Student Travel

SWAG��Ƶ-Funded Trips

If you wish to qualify for a University-funded academic or club trip, follow these steps:

Complete the online .
Complete a Medical Information Form (PDF)* (only if you will be participating in a high-risk wilderness activity).
Prior to your departure, confirm that you have received the Student Trip Leader or University Representative contact information to be used in an emergency.

*If you have previously completed a Medical Information Form it will be on file for one academic year in the Office of Graduate and Professional Student Affairs. You do not need to complete a new form for each activity. You are welcome to verify and/or make modifications at the Graduate and Professional Student Affairs office.

Student Travel Policy

Definition of a Student Trip

A "student trip," under the scope of this travel policy, is defined as any off-campus activity, within the functions and scope of the Division of Student Affairs, through which you make use of University-provided funds, University transportation, or the University’s name or likeness, including but not limited to club or organization or academic program names related to your travel. A student trip includes travel to, from, or during the activity only when you are traveling in a University vehicle or when otherwise so indicated on the Trip Approval. A student trip does not include travel between the Biddeford and Portland campuses, except as defined below as “local travel.”

Definition of Local Travel

"Local travel" is defined as travel within the Biddeford and Portland areas or to University-leased facilities when your official responsibilities with the University (Resident Assistants, Orientation Leaders, Work Study) require the travel as a function of or directly related to your official responsibilities.

International Travel

All trips taking place outside of the United States must first get approval from the Global Education Program. For student clubs and organizations wishing to travel outside of the U.S., please refer to the “SWAG��Ƶ Guidelines for Student Club or Organization Programs Abroad,” where you will find additional policies, processes, and requirements.

Registering of a Trip

If you are going to be traveling through your affiliation with SWAG��Ƶ, you must complete the online Student Travel Registration and Waiver Form. The information from this form will be placed in a Google document and forwarded to the corresponding academic office or organization advisor. Each academic office or organization may enforce its own supplemental registration procedures, so long as they it adheres to the requirements outlined in this policy. The travel document details who is attending the trip, provides contact information, travel timeframe, a list of destination(s), and other information pertinent to the trip.

All student travel must be verified/approved by the Director of Student Engagement (Biddeford Campus), Assistant Dean of Students (Portland Campus), or one of their designees. All approved trips will be classified under the Tier System. Please refer to the Tier System for further explanation and for the requirements for participating in Tier I, Tier II and Tier III travel.

Tier I travel requires registration a minimum of 15 days prior to your departure.
Tier II and III travel require registration a minimum of 30 days prior for conference travel requiring accommodations, flight and/or event registration, or 15 days for all other travel activity.
Tier II and III travel may require a risk management plan detailing information on local emergency resources, potential risks, and proposed management. Please note, that where applicable, proof of insurance from the trip site may be required for approval and registration.

If you will be participating in a trip, you must complete the online Student Travel Registration and Waiver Form and submit the Medical Information Form. All forms should be brought to the Office of Student Engagement Biddeford Campus) or the Office of Graduate and Professional Student Affairs (Portland Campus) no later than 48 hours prior to your departure. The office will provide you with copies of your forms in a sealed envelope for you to bring to your Trip Leader(s) or University Representative(s) so that they can have your medical information available in the event of an emergency during the trip. The originals will stay on file with Student Affairs.

Student Participant Expectations

It is your responsibility to understand and obey all University policies. Inappropriate behavior while on your trip or during events associated with your trip will be referred to the Student Conduct Office (Biddeford Campus) or to the Assistant Dean of Students (Portland Campus). In the case that guests are permitted to accompany you on the trip and at corresponding events, you should understand that you are responsible for the behavior of your guest(s) and may be held responsible for any policies that they violate. You may be removed from a trip because of your behavior or that of your guests at the discretion of the University Representative on your trip, in consultation with the On Campus Contact. You will be responsible for the costs associated with your removal from the trip.

Emergency Procedures

As a student traveler, Trip Leader, or University Representative, you will be given an On Campus Contact to call in case of an emergency. The on-campus contact will determine the frequency of contact with the Trip Leader or University Representative. If Medical Forms need to be consulted, the Trip Leader or University Representative must call the on-campus contact immediately. If there are any other behavior or safety-related concerns, the on-campus contact must be consulted at the time of the incident.

General Requirements and Duties of the Trip Leader and University Representative

Unless the director of Student Engagement (Biddeford Campus) or the assistant dean of students (Portland Campus) in his/her discretion directs otherwise, at the time of approval of student travel, any Tier III trip will require a full-time or part-time University faculty member, staff member (referred to as a University Representative) to attend.

It is strongly recommended that the organization’s advisor or person affiliated with the group be the person to attend. Any high-risk wilderness activity will require a minimum of one certified Wilderness EMT/First Responder in attendance.

The University Student Trip Leader is there to provide general guidance of the student trip. This individual carries the copies of medical forms and will consult with the on-campus contact at the time of any emergency or change in the itinerary. This individual will report any behavioral issues that occur on the trip to the on-campus contact upon returning to campus. Frequency of contact with the On Campus Contact will be pre-determined.

