College-Sponsored Student Travel

Class Trips

Approximately 80% of all travel is through a Class Trip which involves an off-campus experience connected directly to a specific course and its learning outcomes. The experience is generally designed to extend or apply classroom learning through direct observation, participation or engagement.

Employees planning a Class Trip should consider how the experience supports course learning outcomes, how participation will affect students' other courses and responsibilities, and what reasonable alternative will be available when a student is unable to participate.

Field Trips

A Field Trip is an organized off-campus educational experience that provides students with exposure to a setting, organization, profession, community, event or activity relevant to their learning or development.

Field Trips may be associated with an academic program, student club or organization, College department or other GRCC-sponsored initiative.

Study Away

Study Away is a faculty-led academic experience involving extended domestic or international travel connected to a GRCC course or academic program. Because of the duration, complexity, cost and potential risks associated with these experiences, Study Away follows a separate proposal, review and student preparation process coordinated through the Center for High-Impact Experiences.

Learn more about Study Away

Successful student travel begins well before departure.

The employee responsible for organizing and leading the experience is referred to as the Travel Coordinator. Travel Coordinators should begin planning approximately 3–6 months before departure, depending on the complexity of the experience.

Experiences involving overnight lodging, airfare, significant transportation arrangements, international travel, large groups or higher-risk activities require additional planning time.

Step 1: Define the Experience

Before making reservations or commitments, clearly identify:

• The purpose of the travel experience
• How the experience supports student learning, development or College activities
• Proposed destination(s)
• Proposed dates and itinerary
• Expected number of students
• Employees who will accompany the students
• Estimated costs and source(s) of funding
• Transportation and lodging needs
• Accessibility considerations
• Potential risks associated with the destination and planned activities

For course-related travel, identify how the experience supports the course's learning outcomes and determine how students who are unable to participate will be provided an appropriate alternative.

Step 2: Discuss the Experience With Your Supervisor

Travel Coordinators should discuss proposed student travel with their direct supervisor early in the planning process.

This conversation should address the purpose of the experience, timing, anticipated costs, staffing, funding and any significant logistical or risk considerations.

Supervisor support does not replace the formal College approval process.

Step 3: Submit the Leave of Absence With Students

All College-Sponsored Student Travel must receive College approval through the appropriate Leave of Absence (LOA) with Students process before the experience occurs.

Submit the LOA through the Online Center:

1. Log into the Online Center.
2. Select Employee Self Service.
3. Select Employee Forms.
4. Select the appropriate Leave of Absence with Students form for your travel experience.
5. Complete and submit the requested travel information.

Go to the Online Center

The LOA communicates essential information about the proposed experience to the appropriate College offices and initiates the required approval process.

When should I submit my LOA?

As a general guideline:

• Submit an LOA at least one month before departure for routine student travel.
• Submit an LOA at least two months before departure when lodging, airfare, vehicle rentals or more complex travel arrangements are required.
• Begin planning significantly earlier for Study Away and other extended or complex travel experiences.

Employees are encouraged to submit earlier whenever possible.

Do not wait until travel arrangements have been finalized to begin the approval process.

If College funding will be requested, discuss funding and the appropriate account number with your supervisor before submitting the LOA.

Approval of the LOA allows the Travel Coordinator to move forward with the remaining preparations for the experience.

Depending on the type of travel, this may include:

• Finalizing transportation and lodging
• Confirming participating students and employees
• Completing required student travel documentation
• Preparing an emergency and communication plan
• Providing students with trip information and expectations
• Reviewing accessibility or accommodation needs
• Completing required employee training
• Conducting a student pre-departure orientation
• Confirming emergency contacts and important destination information

Travel Coordinators will receive additional instructions regarding required forms, documentation and other steps that must be completed before departure.

Student travel is a shared responsibility. Travel Coordinators, employees serving in support roles and participating students each have responsibilities that contribute to a successful experience.

Travel Coordinator

The Travel Coordinator serves as the primary employee responsible for planning and facilitating the travel experience.

Travel Coordinators are expected to:

• Clearly define the purpose and intended outcomes of the experience.
• Complete the required approval process.
• Develop and communicate an itinerary.
• Identify anticipated expenses and funding.
• Coordinate transportation, lodging and other logistical arrangements.
• Understand and follow applicable College policies and procedures.
• Identify foreseeable risks and take reasonable steps to reduce them.
• Design the experience with accessibility and varying student abilities in mind.
• Identify additional employee support when appropriate.
• Prepare participating employees for their responsibilities.
• Communicate expectations, costs, schedules and required preparations to students.
• Ensure required student travel documentation is completed.
• Provide an appropriate pre-departure orientation.
• Know College emergency procedures and appropriate contacts.
• Maintain appropriate student and emergency information during travel.
• Respond appropriately to incidents, emergencies or student concerns.
• Complete required reporting or follow-up after the experience.

