A field trip or excursion is any college-sanctioned travel that involves students leaving the college premises for club/organization activities.

Any off-campus activities in which the club uses its resources to facilitate the activity (including using club funds for travel-related expenses or advertising the trip via club member email lists or social media accounts) is considered a field trip and therefore must adhere to the policies and procedures outlined on this website.

Field trips can be as small as a teambuilding activity at a local escape room to something that requires extensive planning and coordination, such as travel to another state for a national competition.

Clubs are allowed to organize off-campus field trips for club members and other students so long as they meet the following requirements:

1. They get their field trip approved by their advisor and club members during a formal student club/organization meeting;
2. The club secures an advisor or another VCCCD employee to travel with them (VCCCD best practices recommends having one advisor per 10 students traveling);
3. The club has its members complete all required field trip forms, and they submit the forms no fewer than 10 (ten) days in advance of their departure date (see next section for required forms);
4. They complete any necessary requisition or financial forms to pay for the trip from club funds (if applicable).

Clubs are welcome to travel locally, regionally, nationally, and, in rarer instances, internationally, assuming:

• club members vote to use their funds toward this purpose
• an advisor has agreed to travel with the students and assume responsibility for all details of the excursion
• club members submit all district-required documentation on time, and said documentation is approved by the college in advance of travel commencing
• District travel protocol and financial processing procedures are followed in the coordination of student club travel

What type of travel have clubs participated in previously?

General examples of club/organization trips include (but are not limited to):

• attending national conferences or leadership development programs;
• touring university campuses;
• holding retreats or trainings at an off-campus location over a single or multiple days;
• participating in regional, state, or national (non-sport) competitions; and
• engaging in community service trips.

International travel

International travel covers all destinations outside the contiguous United States.

The purpose of International travel must clearly support and be directly linked to the club's mission and goals, and it should result in a net benefit to students or programs authorized by the College.

International travel by students and employees requires advance approval. Completion of the VCCCD Authorization for International Travel (form 14041) form must be submitted no later than 90 days prior to making travel arrangements. This allows for appropriate approval of the College President, Chancellor, and Board of Trustees.

Employees who obtain approval for international travel MUST not travel to countries for which a travel advisory has been issued by the State Department of the United States. It is the employee’s responsibility to contact the State Department to obtain a list of current advisories at travel.state.gov.

Traditional field trip forms (e.g., Student Participation Forms) are still required, in addition to the 14041 form.

Clubs that have existing funds in their trust/agency account, or clubs that are awarded funds from the Associated Students Programming Committee to cover field trip-related expenses, can use these funds to pay for travel-related expenses such as:

• Registration fees, such as those to register a team for a competition or to register a student for a conference
• Overnight accommodations, such as rooms at a hotel for student travelers
• Transportation fees, like flight or train tickets, shuttle services, or chartered bus services
• Meals for students if they are traveling to a conference, competition, or activity where food is not provided by the event host
  • Meal costs cannot exceed $70/day for breakfast, lunch, and dinner combined; tax and tip included in this total
  • Maximum amount of tip that can be left for meals or any approved service is 18%

Clubs can never use their funds to pay for the following travel expenses:

•  To purchase alcoholic beverages or any substance, material, or service, which violates policy, law, or regulation pertaining to the District
• To cover non-student travel expenses (with the exception of using club funds to pay for an advisor's travel expenses, as the district requires an employee to chaperone all club travel)

The Moorpark College Student Code of Conduct "travels" with student clubs and organizations for any college-sanctioned trip. Students who are attending field trips or excursions organized by their club should review the conduct code in its entirety to ensure comprehension of behavioral expectations.

Students attending conferences or university campus tours must also complete a separate documentation regarding conduct and expectations specifically for that type of travel: Student Conference or Campus Visit Form - fillable.

The field trip supervisor shall inform travelers of conduct expectations in advance of travel. This shall include at minimum issues such as consumption of alcohol, harassment, intimidation, field behavior, and conduct during “free-time”.

