Excursion Policy

The New School Policy on University-Sponsored Excursions

The University supports programs and activities that enrich the educational, artistic, and cultural experience for students pursuing higher education at New School University. From time to time, these may include excursions away from the campus. Excursions complement classroom learning and enrich student life activities. In order to ensure the health and well-being of students who participate in University sponsored excursions, the following procedures apply effective November 1, 2000.

The Senior Vice President for Student Services will work with the sponsor of the excursion to ensure that all health and safety issues have been addressed. These issues will differ from excursion to excursion. The following guidelines will apply to every excursion:

• No member of the University—faculty, staff, or student—is to serve as driver for a University-sponsored excursion or shall house any students in an apartment, home or other facility owned by any faculty or staff member.
• Each student attendee is to file a release form, emergency contact sheet, and an excursion agreement.
• In some cases, a student life chaperone will be designed to accompany the group. (Revenue sources will have to accommodate this expense.)
• The on-site coordinator of the excursion or student life chaperone is to immediately contact the Senior Vice President for Student Services if there is an incident during the excursion. In addition, a travel incident report must be completed and faxed within 24 hours of the incident. The Senior Vice President is also to be contacted when the excursion has concluded.
• Each student attendee must provide documentation of current health insurance coverage.
• No promotion or public advertising for any excursion is to take place until approval for the excursion has been granted.
• Excursion proposals must be submitted with ample time for review, revision, and upon approval, excursion planning.
• International students will have to begin planning, with the help of their international student advisors, at least two months prior to the start of the semester in which traveling.

Domestic Travel: Authorization and Approval

FACULTY who wish to plan an excursion for students whether as an extension of classroom learning, or for artistic and/or cultural experience, must first submit a written proposal to the Dean of the academic division in which the course is taught, or in which the students are enrolled. The proposal must include the following information:

Excursion

• purpose
• destination
• length of trip
• attendees
• supervision
• mode of transportation
• food and lodging
• schedule of activities
• contact names and numbers—provisions for emergencies

Cost

• revenue source
• direct cost to students
• method of payment
• applicable budget codes

Upon authorization from the Dean, the proposal is to be forwarded to the Senior Vice President for Student Services who will provide the faculty member with specific measures that address health and well-being issues and approve the excursion as an official University-sponsored activity. The Executive Vice President’s office will not process payments, agreements, or contracts related to student excursions which have not been approved by the Senior Vice President for Student Services.

STUDENTS who, through participation in a recognized student organization, wish to plan an excursion as a cultural, educational, or social activity must submit a written proposal to the Director of Student Development. The proposal must have the signature of the group’s advisor and include the following information:

Excursion

• purpose
• destination
• length of trip
• attendees
• supervision
• mode of transportation
• food and lodging
• schedule of activities
• contact names and numbers—provisions for emergencies

Cost

• revenue source
• direct cost to students
• method of payment
• applicable budget codes

Upon authorization from the Director, the proposal must be forwarded to the Senior Vice President for Student Services who will provide the group with specific measures that address health and well-being issues and approve the excursion as a University-sponsored activity.

STAFF who wish to sponsor an excursion for students as a cultural, educational, or social activity must submit a written proposal to the Senior Vice President for Student Services. The proposal must include the following information:

Excursion

• purpose
• destination
• length of trip
• attendees
• supervision
• mode of transportation
• food and lodging
• schedule of activities
• contact names and numbers—provisions for emergencies

Cost

• revenue source
• direct cost to students
• method of payment
• applicable budget codes

Upon approval from the Senior Vice President, the staff will receive specific measures that address health and well-being issues.

INTERNATIONAL TRAVEL

All programs and activities involving students at New School University, which include excursions away from campus and traveling internationally, must be approved well in advance by both the Senior Vice President for Student Services and the Executive Vice President of the University.

Any person planning such an excursion for students, whether faculty, staff, or students through participation in a recognized student organization, must submit a written proposal (at least 6 months before the planned departure) to the Senior Vice President for Student Services. The proposal must include the following information:

Excursion

• purpose
• destinations
• required visas, passports, or identification papers/procedures
• length of trip
• attendees
• supervision
• modes of transportation
• food and lodgings (private residence, hotel, hostel, university housing)
• schedule of activities
• contact names and numbers—provisions for emergencies
• required immunizations and/or other pre-travel medications

Cost

• revenue source
• direct cost to students
• method of payment
• applicable budget codes

All students must provide documentation of current health insurance coverage. In addition, the University subscribes to the SIS International Travel Assistance Program, a comprehensive program which provides emergency medical and security assistance, including evacuations when necessary.