The Travel Coordinator remains responsible for the overall coordination of the experience even when specific responsibilities are delegated to another employee.

Support Person or Additional Employee

Depending on the size, duration, destination or nature of the experience, additional GRCC employees may accompany students and assist the Travel Coordinator.

Employees serving in a support role should:

• Understand the itinerary and purpose of the experience.
• Understand their assigned responsibilities.
• Be familiar with student expectations and relevant College policies.
• Know emergency procedures and communication protocols.
• Assist with student supervision and support.
• Communicate concerns or incidents promptly to the Travel Coordinator.
• Complete required training when applicable.

The Travel Coordinator should meet with accompanying employees before departure to establish clear roles and expectations.

Participating Students

Students also share responsibility for creating a successful travel experience.

Before departure, students should understand that participation in College-Sponsored Student Travel requires them to:

• Follow GRCC's Student Code of Conduct and other applicable College policies.
• Follow reasonable directions provided by the Travel Coordinator and accompanying employees.
• Participate in required orientations or preparation activities.
• Complete required travel forms and provide accurate information.
• Understand the itinerary, expectations and anticipated costs.
• Arrive prepared and on time for scheduled activities.
• Take responsibility for personal belongings and necessary medications.
• Communicate accommodation or accessibility needs through appropriate College processes.
• Make responsible decisions regarding their personal well-being and participation.
• Promptly communicate concerns, problems or emergencies to the Travel Coordinator.

Travel Coordinators should clearly communicate these expectations before departure rather than assuming students understand the responsibilities associated with College-sponsored travel.

Student preparation should extend beyond providing an itinerary.

Before departure, Travel Coordinators should provide students with an orientation appropriate to the experience.

Topics may include:

• Purpose and learning expectations
• Dates, times and itinerary
• Transportation arrangements
• Lodging information, when applicable
• Costs and personal expenses
• Appropriate clothing or equipment
• Behavioral expectations
• Student Code of Conduct
• Accessibility and accommodation procedures
• Physical demands or environmental conditions
• Personal health and medication considerations
• Emergency procedures
• Important contact information
• Expectations for communicating delays, illness or concerns
• Destination-specific information
• Expectations for representing GRCC

The complexity of the orientation should reflect the complexity of the travel experience. A local two-hour field trip will require substantially different preparation than a multi-day experience involving transportation and overnight lodging.

Travel Coordinators are responsible for developing an appropriate transportation plan and following applicable GRCC requirements.

General Travel Arrangements

For assistance with airfare, lodging and other general travel arrangements, contact the Executive Assistant to the Vice President of Finance and Administration.

Employees should not make significant travel commitments until the appropriate College approval has been obtained.

Rental Vans and Driver Approval

Employees who will operate a rental van as part of College-Sponsored Student Travel must complete the required driver approval process.

Step 1: Submit a Michigan Driving Record Lookup for review and approval through GRCC Police.

Step 2: After receiving the appropriate approval, coordinate with the Director of Ford Fieldhouse Operations & Campus Event Services to request and secure a rental van.

Allow sufficient time for both driver approval and vehicle arrangements before departure.

Overnight Travel

Experiences involving overnight lodging require additional planning.

Travel Coordinators should ensure that:

• Lodging arrangements are appropriate for the student group.
• Employees understand supervision and emergency responsibilities.
• Students receive clear behavioral and lodging expectations.
• Appropriate emergency contact information is available.
• Required Campus Security Authority and Clery-related responsibilities have been addressed.

Student safety and preparedness should be incorporated throughout the planning process.

Travel Coordinators should:

• Review foreseeable risks associated with the destination, transportation and activities.
• Establish an emergency communication plan.
• Know how to contact GRCC in the event of an emergency.
• Maintain access to necessary student emergency information.
• Know the address and contact information for lodging and primary destinations when applicable.
• Understand applicable incident-reporting expectations.
• Ensure accompanying employees understand what to do during an emergency.
• Avoid making significant changes to approved activities that introduce unnecessary or unreviewed risk.

In an immediate emergency, contact 911 or the appropriate local emergency authority first, followed by the appropriate GRCC contacts.

Participating students may be required to complete College travel and risk-management documentation before departure.

Required documentation may include:

• Assumption of Risk and Release
• Emergency Contact information
• Health or travel-related documentation when applicable
• Additional documentation based on the nature of the experience

Travel Coordinators will receive instructions regarding the forms required for their specific travel experience and how they should be collected and submitted.

Travel Coordinators should not independently create or modify College liability or risk-management forms.

Some travel experiences may require follow-up after returning to GRCC.

Depending on the nature of the experience, the Travel Coordinator may need to:

• Submit required expense documentation.
• Complete incident or safety reports.
• Provide required Clery-related information.
• Return or submit required travel documentation.
• Report significant concerns requiring College follow-up.
• Evaluate the experience and identify improvements for future travel.

Travel Coordinators should promptly address outstanding reporting requirements rather than waiting until the next travel experience.