Student Travel Policy

Operational Standard/Purpose

The purpose of this procedure is to establish guidelines for college-sponsored student travel, ensuring the safety, educational enrichment, and ethical conduct of all participants. This policy fosters transformative learning experiences, cultural understanding, and personal growth while promoting responsible decision-making and risk management.

Key objectives of this policy include:

• Safety and Security: Prioritizing the safety and well-being of all students and staff during college-sponsored travel by implementing comprehensive risk assessment, emergency preparedness plans, and adherence to relevant health and safety guidelines.
• Academic Enrichment: Ensuring that student travel aligns with the college's educational objectives and contributes to the intellectual growth of participants. Encouraging ICC employee-led travel programs that integrate academic coursework, research opportunities, or service-learning projects.
• Ethical Conduct and Responsible Travel: Establishing ethical guidelines for student behavior during travel, emphasizing cultural sensitivity, responsible environmental practices, and respect for local customs and laws.

Scope/Applicability 

This procedure and policy apply to all college-sponsored student travel programs and activities organized, funded, or endorsed by the college. It encompasses all students, faculty, staff, and volunteers participating in or supporting these travel initiatives, regardless of destination or purpose.

The policy covers a wide range of college-sponsored travel opportunities, including but not limited to:

• Alternative Break Programs: Organized trips during academic breaks that focus on social issues, community engagement, or environmental conservation. These typically occur once or twice a year to one location.
• Curricular Travel / Field Trips: College-sponsored travel undertaken by academic programs for experiential learning, site visits, or, field work. These typically occur multiple times per semester to various locations.
• Faculty-Led Study Programs: Travel programs led by faculty members that integrate academic coursework, research, or experiential learning components in international or domestic locations. These typically occur once or twice a year to one location.
• Independent Student Travel: A student or students traveling alone, without a larger group or college supervision. This form of travel involves students undertaking trips independently for educational purposes (i.e., conferences, presentations, or collaborative regional or national projects) in support of college-sponsored activities. These typically occur once or twice a year to one location.
• Student Organization Trips: Travel activities organized by officially recognized student organizations or clubs, aimed at fostering career development, personal development, cultural exchange, or service-learning initiatives. These typically occur once or twice a year to one location. 
• Team Travel: College-sponsored travel undertaken by teams for competitions, training camps, or exhibition matches. These typically occur multiple times per semester to various locations. 
• Volunteer or Service Trips: College-sponsored travel opportunities focused on community service, humanitarian aid, or volunteer initiatives. These typically occur once or twice a year to one location.

The policy is applicable to all campuses and facilities under the authority of the college, irrespective of geographical location. It includes travel within the country of the college's domicile, as well as international travel to foreign countries.

While the primary focus of this policy is on college-sponsored student travel, it may also extend to collaborative arrangements with external institutions, partners, or travel providers when the college is directly involved in facilitating or endorsing such travel experiences.

All individuals participating in or supporting college-sponsored student travel, including students, faculty, staff, and volunteers, are expected to adhere to the guidelines, procedures, and ethical standards outlined in this policy.

In addition to the expectations outlined in this policy, some college-sponsored travel opportunities may implement their own specific expectations, procedures, and requirements based on the nature of the travel.Any exceptions to this policy must be approved by the Vice President of Student Success in consultation with the Manager of Benefits, Leaves, Risk Management, and Safety, ensuring that deviations align with the college's mission, values, and risk management considerations.

Forms

Employee Led Student Travel Form
Independent Student Travel Form 
Student Responsibility and Liability Agreement 
Budget Guidelines 
Violation of the Student Code of Conduct Form 

Procedure(s)

Procedure Overview Flowchart

Guidelines

• Accommodations: ICC employees will communicate expectations for behavior and etiquette if students are sharing accommodations. ICC employees will be accommodated separately from ICC students. 
• Alcohol and Substance Use: The Student Code of Conduct is the primary document that outlines the expectations, rules, and sanctions regarding alcohol and substance use. 
• Code of Conduct: Students must comply with the Illinois Central College Student Code of Conduct during the trip.
• Distance: All travel must comply with the distance guidelines provided in the <INSERT NAME OF SOP> maintained by the Illinois Central College Campus Police Department. 

