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College-Sponsored Student Travel

At Grand Rapids Community College, we recognize that some of the most impactful learning happens off campus. College-Sponsored Student Travel gives employees the opportunity to create meaningful, educational experiences that help students explore, learn and grow beyond the classroom.

These experiences — whether academic conferences, off-season team training or cultural field trips — support GRCC’s commitment to student-centered, high-quality education.

College-Sponsored Student Travel Policy

GRCC supports faculty and staff in creating meaningful, safe, and well-planned learning experiences that take students off campus. The College-Sponsored Student Travel policy and procedures are designed to help employees plan, approve, and facilitate student travel with clarity and confidence.

Examples of college-sponsored student travel include (but are not limited to): class trips, field trips, study away experiences, service learning activities, athletic travel, culinary competitions, and recognized student organization travel.

If you’re considering a student travel experience—or even just exploring an idea—we encourage you to reach out early.

Primary Contact
Katie Pena, Coordinator of Experiential Learning
(616) 234-4136
katherinepena@grcc.edu

Planning a Student Travel Experience

Successful student travel begins with early and thoughtful planning. Employees coordinating a college-sponsored student travel experience (referred to as Travel Coordinators) should begin planning 3–6 months prior to departure, depending on the complexity of the experience.

Early planning helps ensure:

  • Student safety and accessibility
  • Alignment with college policies
  • Timely approvals
  • Clear communication with students

Key Responsibilities for Travel Coordinators

  • Clearly defining the purpose, itinerary, and estimated costs of the experience
  • Preparing students for academic, behavioral, and logistical expectations
  • Designing the experience with student accessibility and varying abilities in mind
  • Identifying potential risks and strategies to mitigate them
  • Securing additional employees for support/chaperone (if needed)
  • Notifying your direct supervisor early for input and approval
  • Knowing who to contact for support during an issue or emergency
  • Collecting and submitting Student Risk Management forms

Important Planning Considerations:

Training & Policy Awareness

  • Confirm completion of Campus Security Authority (CSA) training
  • Review the College-Sponsored Student Travel Policy
  • Review the Employee Reimbursement Policy

Student Experience & Equity

  • Estimate the number of participating students
  • Arrange additional employee support if needed
  • Plan alternative assignments for students unable to attend (for course-related trips)
  • Ensure accessibility for students with disabilities or limited mobility
  • Clearly communicate all financial expectations to students

Logistics & Scheduling

  • Develop a plan for students to travel to/from the destination(s)
  • Orientate your students prior to departure
  • Be mindful of scheduling the travel experience to avoid conflict with students’ courses schedules

Approval Process

All College Sponsored Student Travel must be approved well in advance of the travel experience, which is facilitated through the the Leave of Absence (LOA) form. This form is designed to capture all of the essential information of your travel experience to ensure proper parties are aware and prepared to approve your proposed travel experience. Please submit the Leave of Absence through the Online Center.

  • Log into the Online Center
  • Select Employee Self Service
  • Select Employee Forms
  • Select Leave of Absence with Students

Timeline Recommendations

  • Submit your LOA at least one month before departure. If lodging, flights or car rentals are required, submit the LOA at least two months in advance.
  • For course-related trips, you’ll need to show how the experience aligns with course learning outcomes and provide an alternative for students who can’t attend.

Once your LOA is approved:

  • You may finalize logistics
  • You will receive email instructions from Experiential Learning
  • You will be guided on collecting required student risk-management forms
    (e.g., Risk and Release Form, Emergency Contact Form)
  • Forms are submitted to the Department of Experiential Learning as instructed

Policy and Oversight

College Sponsored Student Travel policies are reviewed by a sub-team of the Emergency Planning Team and led by the director of experiential learning. The team meets twice a year and recommends policy updates every four years to maintain safety, consistency and educational value.

Questions? We’re Here to Help.

Katie Pena, Coordinator of Experiential Learning
(616)-234-4136
katherinepena@grcc.edu

A copy of the GRCC's Annual Security Report (ASR) is available for review. This report is required by the federal law and contains statistics for the previous three years concerning reported crimes that occurred on-campus; in certain non-campus buildings or property owned and controlled by GRCC; and on public property within, or immediately adjacent to and accessible from the campus. The ASR also includes institutional policies concerning campus security, such as policies concerning sexual misconduct, emergency procedures, and other matters. This report is available online at https://www.grcc.edu/annual-security-report. You can also request a hard copy by visiting the GRCC Police. If you would like to receive a printed copy of the ASR, you can stop by the GRCC Police Department at 25 Lyon Street NE or you can request a copy be mailed to you by calling (616) 234-4012.

Title IX of the Education Amendment Act of 1972 requires that all entities receiving federal funds or financial assistance prohibit sex discrimination and sexual harassment in their education programs and activities. Learn more about Title IX at https://www.grcc.edu/generalcounsel/titleix.

GRCC does not offer or accept any reward or remuneration from a secondary school, college, university, agency, or organization for placement or recruitment of military students.

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