All traveling participants should understand the consequences of non-compliance and the field trip supervisor shall take appropriate action when aware that participants are in violation.

Student leadership conferences may require participants to complete additional behavior agreements related to expected decorum during conference attendance.

A student who needs to request an exception to the student travel procedures including, but not limited to, leaving a trip early, staying late, traveling in a different manner from the group, etc., must communicate these needs with their advisor in advance of travel whenever possible.

Communication & Site Orientation

Communicate information to students in advance about schedules, departure locations, route, rest and meal stops, lodging, emergency procedures, protocol for problems, and rules of conduct.

Duty to Warn, Protect & Supervise

Familiarize students with the site and their surroundings. Club advisors have a duty to warn their students of any known hazards at the field trip site. College employees must exercise reasonable care to protect and supervise students while they are participating in a college-sanctioned field trip or excursion.

Compliance with College/District Policies

Faculty, staff, and students must comply with college/district conduct, travel, and financial policies while on field trips, just as they would for on-campus activities.

These activities should conform with Moorpark College policies including those concerning alcohol and drug use, vehicle use, student misconduct, smoking, policy on sexual harassment, and consensual relationships.

Reporting Accidents / Incidents

College faculty and staff must report any accident involving injuries immediately and all other accidents within 48 hours (two working days). Report incidents to your department head or Dean (optional) and Risk Management:

Any motor vehicle accident occurring during the course of university business must be reported by the university driver, regardless of injury, property damage, location, or responsible party.

If there is an incident, which you believe could lead to a liability claim against the college or district, please provide a written description of the incident, the names and phone numbers of any witnesses, and forward the information to: 

• Moorpark College Vice President of Business Services, Dr. Jennifer Clark: jclark@vcccd.edu

• Ilene Mehrez, VCCCD Director of General Services: imehrez@vcccd.edu

Field trip packets are to be reviewed by the club/organization advisor before being submitted in person to the Student Activities Office or via email to Student Activities Specialist Kristen Robinson at krobinson@vcccd.edu. Field trip form packets are due no fewer than 10 business days before travel commences.

The following forms are required for ALL Moorpark College-funded and sanctioned student club/organization travel:

• Field Trip Excursion Request Form (1 per trip): This form should be completed by the club advisor, and it explains the purpose of the trip and asks for permission to travel off-campus.
  • Fillable PDF of Field Trip Excursion Request Form
• List of students participating in trip (1 per trip): The advisor or club president should compile a list that names all the students who submitted the required paperwork to attend the field trip. This form accompanies the Field Trip Excursion Request Form.
  • Field Trip Roster Form - Fillable
• Student Participation Form (1 per student traveling): Any student participating in the off-campus event needs to submit this form. If you have members of the public traveling with a club, they should also complete this form, which acknowledges any risk associated with the travel.
  • Student Participation Form - fillable

Please see the next section ("What other permission forms may be required?") if your club members are carpooling, if you are attending a conference, if you are providing transportation but someone wants to forego that option and be responsible for getting themselves to the field trip site; or if your club is doing something that may be perceived as risky, such as  kayaking, camping, hiking, rock climbing, or another physical activity that comes with inherent risk.

Depending on your purpose for traveling or your mode of transportation, your field trip participants may also be required to submit some additional paperwork:

