How to Travel: Step by Step
In order to travel, you need to ensure your organization has sufficient funds. Fundraisers and SGA funding requests are both great ways to deposit money into your organization account to be used for travel. When budgeting for your travel, be sure to consider things like transportation costs, meal costs, and any registration fees that may need to be paid. It is also common to have organization members contribute part of their travel costs. In doing so, we encourage organization leaders to implement an equitable process to remove barriers to access for students.
What are the goals of your travel? Where are you going? Who’s going to go? What is your trip’s itinerary? How are you going to eat? Answering these questions (and more) is important when planning a trip as an organization. If you need any help working out your logistics, reach out to the OSA staff.
Additionally, the College outlines expectations for travel in the St. Olaf Travel Policy that should be understood prior to planning trip logistics.
* If your organization wishes to travel internationally, please contact the OSA staff as soon as possible to discuss your travel plans.
Before leaving campus, you need to register your trip with the OSA. Student organization travel of any duration or distance (beyond Northfield) is registered via the Presence Event Registration form. When completing the form, be sure to identify the event as a student organization trip and respond to the relevant questions.
How are you going to get there? Depending on the who/what/when/where of your trip, different forms of transportation may be more effective than others. College vehicles, rental cars, and buses are the most common means of transportation. In reserving and booking most transportation options, including airfare, organization leaders will need to work with staff in the OSA.
Are all your supplies in order? There are a few final considerations to make when preparing to leave campus. The OSA is able to check out various resources to student organizations to support their trips including travel packs, coolers, credit cards, and more. Stop by the OSA and consult a staff member to reserve any needed supplies.
Additionally, student organizations must provide a finalized roster of all St. Olaf students traveling on all organization-sponsored trips. This information must be submitted to Campus Recreation (club sport organizations) or the OSA (all other organizations) prior to departing campus.
Reimbursements
Mileage can be reimbursed if you are driving a personal vehicle with a reimbursement form and print a map of your trip. No other student organization costs may be reimbursed. Your organization must have sufficient funds in your account to be reimbursed and all forms must be signed by OSA staff.
Student Conduct
Students are expected to act in ways that align with St. Olaf’s Code of Conduct and represent the College in its best light. Student conduct policies found in the Student Handbook still apply while students are traveling away from campus with a student organization.
Traveling with Advisors
Staff/advisors are not required to travel with student organizations, nor are they prohibited from doing so. Each department on campus may have its own policy about accompanying students. However, it is strongly encouraged that advisors know as much about the trip as possible.