Off-Campus Activities

Process

• Submit the event on MyBC - we require at least a week for events requiring no funding - all complex trips (booking transportation) should be submitted 3 weeks in advance.

• Use MyBC RSVP to collect names of participants.

• Every participant is required to complete an acknowledgement of risk waiver. All participants must complete an Acknowledgement of Risk form. This is to be distributed by the representative coordinating travel. 

• Once all participants complete required paperwork, trip will be approved.

• Traveling as a recognized Boston College entity is a privilege. Failure to register travel puts individuals at risk. If an organization hosts off-campus activity without proper registration, they may be subject to the Organizational Conduct process and lose privileges.

  1. 1. • The person coordinating travel must accurately manage the roster of participants on the MyBC Event page.

Prior to Travelling

Read, review, and discuss the Boston College Travel Policy with the student organization executive board and appropriate student leaders. You can reference the Domestic Travel Checklist (below) for a step by step process.

Identify two undergraduate students to serve as “Trip Leaders.” Trip Leaders are responsible for preparing the student group before the trip and accompanying them on the trip. Trip leaders must be in good conduct standing with the University.

If you have more than 20 students traveling off-campus overnight, you must have approved BC chaperone(s). Please connect with your Organization Advisor (OSI/BAIC) regarding trip leader/chaperone approval. 

6 Weeks Prior to Travelling

Register your event in MYBC.  If the travel is overnight, out-of-state, or requires chartered transportation please follow the travel policy below:

Schedule a meeting with your Organization Advisor to discuss travel logistics and plans. During this meeting your organization advisor should create a Travel Folder which includes documents necessary (trip itinerary, contact information of host, full travel roster, and individual travel forms).

4 Weeks Prior

All accommodations (travel and lodging) should be coordinated. All travel expenses should be paid for using a University Travel Amex (where applicable).

Funding (including money collected via eMarkets) should be fully completed at this time. 

2 Weeks Prior

All individual and group paperwork should be fully completed and saved to the shared google drive.

Trip Leaders should review the Travel Policy Standards & Conduct to all travelers. 

All trip participants must abide by all the applicable University standards of conduct as well as local law.  Student participants must adhere to the Student Code of Conduct and are expected to behave in a manner that is consistent with the University’s mission and values.  Students must adhere to all directions of the Trip Leader. Additionally, the group should review the Health and Safety Guidelines (and processes for reporting issues while travelling).

International travel requires a 6 Month advance. Any intended activities from student organizations requires registration of the proposed event, including intended destination, funding timeline, chaperones, and any other pertinent information. Student Organizations are not permitted to travel internationally without a chaperone (Trip Leader).