• Student Conference or Campus Visit Form (1 per student traveling): If a student is attending a conference or visiting a college as part of a club or student government activity, they need to submit this form.
  • Student Conference or Campus Visit Form - fillable
• Liability Waiver Form (1 per student traveling): Have each participant submit this form if your club will be participating in potentially risky activities (e.g., zip-lining, trampoline parks, kayaking, go-cart racing, or other similar activities that have a higher likelihood of injury).
  • Liability Waiver Form - fillable
• Non-District Transportation Notice (1 per student traveling): If your club is not providing transportation for your trip, then participants must complete this form, acknowledging that they have to find their own way to the event or activity.
  • Non-District Transportation Notice - fillable
• Personal Transportation Waiver (1 per student opting out of district-provided transportation): If your club secures a campus van or rents a bus, but a club member decides to provide their own transportation instead of taking district-provided transportation, then that person should complete the Personal Transportation Waiver, acknowledging their own responsibility and liability in getting themselves to the event or activity.
  • Waiver to Use Personal Transportation - fillable
• Transportation Request Form (1 per trip): Your club may request to use a Moorpark College-owned 12-passenger van to drive students to and from field trips. Vans are available on a first-come, first-serve basis and are shared by all departments (including Athletics teams). Vans must be driven by VCCCD employees; students cannot drive MC vans.
  • Form to Request Use of a Moorpark College Van - fillable

Field trip packets (excursion request form, student roster, student participation forms, and any other travel documents that may be required) are to be reviewed by the club/organization advisor before being submitted in person to the Student Activities Office, located in the Campus Center, or via email to Student Activities Specialist Kristen Robinson at krobinson@vcccd.edu.

Field trip form packets are due no fewer than 10 business days before travel commences.

Student clubs and organizations must have sufficient funding in their trust/agency accounts before arranging for travel. Clubs that don't have enough funding may be able to request funds from the ASMC Programming Committee. Contact ASMCFinance@vcccd.edu to learn more about the process and requirements for requesting funding from the Associated Students. 

Payments for student travel expenses are most commonly processed one of four ways:

1. Through the use of a district-issued procurement card. The club advisor or another authorized college employee may use a district-issued credit card, called a procurement card, to pay for student travel-related expenses for which a credit card is an acceptable method of payment. The advisor or employee then uploads all receipts into Chrome River, the VCCCD's travel and expense management application, and charges the expenses back to the club's trust/agency account. Procurement cards are commonly used to book travel expenses such as airplane tickets or hotels. Please contact krobinson@vcccd.edu to see if processing a procurement card payment for your club's student travel is an option.
2. The club submits a requisition form to request payment of large travel expenses for which a check is accepted. The club would need to receive a quote demonstrating the registration costs and that a check payment is accepted before initiating this payment process. This method of payment is common when a club is paying for several students to attend a conference where the organizers will accept check payment, or when coordinating a chartered bus service for transportation to and from a trip location. Please contact krobinson@vcccd.edu for assistance completing a requisition in this instance.
3. The advisor pays out-of-pocket for approved expenditures and seeks reimbursement. The club advisor or another authorized college employee traveling with the students can use a personal credit or debit card to pay for all approved travel-related expenditures and upload the original, itemized receipts into Chrome River, the VCCCD's travel and expense management application, to seek reimbursement by charging the expenses back to the club's trust/agency account.
4. The club advisor or employee traveling with the students can request an advance check, deposit the check into their personal bank account, and use the funds to pay for travel expenses, providing all receipts upon conclusion of travel in a district travel management software, Chrome River. See next section, called "What is an advance check?," for more information.

The Office of Student Life can answer some questions about Chrome River, though advisors who wish to be granted access to the platform or have unique questions about submitting travel reports may wish to contact Fiscal Services Supervisor Lisa Smith at lsmith@vcccd.edu. 

An advance check is a check that would be issued to a club advisor with the intention of the advisor cashing the check to use the money to pay for club-related expenses. 

When would my advisor request an advance check?

Advance checks can be requested in instances where:

• A district-issued credit card is unavailable to pay for the travel expenses
• A check or purchase order are not accepted forms of payment for the travel expense
• The advisor does not have a personal credit card or the credit limit necessary to pay out-of-pocket for student travel expenses up front and then seek reimbursement

Advance checks are commonly requested when a club is traveling somewhere that will require cash to cover expenses such as entry into a museum, parking, meal per diem, or other student travel-related expenses where cash can be used.

How would my advisor request an advance check?

