Student Conference Travel Policy

View this policy as a printable PDF

Purpose

The purpose of this policy is to establish student financial responsibility and expectations toward pre-approved conference related travel.  

Scope

This policy is applicable to travel related to optional departmental conference travel in which students are involved.   This policy applies to travel which requires transportation which cannot be supplied by the use of Academy vehicles and rail or air travel is necessary.

Policy

1.    Our primary regulation is that all Student Travel must be pre-approved by the appropriate Vice President. 
2.    International travel must be coordinated through the Academy Office of International and Multicultural Affairs.
3.    The student must front all expenses associated with any approved travel.
4.    The student will be reimbursed for 50% of documented travel expenses with a maximum of $1000.
5.    Reimbursement must be requested no later than 30 days after completion of travel.

Student Conduct and Responsibilities

  • Students involved in student travel, are expected and required to abide by the laws of the State of Massachusetts and of the United States and the rules and regulations of Massachusetts Maritime Academy, to conduct themselves in accordance with accepted standards of social behavior, to respect the rights of others, and to refrain from any conduct which tends to obstruct the work of the Academy or to be injurious to the welfare of the Academy community.
     
  • A student who violates these general standards of conduct may be subject to administrative actions and/or disciplinary penalties.
     
  • Student must attend all scheduled events and activities. Permission to leave the group must be received from the university representative who is in charge once all scheduled events and activities have concluded.
     
  • Students are responsible to arrive on time at all scheduled activities and events as indicated by school representatives and/or distributed itinerary.

Procedures

A written proposal and letter of endorsement from the department chair/department head (sponsor) must be submitted to the appropriate Vice President.  The proposal should be in essay or letter form and should include answers to the following questions:

  • How many students do you estimate will participate?
  • What are the proposed dates of the travel?
  • What is the proposed cost per student?
  • Is this opportunity intended as a one-time event or a continuing program?
  • What are the compelling reasons for the experience in the specific location?
  • Identify any source of external funding and the amount.

If approved the sponsor will submit a requisition to the appropriate Vice President’s office with each cadet’s “Student Travel Request Form” to encumber the funds at a maximum of $1000 per student.  The sponsor will distribute Travel and Accounting and Expense Report to the participating cadets and assist with travel arrangements.  The Cadet is expected to front all monies associated with the travel arrangements and document all expenses with clear legible receipts.

Upon completion of travel, the sponsor will collect the completed Travel and Accounting Expense Reports and receipts and submit to the Academic Dean’s office for payment processing.

This policy is owned by the Vice President of Finance who will coordinate any and all revisions.
 

Version Number Issued Date Changes Made By Description of Changes
1.0 1/1/2016 Rose Cass, VP Finance Initial Draft
1.1 5/24/2016 Executive Staff/President Final Draft-Approval