situations during travel, it is the responsibility of the supervisor to report those violations immediately to the Dean of Students for Student Engagement and document them submitting an Incident Report Form. If the alleged violation is, as determined by the trip supervisor in consultation with the Dean of Students for Student Engagement, severe enough that the student must be sent home, the student will be responsible for their return expenses. VII. Travel Reimbursement All travel reimbursements shall be in compliance with and adhere to the procedures set forth in CCAC’s Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports & Reimbursement .
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