To request an advance check, an advisor must have access to Chrome River, the VCCCD's travel and expense management application. Chrome River accounts are created for employees by Moorpark College's Fiscal Services Office after the advisor's supervisor approves.

The advisor would request an advance check via Chrome River by submitting (at least 15 days before travel commences or before the funds are needed) a Cash Advance Request in Chrome River, where the advisor provides an educated guess on how much the proposed trip would cost, including screenshots or quotes where appropriate to justify the requested dollar amount.

What does my advisor do with the advance check after they receive it?

1. Cash the check in their personal checking or savings account (if they do not have direct deposit already established with the district for their employee paychecks)
2. Pay for the travel expenses with their personal credit or debit card, keeping all itemized receipts, or distributing cash (in the case of per diem) to students for meals and having students sign the Meal Allowance Form, which would act as the receipt;
3. Deposit any unspent funds back into the club's trust/agency account by visiting the MC Student Business Office;
4. Upload meal receipts, signed Meal Allowance Forms, and/or Student Business Office proof of deposit slips to Chrome River to reconcile expenditures.

If a club is depending upon an advance check to pay for travel expenditures, the Chrome River request should be approved before travel arrangements are made. Advisors who do not currently have access to Chrome River should contact Moorpark College Fiscal Services Supervisor Lisa Smith at lsmith@vcccd.edu. 

Student club leaders will not be granted access to Chrome River.

Students who use their personal vehicles for pre-approved student travel (meaning they submitted the necessary student participation forms) may seek mileage reimbursement, assuming there are sufficient funds in their club trust account to cover the costs of reimbursement.

Mileage reimbursement forms can only be submitted after travel has occurred and must be approved by club advisors. Completed mileage reimbursement forms may be submitted to the Office of Student Life for final approval. 

Please review the "Important Information" section below before completing a mileage reimbursement form.

Important information about mileage reimbursement:

• Click here to view a SAMPLE COMPLETED MILEAGE REIMBURSEMENT form to ensure you complete the form correctly.
• A map demonstrating your driving route should also be included (see page 2 of the sample).
• Mileage reimbursement rates are established by the Internal Revenue Service (IRS) each year.
• Gas receipts are not necessary, as the mileage reimbursement rate established by the IRS accounts for all costs of owning and operating a personal vehicle, including fuel, maintenance, insurance, depreciation, and registration fees, as outlined in Labor Code Section 2802. 
• Mileage will be reimbursed for transportation from Moorpark College (7075 Campus Road, Moorpark, CA 93021) to the primary event site for which the transportation was needed. Mileage reimbursement may be allowed from the driver's personal residence to the travel site if the mileage is less than mileage from Moorpark College to the travel site.
• In the instance where several travel routes are possible, mileage will be reimbursed for the route with the fewest miles, even if this differs from the actual route taken by the driver.
• The club for which the driver provided transportation must have sufficient funding in its account in order for a mileage reimbursement form will be processed.
• Mileage reimbursement forms must be accompanied by a map showing exact miles traveled by driver.
• Only the owner/driver of the vehicle will be reimbursed mileage (and only current employees or students can be reimbursed for mileage).
• Reimbursement for private auto mileage will be at the current reimbursement rate identified by the Internal Revenue Service.
• Mileage reimbursement forms can only be submitted after travel has occurred and must be approved by club advisors.
• Completed mileage reimbursement forms may be submitted to the Office of Student Life for final review.
• The mileage reimbursement form should also include a supplemental memo or somewhere on the document the names of other passengers who rode in the student's personal vehicle to demonstrate prudent use of club funds. 

Click here to download the reimbursement form.

Employees who have been issued a VCCCD credit card, known as a procurement card or "p-card," can use this card to pay for meals related to student travel if the student travel was approved by the college and the club has sufficient funds in its trust/agency account to cover the meals.

How much

The cost of meals consumed as part of approved travel will be based on actual out-of-pocket costs, with a maximum daily limit of $70.00, inclusive of all taxes and gratuities. Gratuity must not exceed 18%.

