Travel Expectations for Students & Advisors

Those participating or traveling in an off-campus club activity represent College of Western Idaho (CWI). Thus, it is essential for all behavior to meet the highest standards of integrity and propriety.

General Student Travel Guidelines

In planning student travel, the following policies and guidelines must be followed:

  • Eligible travel must be related directly to the club’s purpose.
  • All required documentation (e.g., Travel Request, Prior Approval for Student Travel, Student Travel Waiver and Release Form) must be completed and approved prior to any arrangements being made/purchased. All club travel purchases/arrangements are facilitated by the Office of Student Engagement.
  • Clubs must have funds available to be considered eligible for travel. For travel that exceeds $2,000, additional approvals will be required.
  • Reimbursements will not be given for any expenses if approval is not granted prior to travel.
  • Travel for academic purposes (to fulfill a course or program requirement) may not be paid through the club accounts.
  • CWI employees must accompany students on a trip and must follow the policy, ADMIN 060 – Travel & Meeting. CWI or club funds cannot be used to pay for the travel of people, including spouses or family members, who are not students or employees.
    • A ratio of one (1) employee to 10 students is required for overnight travel.
  • All relevant CWI policies and handbooks apply to students and employees for the duration of travel.

Departure Requirements

  • Traveler are neither permitted to individual depart before the rest of the group nor stay behind after a majority of the group leaves to return home.
  • In cases where one or more participants are not physically located in the Boise metro area, alternative plans may be necessary. Arrivals and departures should be timed as closely as possible.
  • At no time should a student be left without an employee while the rest of the group has departed to return home (e.g., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may leave a student stranded without resources for food, shelter, or alternate transportation.

Lodging Accommodations

  • Employees and students are prohibited from sharing a room in any situation.
  • Employees are required to have their own rooms.
  • Students will share a room with a minimum of two (2) in a room based on gender.
    • If minors are participating, rooming assignments will be determined in collaboration with the dean of students, Risk Management, and other identified stakeholders.

Personal Responsibility

  • Students traveling on behalf of CWI are responsible for their own health and injury insurance.
  • Students and employees will be expected to cover all expenses of a personal nature incurred solely for the convenience of the student or employees including, but not limited to, meals included in the cost of registration or provided by the event, room service, cancellation charges, late or early check in/out fees, lost or stolen cash or property, etc.
  • Expenses incurred while on personal leave, even if it is scheduled in conjunction with CWI sponsored travel, must be covered by the student or employee.

Early Return from Student Travel

During student travel, students may be required to leave earlier than scheduled. The following provide potential scenarios and outcomes for that specific student's case:

  • If a student is expelled or otherwise removed from an event or activity by the organizer, the student will be sent home immediately and will be responsible for any additional charges, pending the outcome of the student conduct process.
  • If a student’s behavior is inappropriate or disruptive, the advisor, in consultation with the dean of students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of the student conduct process. 
  • If a student chooses to leave the event or activity or fails to appropriately participate or engage (e.g., leaves the event without permission, fails to attend sessions, does not attend required events, refuses to participate in competitions, etc.) the advisor, in consultation with the dean of students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of the student conduct process.
  • If a student experiences an emergency which requires them to return home prior to the scheduled date of return, the student must communicate the emergency prior to leaving the event. The dean of students will determine if the student is responsible for any additional charges.

Student Travel Violations

Club members are required to uphold expectations in the Student Handbook at all times. If Student Handbook policies are violated on a trip, the club advisor is required to report those violations to the Office of Student Engagement. Student(s) in violation of these policies will be held accountable through the student conduct process. It is vital that club advisors keep a detailed record of the incident including:

  • Who was involved. 
  • Who witnessed the activity.
  • When and where the incident happened.
  • What the incident was.
  • What alleged policy violation occurred.