Trip participants will be provided with the Trip Leader's contact information for emergency needs. At the discretion of the Director of Student Engagement (Biddeford Campus) or the Assistant Dean of Students (Portland Campus), the Trip Leader may be requested to attend a brief training and planning meeting with a staff member of the previously mentioned offices.

The University Representative on the student trip is there to monitor student safety and to represent the interests of the University throughout the trip. This individual will carry the copies of Medical Forms and will consult with the On Campus Contact at the time of any emergency or change in the itinerary. This individual will address all behavioral issues that occur on the trip and report all addressed behavior to the On Campus Contact upon returning to campus. Trip participants will be provided with the University Representative's contact information for emergency needs. At the discretion of the Director of Student Engagement (Biddeford Campus) or the Assistant Dean of Students (Portland Campus), the University Representative may be requested to attend a brief training and planning meeting with a staff member of the previously mentioned offices.

**Please refer to Human Resources Addendum

The On Campus Contact will be available via telephone/email to consult with the Student Trip Leader or University Representative as pre-determined or needed. He or she will keep readily accessible throughout the duration of the trip participants' Medical Forms in case they are needed. He or she will report any imminent safety concerns to the Director of Student Engagement (Biddeford Campus) or the Assistant Dean of Students (Portland Campus). If safety concerns are not imminent, this individual will follow up with a report to the appropriate persons. The On Campus Contact also has sole discretion to cancel or postpone a trip due to national, weather-related, or other emergencies.

Exceptions

Exceptions to this policy are to be made only by the Director of Student Engagement (Biddeford Campus) or the Assistant Dean of Students (Portland Campus) or a designee.

Travel Tiers

Tier I Travel

Tier I Travel is travel that is related to local needs for meetings, activities, local conference/meeting attendance, etc., or is a low-risk activity. It requires advanced registration and 15-day minimum advance registration for local day travel.

You complete the online Student Travel Registration and Waiver Form.
The Student Travel Registration and Waiver Form information is received in the Office of Graduate and Professional Student Affairs and then moved into the appropriate academic department/advisor's Google document related to the trip.
The department/advisor tracks registration in the Google document.
The travel is approved by the Assistant Dean or an authorized designee.
The Medical Information Form is verified.
The On-Campus Contact holds copies of all Medical Forms.
You receive On-Campus Contact information.

Tier II Travel

Travel is defined as Tier II if it is overnight, three or more hours from campus, or involves medium-risk activity. It requires advanced online registration and carries a 30-day minimum advance registration requirement for travel involving accommodations, airfare, and/or event registration fees. If it does not include accommodations or fees, then only 15-day advance registration is necessary.

You complete the online Student Travel Registration and Waiver Form.
Your Student Travel Registration and Waiver Form is received in the Office of Graduate and Professional Student Affairs and then moved into the appropriate academic department/advisor's Google document related to the trip.
The department/advisor tracks registration in the Google document.
The travel is approved by the Assistant Dean or an authorized designee.
A Student Trip Leader or University Representative is designated.
The Medical Information Form is verified.
The Student Trip Leader or University Representative receives sealed copies of the Medical Forms.
The Student Trip Leader or University Representative receives On Campus Contact information.
You are provided with the Student Trip Leader or University Representative's contact information.
Your On Campus Contact determines the frequency of check-ins with the Student Trip Leader or University Representative.

Tier III Travel

Travel is defined as tier III if any of the following apply, travel is overnight, three or more hours from campus, there are ten or more participants, is in a wilderness setting, involves a high-right activity. It requires advanced online registration and carries a 30-day minimum advance registration requirement for travel involving accommodations, airfare, and/or event registration fees. If it does not include accommodations or fees, then only 15-day advance registration is necessary.

You complete the online Student Travel Registration and Waiver Form.
The Student Travel Registration and Waiver Form information is received in the Office of Graduate and Professional Student Affairs and then moved into the appropriate academic department/advisor's Google document related to the trip.
The department/advisor tracks registration in the Google document.
The trip is approved by the Assistant Dean or an authorized designee.
A University Representative is designated.
A minimum of one certified Wilderness EMT/First Responder is identified to participate in the high-risk trip.
The Medical Information Forms are verified.
The University Representative receives sealed copies of the participants' Medical Forms.
The University Representative receives On-Campus Contact information.
You are provided with University Representative contact information.
The On-Campus Contact determines the frequency of check-ins with the University Representative if they are deemed necessary beyond the group's initial arrival at the site and upon returning to campus.
The On-Campus Contact and University Representative review the risk management plan if required.

FAQ

You must register at least 30 days in advance for travel requiring accommodations, airfare, and/or event registration fees. Fifteen-day advance registration is required for all other travel activities.

Yes, but it is at the sole discretion of the approving staff member based on the type of trip. You may also not be able to obtain sponsored funding for the trip.

Yes, however you must fill out a Personal Vehicle Usage Form and turn it into the office through which your trip is being registered.

This is a question to ask the staff member you are working with to register the trip. They will advise you if proof of insurance is needed and assist you in obtaining that proof.

A pre-trip meeting may be required at the discretion of the approving staff member if you are traveling in Tier II or Tier III.

No you do not need to register and there is no paperwork to fill out.