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 provides opportunities for employees to create and/or provide access to experiences which require students to be off campus. The College Sponsored Student Travel policy and procedures are designed to support employees in the development and facilitation of these experiences. Examples of these experiences include, but not limited to, specialized athletic team trainings, culinary competitions, class trips, field trips, recognized student organization and club travel, service learning and study away.
Employees seeking assistance are encouraged to contact Michael Schavey, Director of Experiential Learning at (616) 234-4180 or mschavey@grcc.edu. You may also set up a virtual meeting.
Planning a Student Travel Experience
Successful travel starts with careful, early planning. Employees organizing a College-Sponsored Student Travel experience — known as Travel Coordinators — should begin 3-6 months before departure.
Key Responsibilities for Travel Coordinators:
- Clearly define the purpose, itinerary and costs of the trip
- Identify potential risks and strategies to mitigate them
- Notify your direct supervisor for input and approval
Important Considerations:
- CSA Training: Confirm you’ve completed Campus Security Authorities (CSA) training
- Policy Review: Familiarize yourself with the Travel Policy and Employee Reimbursement Policy
- Student Support:
- Estimate how many students will attend
- Arrange for additional employee support if needed
- Plan alternative assignments for students who cannot participate (if the trip is tied to a course)
- Ensure accessibility for students with limited abilities
- Clearly communicate any financial expectations
- Logistics:
- Plan student transportation
- Schedule a student orientation for the trip
- Minimize conflicts with students’ other class schedules
Approval Process
All College-Sponsored Student Travel must be approved before departure using the Leave of Absence (LOA) form. The LOA provides your supervisor with the full details of the travel experience.
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.
After your LOA is approved, you can finalize logistics and begin collecting required risk management documents from student travelers. Common documents may include a Cover Sheet, Risk & Release Form and Emergency Contact Form. You will receive specific instructions via email to collect and submit your forms to the Department of Experiential Learning.
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.
Michael Schavey, Director of Experiential Learning
(616) 234-4180
mschavey@grcc.edu
Or schedule a virtual meeting