STUDENT DOMESTIC TRAVEL
Departments, colleges and auxiliaries require and offer a variety of sponsored offsite activities to students to enhance their academic or co-curricular experience. Sponsorship assigns responsibility and clearly identifies a commitment to coordinating a funded or non-funded off-site activity. Those activities include but are not limited to: student club activities, travel intrinsic to a course, offsite projects, field trips, conferences and workshops.
Departments, colleges or auxiliaries may ask that students participate in contractual student field placement opportunities. Please go to the campus Student Field Placement Policy and Procedures for more information.
These guidelines do not apply to Foreign Travel. Please refer to Global Education for questions regarding study abroad or travel to Mexico. Foreign travel insurance is available for purchase through Risk Management & Safety.
Departments, colleges and auxiliary sponsors are asked to review the necessity of student travel, as well as destination/s, activities, and value to the student, since travel does create additional exposure to risks for the student and for CSUSM.
Sponsoring departments, colleges and auxiliaries that are planning to require or offer students offsite opportunities should familiarize themselves with the necessary Student Domestic Travel guidelines and forms listed below. Departments, colleges and auxiliary sponsors should assist students in the completion of all student travel forms and ensure that all forms are retained by the office of record for a period of not less than three (3) years from the completion of the travel.
STUDENT DOMESTIC TRAVEL GUIDELINES
Student Domestic Travel Guideline
Student Domestic Travel Checklist
STUDENT DOMESTIC TRAVEL FORMS
For your convenience, RM&S has provided links to the travel-related forms you will need. Please contact the appropriate departments for additional details or assistance in submitting these forms.
Provost - Student Air/Ground Authorization Form
VP Student Affairs - Student Air/Ground Authorization Form
This applies to all students traveling by air or charted bus. A copy should be maintained by the sponsoring department, college or auxiliary.
Student Conduct Agreement
Students should adhere to the CSU Student Conduct Agreement per Executive Order 970. The original form should be maintained by the sponsoring department, college or auxiliary.
Single Release, Hold Harmless, Informed Consent and Emergency Contact Form
A Release, Hold Harmless, Informed Consent and Emergency Contact form should be distributed to the students by the sponsoring (funded or non-funded) department, college or auxiliary in advance of their travel. All students participating in a voluntary domestic offsite experience should complete and submit this form to the appropriate department, college or auxiliary sponsor. All signed releases, individual or group, are to be collected and maintained by the sponsoring department, college or auxiliary. This form should be maintained by sponsoring department, college or auxiliary. A copy should be sent to University Police
Group Release, Hold Harmless, Informed Consent and Emergency Contact Form
A Group Release, Hold Harmless, Informed Consent and Emergency Contact Form is available for large groups. The original should be maintained by the sponsoring department, college or auxiliary during the trip. A copy should be sent to University Police prior to the start of travel. University Police will retain the copy until the travel is complete. Please note that students who are minors must have a parent or guardian sign page two of the Individual Release, Hold Harmless, Informed Consent and Emergency Contact Form and attach it to the group travel form. This form should be maintained by sponsoring department, college or auxiliary. A copy should be sent to University Police.
Student Travel Approval/Funding Form
Student domestic travel is approved and/or funded by the sponsoring department, college or auxiliary. A copy should be maintained by sponsoring department, college or auxiliary whether funded or non-funded. The original should be submitted with a completed Travel Expense Claim (STD 262) to Accounts Payable Travel for funded travel.
Travel Expense Claim Form (STD 262)
A Travel Expense Claim Form (STD 262) is required for processing travel reimbursement expenses. Students must be currently enrolled by the University in order to receive reimbursement for driving a personal vehicle on University business. A copy should be maintained by the sponsoring department, college or auxiliary. The original should be submitted to Accounts Payable Travel when funded.
Student Private Auto and Medical Confirmation Statement
This form should be maintained for funded or non-funded travel. This form serves as authorization for a student to drive a privately owned vehicle and confirms the student's auto and personal medical insurance. A copy should be maintained by the sponsoring / funding department, college or auxiliary.
OTHER STUDENT TRAVEL
All departments, colleges or auxiliaries who develop or administer activities which require student travel must be familiar with current campus policies governing travel and field placements. The Student Domestic Travel guidelines have been developed in accordance with; CSU Travel Policy, Executive Order 1041 Student Travel, Executive Order 970 Student Conduct, Executive Order 688 for Delegation of Authority, Coded Memo FS 2009-01, CSUSM Presidents Memo 12/1/08 for authorized signers, California Education Code 66010.1 et seq., 89230, 89310 and Procedures for Auxiliary Organizations of the California State University, sections 9.7 and 15.
In addition to the information found here and depending upon your program and/or funding source, additional information and resources may be found at:
Accounts Payable Travel Desk
Academic Affairs Student Travel
Student Affairs Student Travel
Student Life and Leadership Student Travel
Student Field Placement
Office of University Global Education
CSU International Programs
Athletics Travel
Associated Students, Inc. Travel
