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September 2017

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Campus Covenant

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R.R. Hodges Chapel

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Luau

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TravelPolicies

Off-Campus Travel Policies

Off-campus travel may be academic or non-academic, and may involve a semester, a term, or some other period of time. 

Off-campus travel includes trips in which one or more of the following are involved: 
  1. students are recruited or required to travel under the aegis of MVNU;
  2. money is collected by MVNU faculty and/or staff;
  3. contracts need to be signed with a third party vendor;
  4. MVNU vehicles will be used and/or non-MVNU vehicles will be rented;
  5. the trip is outside Ohio; or
  6. involves more than two students.
Trip organizers are expected to follow MVNU travel policies and protocols, including the completion of required training and approved forms. Failure to abide by these procedures will result in cancellation of the trip. All contracts are to be signed by the Chief Financial Officer (or designee).

IMPORTANT: Click the appropriate category below (Level 1, 2 or 3) to access the required forms for each trip.

Approvals:

Trip organizers must obtain ALL approvals no later than December 1 of the school year prior to the school year in which the trip will be taken. To achieve this:
  • The trip organizer must submit (electronically) a proposal that follows the framework in the Off-Campus Travel Proposal to his/her School Dean (academic travel) or Supervisor (non-academic).
  • The School Dean/Supervisor will seek approval from the Vice President for Academic Affairs (VPAA)/appropriate Senior Leadership Team member.
  • Upon approval, the Dean/Supervisor will forward the proposal to the Academic Affairs office.
  • Off-campus programs that are listed in the current Catalog may be placed on the course schedule.
  • Off-campus programs that are not listed in the current Catalog must be approved by the VPAA before they may be placed on the course schedule.
  • Once an off-campus program is placed on the course schedule, the trip organizer may promote or recruit students for the program.

Notifications:

No less than two (2) weeks prior to departure, the trip organizer will submit the following to the Academic Affairs office:
  • course name/number;
  • names and ID numbers of students;
  • detailed itinerary;
  • departure and return times;
  • contact information for the trip leader;
  • emergency contact information for each participant; detailed emergency communication plan with specific phone numbers; and proof that each participant has successfully completed preventing sexual harassment training.
  • The Academic Affairs office will communicate this information to all necessary parties, including the MVNU Nurse.
  • Trip organizers are responsible for keeping medical releases on hand at all times during the trip and insuring that copies are housed in the appropriate academic or non-academic department.

Forms-Documents

Medical Release

International Student Teaching*

GUESTS ONLY

Approvals:

No less than four (4) weeks prior to the trip:
  • The trip organizer will electronically submit a proposal (purpose, budget, tentative itinerary) to the School Dean (academic) or Supervisor (non-academic) for approval.
  • Upon approval, the Dean/Supervisor will forward the proposal to the VPAA (academic) or appropriate Senior Leadership Team member (non-academic).
  • Trip organizers must use the budget checklist.
  • If a course fee is involved or the total cost of the trip is expected to be greater than $5,000, prior approval must be obtained from the Chief Financial Officer (or designee).

Notifications:

No less than two (2) weeks prior to the trip, the trip organizer will submit (electronically) the following to the Academic Affairs office/Supervisor:
  • course name/number; 
  • names and ID numbers of students; 
  • detailed itinerary; 
  • departure and return times; 
  • contact information for the trip leader; 
  • emergency contact information for each participant; and
  • proof that each participant has successfully completed preventing sexual harassment training. 
  • The Academic Affairs office/Supervisor will communicate this information to all necessary parties, including the MVNU Nurse. 
  • Trip organizers are responsible for keeping medical releases on hand at all times during the trip and insuring that copies are housed in the appropriate academic or non-academic department. 

Forms-Documents

Medical Release

GUESTS ONLY

Activities that fit within this category include (but are not limited to) ensembles, field trips, practica, internships, clinicals, and miscellaneous trips. Some activities take place during the designated course period; others do not.
Activities that occur during the designated course period: The trip organizer will notify Campus Safety of the activity no less than two (2) days prior to the activity and ensure that the below information is housed in their department. Trip organizers are responsible for keeping medical releases on hand during the activity and insuring that copies are housed in their department. Notification to Campus Safety is not necessary for practica, internships, and clinicals.
  • course name/number; 
  • names and ID numbers of students; 
  • departure and return times; 
  • contact information for the trip leader; 
  • emergency contact information for each participant; and 
  • proof that each participant has successfully completed preventing sexual harassment training. 
Activities that occur outside (in whole or in part) the designated course period:
If the activity impacts a trip participant's attendance in another class, the trip organizer will submit (electronically) the below items to the Academic Affairs office (academic activities) or Supervisor (non-academic activities) no less than two (2) days prior to the activity. If the activity does not impact the student's attendance in another class, the trip organizer is responsible for keeping medical releases on hand during the activity and insuring that copies are housed in the appropriate department.
  • course name/number;
  • names and ID numbers of students;
  • departure and return times;
  • contact information for the trip leader;
  • emergency contact information for each participant; and
  • proof that each participant has successfully completed preventing sexual harassment training. 

Forms-Documents

Medical Release

GUESTS ONLY