DOMESTIC TRAVEL is any trip within the U.S. that is more than 200 miles from campus or includes an overnight stay (not including Björklunden). These require prior approval from the Associate Dean of the Faculty or Associate Dean of the Conservatory, and required travel forms must be collected by the trip leader or administrative assistant and submitted at least one week before departure.
Travel to Destinations in the U.S.
(This does not include travel to Lawrence's northern campus, Björklunden. See Travel to Björklunden.)
Group travel must have a faculty/staff trip leader or sponsor if the students are traveling on their own. The trip leader/sponsor should follow the procedures below, with help from building administrative assistants for reserving vehicles and collecting fees and travel paperwork. The trip leader/sponsor is responsible for ensuring that all university travel requirements and restrictions are met; failure to do so may result in cancellation of the trip.
Individual students traveling with Lawrence funding should meet with the Associate Dean of the Faculty to discuss travel requirements. Failure to meet deadlines, submit paperwork, or receive approvals will result in the loss of Lawrence funding for the trip.
Steps to a Successful Trip
1. Propose a Trip (as soon as trip is planned)
The trip leader/sponsor or solo student traveler should submit a Trip Proposal for Domestic Student Travel to the Associate Dean of the Conservatory (for Conservatory group travel) or Associate Dean of the Faculty (for College group or solo student travel).
2. Verify Eligible Participants (at least two weeks before departure; earlier is better)
Trip leaders and participants must be Lawrence faculty, staff, or students. The trip leader/sponsor should send a roster to the Dean of Students asking whether the listed students are eligible to participate. The Dean of Students will check with other offices (Title IX, etc.) and provide approval or denial.
3. Arrange Transportation
Lawrence fleet vehicles should be used for long-distance or overnight travel with students. For airport travel, the trip leader/sponsor should reserve a Lawrence fleet vehicle and arrange for an authorized driver to drop off and pick up the group at the airport; the costs for the driver should be included in the trip fee. Fleet vehicles may not be left parked at an airport or parking garage for more than one night. Personal vehicles may be used for group transportation to and from the airport if driven by authorized drivers who complete personal vehicle forms.
4. Identify Lawrence Portion of Travel
If the travel does not originate from the Lawrence campus, the trip leader/sponsor should identify the starting place and time and ending place and time that define the Lawrence portion of the trip. Students will be responsible for arranging their own transportation to and from these meeting points, and they may add personal travel before or after the Lawrence portion of the trip, recognizing that they will travel on their own without Lawrence support or supervision.
5. Set Trip Fee & Arrange Payments
The trip leader/sponsor is responsible for setting the trip fee. The fee should include lodging, transportation, activity or registration fees, some meals (typically breakfast and either lunch or dinner), airport drivers (if needed), and travel expenses for trip leaders. Airfare may be included if the group travels together from and returns to the Lawrence campus; otherwise, students must arrange and pay for their own air travel to and from the course site. Because the trip fee is not included in tuition, it should be stated in the course syllabus. The program fee for a December Term travel course should be appended to the course description.
For inexpensive trips, the trip leader/sponsor or administrative assistant can collect the trip fee and forms. For expensive trips, the trip leader/sponsor should work with Financial Services to establish an account for collection and disbursement of funds and set deadlines for payments. A common practice is to have students pay a non-refundable deposit by check to Lawrence University and then to have the remaining fee applied to student accounts on a specified date. For students who must cancel for circumstances beyond their control, Lawrence will refund the trip fee minus the deposit and any non-recoverable expenses.
The trip leader/sponsor should also plan for how group expenses will be paid during the trip. The preferred practice is to use a Lawrence credit card, and arrangements for a credit card or increased credit limit can be made with Financial Services. Payments, advances, and reimbursements use the standard financial forms and procedures.
6. Collect & Submit Travel Forms
The trip leader/sponsor is responsible for ensuring that the following forms are completed, collected, and submitted in a single packet or zip file to the Conservatory Office (for Conservatory group travel) or Provost's Office (for College group travel) at least one week prior to departure. Building administrative assistants can assist with the collection of forms and deposits. The trip leader/sponsor should inform students in writing that if their travel forms are not submitted by the deadline, they will be removed from the trip and will lose their deposit and any non-recoverable expenses.
Individual students traveling on their own must submit a Personal Information Form and Assumption of Risk & Release of Liability to the Associate Dean of the Faculty before they can receive Lawrence funding. They should submit a final itinerary with contact information at least one week prior to departure.
7. Send Departure Email
Prior to departure, the trip leader/sponsor should send an email to StudentTravel@lawrence.edu with the following information:
This email is to inform you that GROUP/CLASS NAME will be off campus engaging in ACTIVITY at LOCATION NAME AND ADDRESS from START TIME to END TIME on DAY, MONTH, DATE. COORDINATOR NAME is the trip coordinator and can be reached at PHONE NUMBER. The driver(s) are DRIVER NAMES and can be reached at DRIVER PHONE NUMBERS. Students participating are LIST OF STUDENT NAMES.