Meal purchases made with procurement cards must be evidenced by an itemized receipt (must include date of transaction and vendor name). The purchase of alcohol is prohibited with a p-card.

The credit card holder would reconcile the p-card expenditures in Chrome River and would charge the expense back to the student club/organization's trust/agency account.

Group meals paid via a VCCCD-issued procurement card require itemized receipts with date of transaction, vendor name, amount spent, and detail of expense. A list of students whose meals were covered should be included when receipts are submitted with the advisor's procurement card statement. The maximum daily meal limit is $70 (this total is tax and tip inclusive across all meals consumed for the day).

All other meal rules apply, including:

• 18% maximum tips allowed for meals or meal delivery service
• Students and advisors may not use procurement cards or club funds to purchase alcohol, even if the students/advisors are 21+ years of age
• The maximum amount of funding that can be spent on food during travel is $70 per day, not $70 per meal, and this $70 limit includes sales tax and any gratuities paid related to the meal(s) consumed
• The $70/max per day cannot be averaged across multiple days of travel but is a cap for a single day's worth of meals
• Travelers should use good judgment and be prudent in their decisions surrounding where to dine

Can an advisor request a procurement card if they don't have one?

Procurement cards are to be used for District use only and not for personal transactions. Permanent employees are eligible to be issued a District procurement card upon approval of the Vice President, Business Services and the Vice Chancellor, Business & Administrative Services.

A college employee's primary dean Dean must approve the request. Advisors should contact their primary division's administrative assistant for more guidance.

If a college employee pays for student travel-related meals on a personal card, they can seek reimbursement by submitting all itemized receipts (which include the date of the transaction and the vendor name).

The cost of meals consumed as part of approved travel will be based on actual out-of-pocket costs, with a maximum daily limit of $70.00, inclusive of all taxes and gratuities. Gratuity must not exceed 18%. 

The purchase of alcohol is not a reimbursable travel expense.

Students traveling as a team or group may be paid a small, flat dollar amount, called per diem, to mitigate their meal expenses.

These dollar amounts are generally less than the daily credit card meal rates because instead of the food being paid for on district-issued or personal credit cards, travelers are provided cash to use to purchase their own food. 

Cash per diem is often a preferred choice when travelers may allow them to eat out in small groups, dine at different times, and/or dine at different eateries versus the entire group dining together for each meal.

Cash per diem rates

Cash per diem rates commonly range from $15 - $30 per person, and they vary depending on the team or group, their fund-raising efforts, the amount of funds in their trust account, the length of their trip, and the number of daily meals they are seeking to cover.

Daily cash per diem allowances should be established by the advisor and club members, and they will depend on funding and budgetary limits.

Receiving cash to distribute as per diem

Once the advisor and club members have agreed upon the amount of per diem to be distributed to members, the advisor needs to request an advance check in Chrome River.

If the club advisor does not have a Chrome River account, they should contact Fiscal Services Supervisor Lisa Smith at lsmith@vcccd.edu to request one. The advisor will also need to request access to their club's trust/agency account so they may pull the cash from the club's account.

Please note that petty cash cannot be used for per diem. Clubs may not request petty cash for any travel-related expenses. 

Documenting distribution of per diem

Instead of having to collect receipts from all students, advisors should document when per diem is paid to students by filling out a Meal Allowance Form and having students sign it to verify they received the funds:

For events that encompass more than one day, a separate sheet including original signatures must be submitted for each day.

The Meal Allowance Form is then treated like a receipt and is uploaded to Chrome River to reconcile the advance check request.

Unspent funds from advance checks must be returned to the Student Business Office within 15 days of completed travel. The Student Business Office will provide a receipt, verifying that unspent funds were redeposited into the club's account. This receipt, along with the Meal Allowance Form, should be uploaded to Chrome River when reconciling the advance check.