• Eligibility: All student travelers must have a minimum cumulative GPA of 2.0 (if applicable). Students must meet any specific eligibility requirements set forth by the particular travel program or opportunity. Students under the age of 18 must have parent or guardian consent. 
• Emergency Contacts: ICC Employees and Students will be required to provide emergency contact information in case of any unforeseen situations.
• Financial Responsibilities: ICC Employees and Students are required to manage their expenses and follow the provided budget guidelines. 
• Health and Medical Considerations: Guidelines may address health-related requirements, such as vaccinations, travel insurance, and necessary medications. These guidelines will be provided by the ICC employee coordinating the trip. 
• Independent Student Travel: Students must be a minimum of 18 years old to participate in Independent Student Travel 
• Student Supervision: Supervision ensures the safety and well-being of students throughout their travel experience. Supervisors provide guidance, support, and oversight, enabling students to explore and learn. 
• Student Travel Supervision Fund: This fund enhances student experiences by providing additional supervisors for student travel. By increasing supervision, the fund ensures safe and enriching travel opportunities, promotes student safety and well-being, and fosters a more inclusive and impactful learning environment. Please contact the Vice President of Student Success for details regarding this funding. 
• Registration and Consent: Students are required to complete all forms and obtain consent from their parents or guardians if they are under 18 years old.
• Travel Documents: ICC Employees and Students will travel with the required travel documents, such as forms, passports or visas, and be responsible for obtaining and safeguarding them.
• Travel & Meal Reimbursement Requests: Please refer to the Illinois Central College Accounts Payable Policy Guidelines Reimbursement & Travel Requests for questions regarding employee and student expenses while traveling. 

Student Expectations

• Be punctual for all scheduled events and transportation.
• Be responsible for personal belongings and travel documents.
• Comply with all college and travel program rules and guidelines.
• Cooperate with trip leaders. 
• Demonstrate cultural sensitivity and open-mindedness. 
• Maintain clear and consistent communication regarding plans
• Participate actively in educational and cultural activities. 
• Prioritize personal safety and follow instructions from trip leaders.
• Represent the college positively and be a good ambassador.
• Show respect for fellow travelers, staff, and locals at the destination.
• Show willingness to learn and engage in new experiences.

ICC Employee Expectations

• Adapt to unexpected changes in plans.
• Demonstrate cultural sensitivity and respect.
• Ensure inclusivity and accessibility for all students.
• Facilitate educational engagement.
• Maintain clear and consistent communication.
• Maintain proper documentation and reporting.
• Organize logistics effectively.
• Possess knowledge of the travel itinerary and destination. 
• Prioritize student safety and well-being.
• Provide supervision and guidance during activities.
• Resolve conflicts diplomatically. 
• Serve as positive role models for students.

Additional Provisions/Information

Underage Travel for Groups

Student group travel with a majority of those under 18 prioritizes safety, including risk assessments and emergency plans, with a supervision ratio of 1 to 7. It aligns with educational goals, integrating academic coursework, research, or service-learning.

Emergency Contact Process

• Immediate Response:
  • The supervising staff or faculty member assesses the situation and ensures the safety of all students.
  • Administer first aid or call emergency services (911) if there is an immediate health or safety threat.
• Notification of Authorities:
  • If not already involved, inform local authorities (police, fire department, medical services) as required by the nature of the emergency.
• Initial Communication:
  • Contact your immediate supervisor, if not available, call Illinois Central College Police at (309) 694-5111
  • Provide details of the emergency, including the nature of the incident, location, number of people involved, and any immediate actions taken.
• Internal Notification:
  • Your immediate supervisor or Illinois Central College Police will inform key personnel, such as the Dean of Students, the Vice President of Student Success, and the Executive Vice President of Academic Affairs forming an Emergency Contact Team.
• Parental/Guardian Notification:
  • The Emergency Contact Team will coordinate reaching out to the family, parents, or guardians of the affected students, providing them with information about the situation and any steps being taken.
• Coordination of Support:
  • Coordinate with local authorities and emergency services as necessary.
  • The Emergency Contact Team will arrange for any additional support or resources needed, such as medical care, counseling services, or transportation back to the campus.
• Documentation and Reporting:
  • Document all details of the incident, including actions taken, communications made, and any follow-up steps required.
  • Prepare an incident summary to be reviewed by the institution’s administration.
• Follow-Up:
  • Ensure that affected students receive any ongoing support or resources they need.
  • The Vice President of Student Success will conduct a debriefing with all involved parties to evaluate the response and identify any areas for improvement in emergency procedures.