Study Away - Traveling with Students

This page is for Schreiner Faculty and Staff who are planning to travel with Schreiner students.  Information on the following topics are available on this page:

  • Course-Related Domestic and International Travel Seeking Schreiner Experience Funds
  • Non-Course Domestic and International Travel Seeking Schreiner Experience Funds
  • Travel that Requires Approval Even If You Do Not Seek Schreiner Experience Funds
          Domestic Overnight Travel
          Inherently Dangerous
          Domestic Overnight/Inherently Dangerous
          International
  • Travel with an RSO (Recognized Student Organization)
  • Travel with Athletes

Additional Resources available on this page:

  • Liability Waivers
  • Driving Schreiner Students
  • Center for Disease Control (CDC)Travel Immunizations Information


COURSE-RELATED DOMESTIC AND INTERNATIONAL TRAVEL SEEKING SCHREINER EXPERIENCE FUNDS

All courses seeking funding for travel must complete both the appropriate Academic Affairs forms and the Study Away Course-Related Travel Addendum.  Course-related travel will be evaluated twice a year by the Study Away Committee who will make their recommendations to the Provost.

Course-related travel must be proposed at least one year in advance:
  - October 1st for courses running the following summer and fall semesters
  - March 1st for courses running the following spring

Early applications are encouraged and may be submitted up to four years in advance.  Courses that run on a recurring basis need to submit updated materials each year the trip is slated to run.

APPLICATION PROCEDURE


First, select and complete the appropriate Academic Affairs form:
     - Topics Course Proposal
     - Course Change Proposal
     - New Course Proposal

Second, complete the Study Away form:
     - Study Away Course-Related Travel Addendum

Third, submit these forms for approval and signatures.

Once your dean has approved of your course they will send your Academic Affairs form, Study Away Addendum, and other supporting documents to the Coordinator of the Changing Global Society Initiative.  All approved documents must be received by said Coordinator by the dates listed above.
    
Fourth, course-related travel will then be evaluated twice a year by the Study Away Committee who will make their recommendations to the Provost.

Fifth, The Provost will then send your course proposal on to the Academic Affairs Committee by the deadlines stipulated on their forms.



NON-COURSE DOMESTIC AND INTERNATIONAL TRAVEL SEEKING SCHREINER EXPERIENCE FUNDS
Non-course related travel led by Schreiner Faculty and Staff may be eligible for funding.

To apply for funding the trip leader must follow the following procedure:

First, complete the Study Away form:
     - Study Away Non-Course Travel Application

Second, submit your application and supporting documents to your Dean for approval.
    
Third, once your dean has approved of your travel they will send your Study Away Application and other supporting documents to the Coordinator of the Changing Global Society Initiative.  All approved documents must be received by said Coordinator a minimum of 30 days in advance of the proposed travel or the date on which travel must be booked.  Early applications are encouraged and may be submitted up to 3 years in advance.
    
Fourth, non-course related travel will then be evaluated by the Study Away Committee on a rolling basis. The committee will then make their recommendations to the Provost.



TRAVEL THAT REQUIRES APPROVAL EVEN IF YOU DO NOT SEEK
SCHREINER EXPERIENCE FUNDS
Even if no funding from Schreiner is necessary or required for travel with students, there are certain cases where travel needs to be approved and liability waivers signed by participants.

  • Domestic Overnight Travel
  • Inherent Danger (e.g. physical exertion, bodies of water, heights, exposure to chemicals, etc.) *If you are unsure if your trip falls under this category, contact the office of the VP for Administration & Finance who will check with our underwriter.
  • Domestic Overnight Travel/Inherent Danger
  • International Travel

In all four of these cases, you need to follow the following procedure:

First, complete the following form:
     - Schreiner Travel Request

Second, submit your application and supporting documents to your Dean no less than a week in advance of the requested travel or the date on which travel must be booked.

Third, if the request is approved liability waivers for all participants are due to your dean before your trip departs.

  • Liability Waivers  (see below)


TRAVEL WITH AN RSO (Recognized Student Organization)
Details here:   http://students.schreiner.edu/activities/docs/RSOTravelingPolicies.pdf



TRAVEL WITH ATHLETES


For information on traveling with Schreiner student athletes contact:


Ron Macosko
Director of Athletics
(830) 792-7482
rpmacosko@schreiner.edu



LIABILITY WAIVERS

  - Guidelines for Waivers of Liability for Student Travel (current draft)
  - Definition of Duty of Care
  - Domestic Overnight Travel Waiver (current draft)
  - Inherent Danger Waiver (current draft)
  - Domestic Overnight Travel/Inherent Danger Waiver (current draft)
  - International Travel Waiver (current draft)

Please note that some of these documents are in draft form. All forms should be finalized by the Fall 2014 semester. However, we recommend using the current drafts until the final versions are posted.

*If you have any further questions about liability or whether your trip applies to a particular category, please contact the office of the VP for Administration & Finance.



DRIVING SCHREINER STUDENTS


Institution-authorized drivers are required if:
    - The student group or activity is associated with Schreiner University, or
    - The activity has been authorized by Schreiner University, or
    - Dollars to fund the activity pass through Schreiner University or its accounts

You MUST be an institution-authorized driver to drive a Schreiner vehicle.  It is recommended that you become an institution-authorized driver before you drive with Schreiner students in your personal vehicle.  If you are an institution-authorized driver, you do not need to collect liability forms from students you are transporting unless your travel falls into one of the four liability-waiver-required travel categories (see Liability Waivers above).

How do I become an Institution-Authorized Driver?
Please contact the office of the VP for Administration & Finance.



Center for Disease Control (CDC) Travel Immunizations Information



 


           

©