Academic Travel Process

External Activities

*Please Note* Faculty, staff and departments planning off-campus activities and travel involving students will need to obtain approval from the Office of Academic Engagement in advance. Please contact Brock Brenneman (bbrenneman@calbaptist.edu) at least a week ahead of the planned activity for approval.

TRAVEL DOCUMENTATION

LOCAL (within 50-mile radius) TRAVEL

Documents required for students driving/carpooling to CBU sponsored event within the 50-mile range (using paper forms until process in new online system is completed):

Forms to be kept on file in the department office and sent with the supervising faculty:

Authorization to Operate Personal Vehicle Form
Copies of Driver's License for each driver using private vehicle
Copies of Proof of Insurance for personal vehicles for each driver using private vehicle
Emergency Contact and Release of Liability
Refusal of CBU Transportation form - this form is only to be completed if you are providing transportation and they are refusing to take the CBU transportation

Form to be kept in office, sent with faculty, and sent to the Office of the Provost (bbrenneman@calbaptist.edu) and Student Services (ear@calbaptist.edu)

External Activities Report - Please include emergency contact information for student, faculty, and staff travelers.
- Please title each EAR email with dates of travel, the discipline, and the location in the subject line of the email. (Ex. 06.11.18 - 06.22.18, MBA, Germany)

DOMESTIC (within the US) TRAVEL: If there is an academic and/or scholarship requirement or this is a CBU sponsored event and the travel is outside of a 50-mile radius of CBU, CBU must provide transportation and students are expected to take University transportation. Students may refuse University transportation by completing the Refusal of CBU Transportation form under extenuating circumstances.

Due one month before travel (forms online):

Faculty Leader Travel Documents (forms online)

Due one week before travel (using paper forms until process in new online system is completed):

Emergency Contact and Release of Liability - We must have emergency contact information for all students, staff, and faculty travelers. Keep form in office and send with faculty.
External Activities Report - Please include emergency contact information for student, faculty, and staff travelers. Keep form in office, send copy with faculty, and send copy to Provost's Office.
Refusal of CBU Transportation form - this form is only to be completed if they are refusing to take the transportation provided by CBU. Keep form in office and send with faculty.

INTERNATIONAL TRAVEL (all forms online)

Documents required for Trustee Travel Location Approval for International Academic Student Travel: The location must be approved by the Board of Trustees before faculty may begin advertising the trip. The Form can be found online through the ONLINE Link posted under Online Forms.

Please submit the necessary forms to the Provost's Office by March 1.

You will receive an email from the Director of Academic Engagement notifying you of the status of your application via email in May.

Required Documentation and Travel Logistics Guide for International Travel: You will receive instructions including Faculty Leader Checklist and Travel Tips and Packing Guidelines from the Office of the Provost once your location has been approved.

When does the University need to provide transportation to off-campus activities?

If there is an academic and/or scholarship requirement associated with the student travel and the travel is outside of a 50-mile radius of CBU, we must provide transportation and students are expected to take University transportation. Students may refuse university transportation by completing the Refusal of CBU Transportation form and submitting it to the faculty member overseeing the travel.

If transportation is provided by the University, please use CBU's corporate Enterprise Rent-a-Car account to arrange for an appropriate vehicle.

Do not purchase insurance from the rental agency. CBU's insurance covers transportation for university-sponsored events.
If a rental vehicle is used, the driver (CBU employee or student) must be at least twenty-one (21) years old and hold a valid driver's license for the type of vehicle he/she will operate.

You must provide shuttle transportation from CBU to the airport and from the airport back to CBU for group travel. Please contact the Office of the Provost if you need help finding a shuttle company.

Faculty are discouraged from driving students to any off-campus learning environment for academic travel in their personal vehicle. If they should do so, the faculty member becomes responsible and it is assumed his or her own private insurance will cover the students in their personal vehicle.