Middlesex Community College

Travel that is considered to be “organization-sponsored travel” typically indicates that the organization has taken a significant role in the planning of the trip and/or is using organization funds or Student Services Fee Pool to cover any or all costs of the trip. This can include travel to conferences, competitions, facility tours, networking events, or any other off-campus event. Travel requests must be submitted no less than 6 weeks prior to the event on Engage. Requests submitted closer to the event may be denied.

Travel requests are reviewed throughout the school year. The College may limit travel beyond a designated mileage point. Travel must be related to the mission/philosophy of the organization unless using revenue funds. Least expensive options must be considered for transportation and housing. Under most circumstances, the Student Services Fee does not pay for accommodations within 50 miles of campus, mileage, gas, parking, meals, or personal expenses during travel. Only the Office of Student Engagement staff is authorized to reserve travel related accommodations. All incidental expenses related to travel must be discussed with the Office of Student Engagement prior to the trip. Organizations planning to have large travel expenses are strongly encouraged to fundraise to support their trip.

Student organizations violating Office of Student Engagement travel policies are subject to sanctioning, which includes, but is not limited to, any or all of the following actions: temporary freeze of organization spending, loss of use of facilities and services, permanent loss of organization budget, and suspension of all organization activities.

A professional representative (usually the advisor) from the College must accompany student groups when traveling. They will serve as the official contact person for the group and must be aware of off-campus expectations. “Trip tips” will be made available to all trip chaperones as needed from the Director of Student Engagement & Retention. One advisor per every 15 students must attend. Exceptions to this rule may be made by the Director Student Engagement & Retention or their designee. The Student Services Fee Pool will pay for only the advisors required to attend (funds from the sponsoring group’s allocated budget will be used). The Office of Student Engagement reserves the right to determine whether an organization's program or event requires an advisor or chaperone. 

When making the decision to travel as a student organization, the first step in the process for the group to meet with the Office of Student Engagement to discuss reservations and bookings, as well as discussing an appropriate budget for the trip. In order to ensure the best rates and availabilities, groups should meet with OSE staff as soon as possible before a trip. Specifics (modes of transportation, dates and times of travel, hotels, etc.) should be brought to the meeting. Failing to plan in advance may result in a group not being able to travel. All requests for travel (transportation, accommodations, and conferences) must be made through Engage no less than 6 weeks prior to the event. Requests made closer to the event may be denied.

Overnight accommodations must be booked no later than six weeks before the stay through the Office of Student Engagement. It is advised that groups meet with the Office of Student Engagement to book lodging as far in advance as possible, as hotels can sell out quickly. The group and OSE will find a low priced hotel that is close to the event, determine the nights of the stay, the number of rooms required to house the group, and the type of accommodations in each room, including the number and types of beds and any accessibility needs. Organizations must provide the Office of Student Engagement with all necessary information about participants, which may include birth dates, and/or A-numbers.

Depending on hotel policies, students may be required to place a personal credit card down to cover incidental charges that occur from student use. Students are responsible for any damages or costs incurred above and beyond standard room rates and taxes; and any additional charges may be billed to the room occupants.

When coordinating registration for an event, at least six weeks before the conference deadline for registration, organizations should prepare a list of all participants and submit an Engage request before meeting with OSE staff. Organizations must provide the Office of Student Engagement with all necessary information about participants, which may include birth dates, and/or A numbers.

Members must provide copies of passports and other required documentation (if an international student) to the trip advisor (to be kept with them) and the Office of Student Engagement. All students are responsible for ensuring they meet the eligibility requirements for entering the host country set forth by that country. Students who are denied entry into a country are responsible personally and financially for arranging immediate return transportation. International students must meet with resources on campus to determine eligibility for international travel. When traveling abroad students are concurrently subject to the laws of the host country, Middlesex Community College policies, the Code of Conduct, and this document. The Office of Student Engagement reserves the right to require additional advisors on international travel.

Dual enrollment students may not travel on any MCC sponsored trip that has an overnight component. Dual enrollment students can attend single day trips without an overnight component.

Middlesex Community College reserves the right to cancel any travel plans a group may have at any time if Middlesex deems the location or transportation a health or safety risk to participants.

Every participant must sign a travel waiver prior to departure, which includes emergency contact information. The travel roster must be accurate and uploaded in Engage.