Allowable travel expenses include:

• Registration fees
• Lodging/accommodations
• Airfare, shuttles, rideshare
• Parking fees
• Mileage reimbursement
• meals (see guidelines about paying for meals for limitations and other parameters)

Unallowable travel expenses include:

• Purchase of alcohol
• Tips for baggage handling, concierge, housekeeping
• Personal telephone calls
• In-room internet connectivity charge where there is no business need
• Additional days lodging costs when there is no business need
• Personal sundry items (toiletries, clothing)
• Spouse or family member's travel costs
• Pay-for-view movies in hotel/motel room
• Traffic citations, parking tickets and other fines

Note that neither list is intended to be illustrative and not all inclusive. Contact Kristen Robinson at krobinson@vcccd.edu if you have a specific question that is not addressed on this page.

Caps to meal costs

The cost of meals consumed as part of approved travel will be based on actual out-of-pocket costs, with a maximum daily limit of $70.00, inclusive of all taxes and gratuities. Gratuity must not exceed 18%.

The $70.00 daily maximum is if a procurement card or personal credit card is used; cash per diem rates are lower (see "Paying for meals with per diem" section above).

The $70.00 daily maximum cannot be averaged across several days but is the maximum for each single day of travel. 

Mileage reimbursement

The California personal vehicle mileage reimbursement rate for 2024 is $0.67/mile.

See "Mileage reimbursement" section below for information about how student clubs and organizations can seek mileage reimbursement for club-approved and college-sanctioned travel.

Members should vote in advance of student travel to approve using club funds to pay for things such as mileage, registration, and flights, among other travel-related expenses.

Club or student organization field trips/excursions should be approved before spending occurs, which means clubs should get an early start on processing field trip forms. (See "Travel forms" section above.)

Can students pay out-of-pocket for travel expenses and get reimbursed?

The least preferable option to pay for student travel is for students to pay out of pocket and then seek reimbursement. Club members and advisors should first attempt to cover approved travel expenses through the use of a district procurement card or a purchase order (if accepted).

Can club advisors pay out-of-pocket and receive reimbursement?

Advisors may use their personal credit/debit cards for approved student travel expenses and then seek reimbursement through Chrome River, the college's travel management platform. If the advisor does not have access to Chrome River, they should contact MC Fiscal Services Supervisor Lisa Smith at lsmith@vcccd.edu to request access and training.

Student Clubs and organizations may book airfare for college sanctioned travel when it is more convenient and cost-effective than carpooling, chartering transportation, or using another form of public mass transportation (e.g., Amtrak).

Seat class

Air transportation shall be by economy class with the least expensive, reputable carrier. Travel by non-commercial airplane is not permitted.

All travel by public conveyance shall be at the lowest available fare. Employees and students should use coach or economy class for all college-sanctioned travel, regardless of the purpose of the travel or the funding source.

Flight-related incidental expenses

Incidental expenses such as long-term parking, shuttle and taxi fares (including tips not exceeding 18%), will be reimbursed at actual cost as evidenced by itemized receipts.

Other guidelines when flying with students

Since the club advisor or another college employee is required to travel with students during college-sanctioned excursions, the advisor/employee should be on the same flight as the students whenever possible for safety.

Flight confirmation numbers should be shared with travelers in the event they need to reference it.

Students and employees traveling by plane for the first time should consult the Transportation Security Administration's website for more tips on travel policies and best practices, including what types of identification the student or employee would need to produce to board the plane.

See "Paying for student travel" section above for more information about how to pay for flights.

Clubs can use their funds to pay for transportation costs. Advisors can submit a requisition form to contract a bus company for transportation services if the club approves using their trust account funds toward this type of expense.

Common vendors that Moorpark College works with for bus chartering services include Pegasus Transit and Fast Deer.

If a club decides to rent or lease a vehicle with a driver (e.g., commercial transportation), then all the appropriate insurance requirements must be made part of the trip documentation. The District requires that the commercial transportation company provide verification of a current auto liability insurance policy with limits of liability as required by the State of California. The District should be endorsed onto the bus company’s policy as an additional insured for the specific event or trip.

