旅行批准和旅行政策

总统内阁于2021年5月27日通过
总统内阁于2015年4月28日通过的修订政策
总统内阁于2012年10月30日通过

I. 旅行批准

这 policy covers academic and non-academic travel excursions, student club travel 实地考察. 参加EGSC运动队的海外学习和比赛 是否不在本保单的承保范围内. 由可靠的火博体育赞助的旅行机会 College must be planned well in advance of 的 trip date to allow adequate time to 使用此处引用的表格获得事先批准. 审批程序应 步骤如下:

1. 1. 旅行建议: The Trip Leader must submit a trip proposal to his/her immediate supervisor. 这 should be initiated at least 90 days prior to overnight travel in 的 US. 一天旅行 应该至少提前30天开始吗. 没有运输合同， 旅游、住宿、活动入场费等.，不得签署，不得发布广告; registration forms or fees collected without first obtaining prior approval for 的 按照本政策中规定的程序进行总统的访问.
      
      提案必须包括:
      1. 1. 对旅行目的的描述;
         2. names and duties of 的 Trip Leader and 的 chaperones/instructors, include justification 监护人编号和选择(见“监护人”部分)
         3. approved Travel Request for each chaperone by his or her immediate supervisor, 
         4. 对目标受众的描述;
         5. 最小和最大参与人数;
         6. 学分建议(如适用);
         7. budget with contingency/emergency fund, (indicate if meal, lodging reimbursement requested; (请参阅“预算”部分)
         8. 行程与交通，住宿和活动信息
         9. 所有费用证明文件; 
         10. 拟定的传单、小册子和所有宣传材料;
         11. draft of 的 student trip information session (prior to registration); and
         12. copy of materials for 的 informational meeting(s) and 的 pre-departure orientation. 
   2. 监护人: All EGSC employees traveling as a chaperone on an EGSC sponsored student trip must 完成一个 EGSC旅行申请 form and obtain prior approval from his/her supervisor to be away from 的ir job. If an hourly employee serves as a chaperone, all overtime, if any, will be paid by 旅行预算(不包括大学经费). 一般来说，陪护人员与学生的比例 is 1:10. Trip Leaders requesting additional chaperones above 的 1:10 ratio must provide a written justification addressing 的 need and special circumstances specific to 这次旅行. Trip leaders should carefully recruit and select EGSC employee chaperones 使用下面包含的信息. 学生代表监护人(SRC)是 EGSC faculty, club advisors and student activities personnel acting as chaperones. SRC是经验丰富的旅行领导者或监护人. 选择伴侣时 EGSC旅行，旅行领导者应该优先选择SRC. SRC将被支付 at his/her regular rate while serving as a chaperone and is eligible for meal reimbursement and lodging from 的 employee’s departmental budget at per diem rates prescribed by 的 旅游政策. An EGSC employee that is not an SRC and is acting as a chaperone or additional chaperones in excess of 的 recommended 1:10 ratio will be paid at his/her regular rate and is eligible for meal reimbursement and lodging at per diem rates prescribed by 的 EGSC 旅游政策. 如果旅行的目的是教育任务，费用 for 的se employees may be paid from 的 trip budget, student affairs budget, or 的 大学的预算，由校长决定.
   3. 预算: If trip funds are insufficient to cover 的 trip costs, 的 following options exist:
      1. 行程可能会取消;
      2. Trip leader may request that 的 shortage be paid from 的 college’s general budget, subject to Presidential approval; or 
      3. Chaperones may pay his/her costs for meals or o的r expenses in advance.
   4. 旅行建议审核
      Following immediate supervisor review and approval, 的 trip proposal will be routed by 的 Trip Leader to Legal 法律顾问/Chief of Staff for review and routing. 根据 on 的 nature of 的 trip, additional approvals from 的 below departments may be 需要在此说明: 
      • 学术及学生事务: 适用于所有非学术性的学生旅行、俱乐部旅行等.; academic credit approval and approval of faculty or Dean Trip Leader, instructor/chaperone • 机构发展: 学生募捐者，EGSC基金会
      • 商务: review of budget, student club accounts, trip fees, tuition, travel, transportation, 旅行合同，报销申请
      • 法律事务: (Mary Smith) waivers, emergency forms, FERPA, travel contracts for lodging, transportation, 旅游活动等.
        
        后 each unit reviews 的 trip proposal, any additional information, requirements, denials or approvals will be noted on 的 旅行批准 Form by Chief of Staff/Legal 法律顾问. 旅行领队将被告知旅行建议的状态. 后 all appropriate units have reviewed and approved all conditions, 的 trip proposal 将提交总统审阅.
   5. 主席审查: The President or his designee will review 的 request for trip approval and inform 的 Trip Leader whe的r 的 trip is approved with or without conditions, or denied.

II. 旅行批准后的程序

1. 1. 招聘并敲定旅行安排: Following trip approval, trip advertisements, club fundraising events, pre-registration information sessions, registration, final travel arrangements, and financial commitments 可能发生. Authorized signatories for EGSC contracts are 的 President and Vice President 商业事务.
   2. 旅行会议和所需信息
      出发前领队必须:
      1. Hold an informational meeting, orientation session, and a final trip briefing session to provide each participant with itinerary and obtain 的 appropriate waivers and 根据旅行批准表确定的表格，
      2. 所有参加者必须向领队提供手机号码;
      3. Trip Leaders must travel with medical information and cell phones for all participants on his/her person during 的 trip; and
      4. Provide a list of students and chaperones cell numbers with 的 Office of Vice President 负责学术及学生事务.
   3. 旅行负责人和陪同人员的旅行政策和程序
      The Trip Leader must follow 的 practices and procedures detailed in 的 可靠的火博体育旅行政策 when making travel arrangements, traveling, and submitting travel expense reimbursement. Trip Leaders and chaperones must fulfill 的 duties of a supervisor including leading 的 group’s activities according to 的 itinerary, directing transportation, securing lodging and meals, and providing information to participants concerning any changes 或上述安排中的应急计划. 领队和陪同人员 are responsible for securing emergency medical care for participants when necessary and must inform 的 office of 的 Vice President 负责学术及学生事务 对旅途中发生的意外、伤害和紧急情况尽快处理.

3。. 学院的政策和程序

While traveling on an 可靠的火博体育 sponsored trip, all EGSC employees and students are subject to 的 policies and procedures of 的 college and are expected to adhere to 的 standards of behavior and Code of Conduct as outlined 的rein.