Clubs-Orgs-PP

16 Policies There is no guarantee that vans or drivers will be available for dates requested. In the event that requested van(s) and/or driver(s) are not available, clubs and organizations will have the option to rent a privately chartered vehicle at the expense of the club or organization. The Department of Student Involvement can help with chartering transportation. Only approved drivers may drive a Faculty-Student Association vehicle. To register to become an approved driver, please contact the Department of Student Involvement at getinvolved@sunywcc.edu. All trips for Student Government Association and Faculty-Student Association funded entities, including clubs and organizations, using Faculty-Student Association vehicles are subject to a flat rate fee based on the total number of miles to be traveled. This fee will cover the cost of gas and tolls. See Off Campus Travel for the fee schedule. If drivers are requested and available, driver fees will be taken from a club or organization’s budget. Clubs and organizations must make sure they have properly allocated these travel expenses prior to making a request for a Faculty- Student Association van. When travelling overnight, the club or organization will be responsible for paying for the Faculty-Student Association driver’s hotel room and meals. All vans must be returned clean and free of trash. Vehicles that are returned with trash or that are dirty may result in a cleaning fee of up to $250 being charged to the club. These vehicles are to be used only for official college business and may not be used for personal reasons. 1) 2) 3) 4) 5) 6) 7) In order to afford students a richer college experience, student clubs/organizations are able to participate in off-campus travel. In order to ensure that an enriching, educational and safe experience is provided, student clubs/organizations are to adhere to the following policies and procedures: OFF CAMPUS TRAVEL Off-Campus Policies & Guidelines A club or organization trip is defined as any off-campus excursion that uses a club or organization name and/or utilizes student fees (budgeted funds) or monies from an FUF (fundraised) account. All trips are subject to the approval of the college. All clubs and organizations must complete and submit all the necessary forms, in their entirety, to the Department of Student Involvement within fourteen (14) days prior to a requested trip’s departure date. To receive approval for trips, clubs and organizations must submit the following forms no later than fourteen (14) days before the trip departure date: (1) Travel Request Form; (2) List of Participants Form; (3) the Advisor Agreement Form and; (4) Liability Release Forms for each participant. Upon receipt of the completed documentation, the Director of Student Involvement will review the information and take the following considerations when determining if they will approve a trip: (a) health or safety concerns for students or other participants; (b) budgetary concerns; (c) trip relevance to mission or purpose of group proposing the trip; and/or (d) other concerns as determined appropriate by the Director. Only students submitted the List of Participants Form, who have completed and signed Liability Release Form, and are compliant with the campus COVID-19 vaccination requirements are eligible to attend a trip. NOTE: Students who have vaccine exemptions must show proof of a negative COVID test within 7 days of travel. Personal vehicles may be used for single-short one day trips that are less than six hours and within the following locations: Westchester, Putnam, Rockland, Orange counties and New York City. All trips using Faculty-Student Association vehicles are subject to a flat rate fee based on the total number of miles to be traveled. Clubs and organizations must receive approval for off-campus travel before any purchases are made. The club or organization should prepare the following: order forms for tickets/event admission, meal reservations, etc. 1) 2) 3) 4) 5) 6) 7) 8) 9) FSA Vans will only be issued to student clubs or organizations that have submitted the appropriate forms and received the necessary approval for off-campus travel. 2)