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Policy on Student to Travel Off-Campus University-Related Events
Policy

Document Number: UNIV--105 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 08/17/2012
Primary Author: Executive VP Status: Approved
Date Originally Created: 10/04/2011

General Description
Description:

To ensure the health and safety of the University’s students, any student participating in

an off-campus University-Related Event or Competition is required to leave from campus

to attend such event or competition and to return to campus from such event or

competition with the Official Travel Party.  While at any off-campus University-Related

Event or Competition, all members of the Official Travel Party are required to participate,

as appropriate, in each activity, event or competition on the itinerary and to utilize the

transportation provided for the Official Travel Party from location to location during the

off-campus event or competition.  For the health and safety of Cumberland’s students,

students in the Official Travel Party are prohibited from traveling in personal vehicles to

or from an event or competition, or during any time while at the location of the event or

competition.


Purpose:

For purposes of this Policy, the term “Official Travel Party” means any student,

University faculty member, personnel, pre-authorized volunteer and/or pre-authorized

chaperone participating in a University-Related Event or Competition.  

 

A “University-Related Event or Competition” means an event or competition relating to

one or more of the University’s academic or athletic programs.  This term shall not include

events or competitions hosted by any fraternal, civic or other non-profit organization or

cause, whether or not such organization or cause is authorized on the University’s

campus.


Scope:

All Departments


Exceptions: The following are exceptions to this policy:

Waiver Due to Extenuating Circumstances

 

Special travel arrangements permitting a student a waiver of this policy may be made in

consultation with a student’s faculty member, sponsor or coach, as appropriate, under

extenuating circumstances as determined in the sole discretion of the University.  Such

extenuating circumstances my include, without limitation:  parents coming to the off-

campus University-Related Event or Competition and wishing to have the student

accompany them; or students driving their own vehicle for merit-worthy personal reasons.  

Student who are granted a waiver of this policy for special travel accommodations may

not be accompanied by another student at any time during travel to, during or at an away

event or competition.  The University requires the student, or in cases where the student is

a minor then the parent, to sign a release and wavier form for the student to return with

their parents, or to travel on their own.  The release and wavier form must also be signed

by the student’s official traveling faculty member, sponsor or coach.  To obtain a waiver

from the general policy based on extenuating factors, the student must make all

arrangements in advance utilizing the proper forms and procedure.  A copy of the

required release follows this policy as Attachment A.


Responsibility: All Departments and/or Department heads

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Requirements
Approvals:

Any student participating in  an off-campus University-Related Event or Competition is required to leave from campus to attend such event or competition and to return to campus from such event or competition with the Official Travel Party.  While at any off-campus University-Related Event or Competition, all members of the Official Travel Party are required to participate, as appropriate, in each activity, event or competition on the itinerary and to utilize the transportation provided for the Official Travel Party from location to location during the off-campus event or competition.  For the health and safety of Cumberland’s students, students in the Official Travel Party are prohibited from traveling in personal vehicles to or from an event or competition, or during any time while at the location of the event or competition.


Relevant Knowledge: In order to comply with this policy you should know:
Current University policy
Federal statutes
Local statutes
Standard company policies
Standards of good practice
State statutes

Terms and Definitions: Corrective Action

Loss of travel privilege

Suspension

Termination

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Policy Provisions
1.

Waiver Due to Extenuating Circumstances


Special travel arrangements permitting a student a waiver of this policy may be made in consultation with a student’s faculty member, sponsor or coach, as appropriate, under  extenuating circumstances as determined in the sole discretion of the University.  Such

extenuating circumstances my include, without limitation:  parents coming to the off-

campus University-Related Event or Competition and wishing to have the student

accompany them; or students driving their own vehicle for merit-worthy personal reasons.  

Student who are granted a waiver of this policy for special travel accommodations may

not be accompanied by another student at any time during travel to, during or at an away

event or competition.  The University requires the student, or in cases where the student is

a minor then the parent, to sign a release and wavier form for the student to return with

their parents, or to travel on their own.  The release and wavier form must also be signed

by the student’s official traveling faculty member, sponsor or coach.  


To obtain a waiver  from the general policy based on extenuating factors, the student must make all  arrangements in advance utilizing the proper forms and procedure.  A copy of the  required release follows this policy as Attachment A.


2.

Procedure for Administration/Staff when Student Refuses to Return with the

Official Travel Party


This policy and procedure applies when a student does not want, or refuses, to return

with their Official Travel Party from an off-campus University-Related Event or

Competition.


In such cases, the following steps must be taken: (1) the first-line administrator, faculty

member or staff person over the event or competition shall talk to the student about the

consequence(s) of not returning with the Official Travel Party; (2) the first-line

administrator, faculty member or staff person over the event or competition shall within

one hour call the Vice-President of Academic Affairs or his/her Department Supervisor

immediately who may provide additional instructions to the procedures set forth in this

policy; (3) if the student cannot be located, the first-line administrator, faculty member or

staff person over the event or competition shall immediately contact the Vice President of

Academic Affairs or his/her Department Supervisor who shall consult with the

University’s President in order to determine whether to call the local police to start the

process of a missing person;  (4) the first-line administrator, faculty member or staff

person shall inform the Dean of Students and the Director of Housing.


3.

In any case where misconduct, suspicious or criminal activity is suspected


In any case where misconduct, suspicious or criminal activity is suspected, the University President shall be immediately notified.


If it is not immediately known whether misconduct, suspicious or criminal activity is involved and the student cannot be located, then the University President shall be notified no less than two hours after the fact that the student is missing becomes known.  If it is not immediately known whether misconduct, suspicious or criminal activity is involved and the student can be located, the University President shall be notified of any violation of this Policy within no less than eight hours after the policy violation becomes known.


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Performance Evaluation
Desired Outcome:

To ensure the health and safety of the University’s students.


Performance Metrics: Compliance with standard policy and procedure

Consequences: Further training
Job Termination
Loss of privileges
Suspension
Write-Up

Example Violations:

Allowing a student, faculty, or staff member to leave the function without prior written notification and approval.


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Attachments
CU Waiver of Policy on Student Travel During University-Related Programs, Events, and Competitions
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Subject Experts
The following may be consulted for additional information.
Dean of Students

Director of Athletics

Executive VP

VP for Academic Affairs

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