All University staff employees accompanying student and non-student travel groups during the normal work day or outside of the normal work day.
The purpose of this Policy is to provide guidelines to University staff employees accompanying student and non-student travel groups.
Staff are often needed to accompany student travel groups during the normal work day or outside of the normal work day. Non-student groups, such as an alumni group, may also require additional staff to help with a day trip or an overnight trip.
The following guidelines should be followed:
The employee must receive permission from their immediate supervisor. If the supervisor determines that it is not in the best interest of the department for the employee to be out of the office, the request will be denied.
Preference is given to employees who work directly with the program.
Employees of the University may be given time off to chaperone without using personal vacation time. If they are not needed as a chaperone but would like to participate, the time off will be deducted from available time in their vacation bank. Up to 7.5 hours annually will be used under the volunteer paid time off policy.
If a non-exempt employee volunteers to chaperone, they will receive their normal rate of pay for each day they are volunteering.
If employee is non-exempt and is required to attend the trip, pay will be determined per FLSA guidelines for travel.
Chaperones are expected to adhere to all applicable University policies and procedures. No alcohol consumption is permitted when traveling with a student group.
Chaperones may not share private rooms with students.
Expenses paid by the University are determined by the budget of the specific trip. The employee may be responsible for some or all expenses related to the trip.
If the employee will be driving a vehicle, they must be at least 21 years of age, possess a valid driver’s license and have current liability insurance. Evidence of driver’s license and insurance must be submitted to the Human Resources Office at least two weeks in advance of the trip. A Motor Vehicle Report will be conducted on volunteer drivers.
RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS