Policies & Procedures



Student travel for instruction-related contests, musical performances, experiential learning, student government conventions, and other appropriate activities, must be approved by the Vice President of Academic Affairs for approval and reimbursement. Reimbursement for approved travel shall be made within the limitations of the budget and or provisions of Section 131.00 of the Policies and procedures Manual. Any exceptions to this policy must be authorized by the President.

  1. Requests for student travel must be submitted to the Vice President of Academic Affairs by the sponsor of the organization or activity at least one week prior to the trip. If approval for experiential learning is granted, faculty and students shall adhere to guidelines established by the Vice President of Academic Affairs.
  2. The Vice President of Academic Affairs shall determine the proper mode of transportation, condition of travel, and method of reimbursement.
  3. Notice of approved absence from classes will be announced in writing by the Vice President of Academic Affairs as far in advance of the absence as is practical.
  4. Students shall not be permitted to drive College vehicles.
  5. Students who travel to College sponsored activities or events in College vehicles are expected to return in those vehicles unless arrangements were made in writing prior to travel with the activity/event sponsor. In the event of an emergency or extenuating circumstance, permission to return other than in College vehicles must be approved by the activity/event sponsor in writing.
  6. All reimbursement forms must be approved by the Vice President of Academic Affairs, and approved expenses shall be charged to the budgetary account of the organization or activity. Approved expenses shall be reimbursed at actual cost, upon presentation of an original receipt, except that subsistence shall be reimbursed at $7.00 per meal (limit 3 per day).
  7. Expenses for early arrivals, stop-overs, side trips, late departure, or other non-College related expenses will not be reimbursed by the College.
  8. In order to represent the College in activities on a National level, students must be a student in good standing.
  9. A College sponsor shall accompany students to instruction-related national level competition provided no other sponsor is designated by another recognized agency.
  10. The College will reimburse each qualified student in competition for expenses up to an amount equal to the agency contribution for such purposes. In the event there is no state or other guaranteed contribution for travel expenses, the College will reimburse such expenses on a pro rata basis as determined by the Vice President of Academic Affairs.
  11. This policy statement does not preclude a department of instruction from allocating departmental funds for defraying expenses as described herein.
  12. Extraordinary activities, not a part of the regular schedule, for which estimated expenditures will exceed $500.00 of the College funds shall be submitted to the Vice President of Academic Affairs.


Adopted January 18, 1971
Revised May 11, 1976
Revised December 8, 1978
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 1, 2004
Revised July 21, 2008
Revised June 21, 2010