Please see the Purchasing items section of the virtual club handbook for information on how to create purchase orders to contract services.

Students who use their personal vehicles for pre-approved student travel (meaning they submitted the necessary student participation forms to have the field trip or excursion approved in advance of the trip) may seek mileage reimbursement, assuming there are sufficient funds in their club trust account to cover the costs of reimbursement.

Clubs are encouraged to first apply to use a 12-passenger Moorpark College van before seeking mileage reimbursement for any of its travelers. College-owned vans can be driven by college employees, and the club would not have to pay to use them. (See the next section, "Moorpark College vans," for more information.)

When more than one student is attending a meeting, conference, or conducting club-related travel, students shall be encouraged to carpool.

See the "Mileage reimbursement for use of personal vehicles" section under "Paying for travel" for more guidance.

Club advisors may request to use a Moorpark College-owned 12-passenger van to drive students to and from field trips.

Vans are available on a first-come, first-serve basis and are shared by all departments (including MC Athletics teams). Vans must be driven by VCCCD employees; students cannot drive MC vans.

Advisors seeking to drive a college-owned van should complete the Transportation Request Form and submit it to the Student Activities Specialist for processing:

• Form to Request Use of a Moorpark College Van - fillable

Club advisors and members should ensure that the number of passengers does not exceed the designed capacity of the vehicle, and that all passengers are secured by safety belts, if provided.

If the college is providing transportation with a college vehicle, then the employee drivers must be approved and follow all procedures referenced in the Ventura County Community College District Vehicle and Transportation procedures:

• VCCCD District Vehicle and Transportation Procedures and Forms handbook

Incidental expenses such as long-term parking, shuttle and taxi fares (including tips not exceeding 18%), will be reimbursed at actual cost as evidenced by itemized receipts.

See "Paying for student travel" section above to see the various ways parking expenses can be paid.

If students travel via Uber, Lyft, or another car service for official college business, the students can be reimbursed from their club's trust account funds if the travel was pre-approved (meaning they submitted the necessary student participation forms) and if they can furnish itemized receipts for the travel.

When using rideshare services, students and advisors should:

• Review the safety features on the app before requesting a ride
• Ask the driver for the name of the person they are picking up to confirm you are the correct passenger for them
• Verify that the make, model, color, and license plate of the car picking you up matches the information displayed in the app
• Not allow people to travel in rideshare alone but use a buddy system

Club advisors reserve the right to determine whether club members will be permitted to drive themselves to field trip sites or if they will require that all travelers ride in a college van, chartered transportation services, or other travel arrangements made by the club advisor for the trip.

If your club secures a campus van or rents a bus for its trip, but a club member is permitted to provide their own transportation instead of taking district-provided transportation, then that person should complete the Personal Transportation Waiver, acknowledging their own responsibility and liability in getting themselves to the event or activity.

• Waiver to Use Personal Transportation - fillable

This form would be provided along with the traveler's Student Participation Form and included in the field trip packet submitted to the Student Activities Office.

Hotels versus Airbnb

It is preferred that club advisors book hotel accommodations when traveling with students, as hotels and other commercial properties carry insurance that covers their guests in case of injury or property loss. The type of properties offered via Airbnb and similar services vary widely in the type of coverage available for guests (if they offer any at all). 

Preference given to hotels hosting conferences

If a student club is traveling overnight to attend a conference and the conference is hosted by a hotel, then it is preferred that the advisor prioritize booking accommodations at the conference-hosting site, assuming the hotel fits with the club's travel budget and other unique needs.

How to book the hotel

Please see the "Paying for student travel" section for instructions on how to book lodging for student club travel.

Temporary home rental platforms like Airbnb, VRBO, and others have gained popularity, and many see them as a preferred alternative to hotel chains.

