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I. SCOPE
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A. The following procedures apply to students traveling for academic or co-curricular purposes while attending California State University San Marcos. These procedures do not apply to student assistants. Travel by student assistants is governed by the CSUSM policy and procedures for employee travel.
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B. Student international travel exposes CSUSM students to additional hazards and should be coordinated based upon the guidelines of The CSU. Additional information may be obtained from the Chancellor’s Office at (562)985-2500 or CSUSM’s Global Affairs department at ext. 4090.
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C. Under specific program circumstances, unrelated to a registered course or program, students may be reimbursed for travel expenses. Student travel that is funded by a CSUSM auxiliary may be governed by additional travel requirements. Faculty and staff should contact the CSUSM Foundation at ext. 4700 or Associated Students, Inc. at ext. 4990 for their respective policies and procedures concerning student travel.
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II. FACULTY AND STAFF RESPONSIBILITIES
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A. Faculty and staff who require or offer opportunities to CSUSM students to travel in order to enhance their academic experience need to familiarize themselves with these procedures, related policy and required student travel forms. In addition, faculty and staff are asked to review the necessity of student travel, as well as destination/s, activities, and value to the student, since travel does create additional exposure to risks for the student and for CSUSM.
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B. Once it is determined that student travel will enhance the academic or co-curricular program for CSUSM students, faculty and staff should follow their department guidelines for obtaining approval to require or offer the student travel opportunity.
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C. Academic or co-curricular expectations pertaining to the travel should be reviewed with participating students, and should include review of current CSUSM requirements concerning student conduct.
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D. Assist in the completion of all required student travel forms.
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1. All student participants in university-affiliated travel must:
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a) Sign a Student Travel Waiver.
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b) Complete and sign a Request for Student Travel Approval form.
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c) Sign a Student Conduct Agreement form.
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d) When under the age of 18 (minor), obtain parental consent prior to any CSUSM academic or co-curricular related travel.
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2. Depending on the nature of the travel and age of the participants, the coordinating faculty or staff member must also facilitate the completion and submission of the following forms:
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a) Air Travel Waiver (if air travel is involved).
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b) Student Request for Authorization to Operate a Privately Owned Vehicle (if students will be providing transportation in privately owned vehicles).
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c) If CSUSM funding is sought for the activity or transportation to the activity, a Request for Student Travel Funding and/or other departmental funding requests are to be completed.
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(1) Students participating in course required field trips are not eligible for travel reimbursement.
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(2) Funding forms for approved student travel are to be sent to Fiscal Operations for processing reimbursement to the student with a completed Travel Expense Claim, Std. 262.
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E. Send a copy of the Student Travel Waiver to University Police prior to the trip. For emergency purposes, University Police will retain the copy until the travel is complete.
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F. Insure that all forms are retained for a period of not less than one (1) year from the completion of the travel in a location on campus in accordance with the CSUSM records retention policy.
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III. STUDENT RESPONSIBILITIES
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A. Students are required to provide requested information and assist in the completion of forms required for their academic or co-curricular travel.
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B. Students should advise faculty or staff of any special needs or concerns that may impact their academic or co-curricular travel.
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C. Each participating student should conduct him/herself in a manner that is not in opposition to existing CSUSM, CSU or State practices, guidelines, and regulations, and should insure that they understand the expectations of the travel as defined by faculty or staff. Students participating in CSUSM sponsored travel are required to read and sign the Student Conduct Agreement form.
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IV. STUDENT TRAVEL FORMS
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The following table identifies the campus’ student travel forms and when they are to be used:
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Field Trips/Workshops/Conferences:
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(These forms do NOT apply to student assistants traveling as part of their campus employment. In such cases, use required CSUSM employee travel forms.)
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Request for Student Travel Approval
Use: All student travel (not for student employees).
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Student Travel Waiver
(file with Risk Management)
Use: All student travel (not for student employees).
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Student Conduct Agreement
Use: All student travel (not for student employees).
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Student Request for Authorization to Operate a Privately Owned Vehicle
Use: When reimbursing student for mileage.
When student is providing transportation to other
students or employees.
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CSUSM Air Travel Release and Hold Harmless Statement
(file with Risk Management)
Use: When event requires air travel by student.
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Request for Student Travel Funding
Use: When reimbursing student for out-of-pocket expenses.
When pre-paying for costs, i.e., registrations,
tickets, etc.
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Travel Expense Claim Form
Use: When approval is obtained to reimburse student for travel expenses. In general, funding is not available for academic courses requiring travel.
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