Travel

Student Activity/Travel

In order to assure that all off campus student activities and travel are within the course and scope of the EMCC's mission, and that student safety issues have been addressed, all activities/travel must be approved in advance by an appropriate administrator.  

Travel for Maricopa employees and students is governed by Administrative Regulation 1.15, a subsection of the Fiscal Management Administrative Regulation.  Travelers are required to be in approved travel status before traveling.

Off Campus Student Activity/Travel

By definition, off campus student activity/travel is any off campus activity/travel that involves EMCC students, is organized/sponsored by EMCC and is for a specific date, time and place. 

  • Activity/Travel examples include:

    • a class activity/field trip that is in addition to or in place of the regular class location

    • an organized activity related to a student group or organization

    • an organized activity for a group of MCCCD/EMCC students

    • an organized activity for a group of MCCCD/EMCC students in a specific program or project

  • MCCCD/EMCC full-time employee, who is the primary faculty/chaperone, must accompany the students on the off campus student activity/travel

  • Off campus student activity/travel do not include independent studies for a class, internships or service learning unless for a specific date, time and place

  • Only students can participate in the off campus student activity/travel. Student means all persons who are registered for classes, or otherwise entered into any other contractual relationship with MCCCD/EMCC

  • Non-students may NOT participate in the off campus student activity/travel. Non-students include: significant other of chaperone or student, children of chaperone or student, family/friends of chaperone or student

  • Any class related off campus student activity cannot go outside Maricopa County

In State Off Campus Student Activity/Travel

All in state off campus student activity/travel must be submitted to the appropriate Dean for initial review and approval. Off campus activity/travel within Maricopa County that has expenses OR is outside of Maricopa County will also require a FMS Travel Authorization.

Out of State Off Campus Student Activity/Travel

All out of state student travel must be submitted to the appropriate Dean and Vice President for initial review and approval and will also require a FMS Travel Authorization.

Approval Timeline for Off Campus Student Activity/Travel

  • Within Maricopa County - a minimum of two (2) weeks prior to departure date

  • In State - Outside Maricopa County - a minimum of three (3) weeks prior to departure date

  • Out of State - a minimum of six (6) weeks prior to departure date

  • Off campus activity/travel within Maricopa County that has expenses OR is outside of Maricopa County will also require a FMS Travel Authorization and will add additional weeks to approval timeline

 Primary Faculty/Chaperone

  • MCCCD/EMCC full-time employee, who is the primary faculty/chaperone, must accompany the students during the entire off campus student activity/travel

  • In State without Overnight: The primary chaperone for the off campus student activity/travel that is in state without an overnight can be any of the following employees: exempt employee, residential faculty, non exempt employee or adjunct faculty

  • Within Maricopa County with Overnight: The primary chaperone for the off campus student activity/travel that is in state - within Maricopa County and overnight must be chaperoned by either an exempt employee or residential faculty

  • In State - Outside Maricopa County with Overnight: The primary chaperone for the off campus student activity/travel that is in state - outside Maricopa County and overnight must be chaperoned by either an exempt employee or residential faculty
  • Out of State:  The primary chaperone for the off campus student activity/travel that is out of state must be chaperoned by either an​ exempt employee or residential faculty

  • Part-time employees cannot be the primary chaperone for the off campus student activity/travel

Funding

Off campus student activity/travel with expenses must be budgeted/earned/revenue received and approved by the appropriate administrator through the proposal process.

  • There is no guarantee that the off campus student activity/travel will be funded by the college

  • Funding must be budgeted/earned/revenue received prior to the Off Campus Student Activity form being routed for approval. Review Approval Timeline for Off Campus Student Activity/Travel for timelines

  • Students may be responsible for funding a portion of the activity/ travel

  • Per Professional Growth guidelines, professional growth funds cannot be used to support chaperone expenses related to off campus student activity/travel

  • Clubs and organizations must adhere to the additional travel process outlined by Student Life & Leadership Office

  • Off campus student activity and funding will be initially reviewed and approved via the Off Campus Student Activity -Class and Non Class forms

Off Campus Student Activity - Class Process

  1. Faculty identifies location, date, etc for off campus student activity/travel

  2. Faculty confirms available revenue in Fund 250 course fee Dept if expenses

  3. Faculty completes Off Campus Student Activity - Class form

  4. Faculty attaches class roster with student phone numbers to form

  5. Faculty collects and attaches Assumption of Risk & Release of Liability (AOR) forms for all students attending

  6. Faculty routes Off Campus Student Activity - Class form for approval/signatures

  7. Faculty reserves college vehicle and confirms location

  8. Faculty creates/routes FMS Travel Authorization if activity has expenses

  9. FMS Travel Authorization is approved

  10. Faculty and students go to off campus student activity

  11. Faculty submits FMS Expense Report if activity has expenses

Off Campus Student Activity - Non Class Process

  1. Primary faculty/chaperone identifies location, date, etc for off campus student activity/travel

  2. Primary faculty/chaperone confirms available funding

  3. Primary faculty/chaperone completes Off Campus Student Activity - Non Class form

  4. Primary faculty/chaperone attaches student roster/list with student phone numbers to form

  5. Primary faculty/chaperone collects Assumption of Risk & Release of Liability (AOR) forms for all students attending

  6. Primary faculty/chaperone routes Off Campus Student Activity - Non Class form for approval/signatures

  7. Primary faculty/chaperone creates/routes FMS Travel Authorization if activity has expenses

  8. FMS Travel Authorization is approved

  9. Primary faculty/chaperone reserves college vehicle and confirms location

  10. Primary faculty/chaperone and students go to off campus student activity

  11. Primary faculty/chaperone submits FMS Expense Report if activity has expenses or out of Maricopa County