CAMPUS ORGANIZATION HANDBOOK
Section 10: Travel
SECTION
Travel Denison campus organizations may use Denison vehicles for travel of-campus for programs such as events, conferences, cultural experiences, and regional meetings. This section covers the procedures for reservations, policies, considerations and contacts.
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During the 2020-2021 academic year, the approval and use of university vehicles will be restricted to mission critical needs; additionally passenger capacities will be signifcantly reduced due to COVID-19 and social distancing measures.
PLANNING AN OFF-CAMPUS TRIP
Whether a campus organization is attending a professional conference or arranging for a social event, the Purchasing Ofce is an excellent resource. Making fight arrangements, contracting of-campus venues, registering for a conference, purchasing tickets to an event and other logistics are all areas that the Purchasing Ofce manages. Campus organizations should fll out the Student Travel Planning Form and make an appointment to meet with a representative of the Purchasing Ofce, prepared with the following information: the date(s), time and location of the travel, the DCGA approved budget (if applicable), required mode(s) of transportation, list of those traveling (if fying organizations will need to provide name, birthdate and gender), and any applicable event information details (such as conference website, registration forms, etc. Registering an Of-Campus Trip Organizations planning events of-campus must register these events with CLIC and should submit an Event Registration Form at least seven (7) working days before the event. This registration requires a meeting with a member of the Campus Leadership and Involvement Center staf. University Vehicle Reservations Denison University has several vehicles available for campus organizations to rent. Campus organizations can rent a university vehicle (with approved funds from DCGA) from Campus Safety (multiple vehicles available for a rental fee) and coordinate with a campus organization member who has completed the Defensive Driving Course to operate the vehicle. Requests must be made at least three (3) days in advance and are granted based on vehicle availability. The use of the University’s vehicles can be suspended in the event of adverse weather and/or unsafe road conditions. Campus organizations must present defensive driving cards and valid drivers’ licenses when signing out vehicles. Campus organizations that return vehicles in improper condition are subject to a $25 service charge. Campus organizations should be prepared with the following information: name of organization, account number, two student defensive drivers’ names and cell numbers, destination, purpose of trip, departure date/ time and return time, vehicle passenger list, signatures of both drivers and signature of the campus organization advisor. Campus organizations must log the miles driven. Vehicles cannot go outside of Ohio. Depending on availability, vehicles can be rented overnight. Organizations wishing to rent vehicles for longer stints or for out-of-state travel should consult the Non-University Vehicle section below. Campus safety: To reserve a vehicle with Campus Safety, campus organizations must submit a Vehicle Rental Form. Campus organizations will be charged $0.50/ mile.
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