Student clubs and organizations may considering booking Airbnb, VRBO, or other alternative lodging for college-sanctioned travel when:

1. The club can demonstrate that this type of lodging is a less expensive option and/or there are limited accommodations in the area
2. The Airbnb/VRBO meets other safety expectations related to student travel (e.g., is in a safe neighborhood with ample security features in place, students will be guaranteed their own beds, the advisor will not be sharing quarters with the students)
3. The property owner can demonstrate they carry insurance that covers their guests in the case of injury or property loss

The payment process and safety expectations are the same regardless.

Sometimes during college-sanctioned travel, there are other local points of interest that the group may wish to visit, such as a university to which students may be applying for transfer admission, or a cultural landmark.

It is at the discretion of the college employee(s) traveling with the students as to whether they wish to allow students to travel outside of the hotel grounds during free time. The advisor will also determine whether the group travels off-site altogether or if smaller groups may be permitted.

If small groups are allowed free time to explore areas outside of the hotel property, a check-out and check-in procedure should be used. It’s important to record the location that students plan to visit and their expected return time.

Students should be required to travel in groups, and the advisor should have contact information (e.g., cell phone number, full name, what the students were wearing when they left) in the event of an emergency.

Preliminary research about hotel's safety

An advisor should conduct basic research about a hotel's neighborhood and safety before booking accommodations with the establishment. Many hotels will have reviews online, and online resources may provide information about location crime rates and nighttime activity that employees can read to help them determine whether the area is safe or whether the hotel provides privacy and security.

Considerations when booking rooms

Scholastica Travel online has the following recommendations when booking multiple hotel rooms for student club travel:

• Request to have all travelers on the same level, if possible. It is easier to monitor rooms that are in proximity to each other. If rooms must be divided between floors, request that rooms be on adjacent floors (e.g., floors three and floor) and on the same side of the building.
• Rooms on the second floor or higher are farther removed from hotel entrances and the front desk and may decrease the incentive for theft or intrusion. 
• Ideally, the hotel rooms will not be accessible from an outdoor entrance, as safety from unwanted intruders is significantly increased when rooms can be access only from indoors.

Additional safety measures

The Student Youth and Travel Association recommends the additional following safety standards for hotel stays:

• After arriving at your hotel, confer with hotel staff on emergency and evacuation procedures
• Inform student group members of their responsibility for any damage to the hotel room or its property
• Upon checking in, each group member should be given the room location and contact information of the advisor (and other travelers, if appropriate), in case of an emergency
• Advise students they are responsible for any TV, Wi-Fi or phone charges incurred during their stay
• Ask students to inspect their rooms upon check-in for any previous damage and to and to ensure no unwanted items have been left behind by previous occupants
• Remind students of proper hotel manners and etiquette, such as adhering to proper dress (no uncovered swimsuits or bare feet), be respectful of other guests and keep noise levels appropriate, and never block hallways or pathways
• advise students not to open their hotel doors for anyone other than their advisor or another club member they know, unless an emergency situation occurs, and a first responder is the earliest to arrive at the room

While the district does not have formal, articulated guidelines regarding room assignments for college-sanctioned overnight travel, here are some suggested practices:

• Participants should be allowed to identify potential roommates by mutual agreement, though the responsible party (e.g., advisor or other college employee traveling with the students) will make appropriate room assignments for all student participants, taking into consideration applicable variables (e.g., gender, gender identity, minor students, room capacity)
• To preserve order or in the instance the size of the group traveling changes, the trip supervisor may reassign roommates at any time during the trip
• No employee or agent of the college, or other official or authority figure, may room with a participant, unless a spouse, parent, stepparent, guardian or sibling
• Each student must have their own bed unless they specifically request otherwise
• Students will not change their room assignments without prior permission from a responsible party
• Married or partnered participants may room together, regardless of gender identity or age difference; so may siblings; so may parents, stepparents, and guardians with their children and/or stepchildren as long as it does not disrupt other students
• Participants with disabilities, whose approved accommodations require a single room or other unique housing arrangements, shall receive first priority for such arrangements