Student Travel Policy
I. Purpose
This policy establishes the requirements and procedures for law students traveling on behalf of the School of Law. It ensures that all sponsored or supported travel is consistent with the School’s mission, fiscally responsible, safe, and subject to proper oversight.
II. Scope
This policy applies to all law students seeking to:
- Represent the School of Law at academic, professional, service, or competition events;
- Receive funding, reimbursement, or logistical support from the School of Law or affiliated student organizations;
- Travel domestically or internationally under School of Law sponsorship.
III. Requirement for Authorization
- Travel Authorization Form: All student travel requires advance approval through the Student Travel Authorization Form.
- The form must be submitted to the Office of Student Affairs (OSA) at least 30 calendar days prior to the date of departure.
- No reservations, commitments, or reimbursements will be made without an approved form on file.
IV. Approval Process
1. Student completes the Student Travel Authorization Form, including:
- Purpose and justification of travel;
- Proposed itinerary and dates;
- Funding source(s) and cost estimates;
- Emergency contact information.
2. The form must be signed by:
- Faculty or staff advisor (if travel is tied to a student organization or academic program); and
- Associate Dean of Students
3. Students will be notified in writing (email confirmation) once travel is approved.
V. Financial Guidelines
- Request funding through the Student Bar Association's student travel fund
- Follow instructions and timelines setforth by the Office of Finance and Administration (OFA);
- Non-reimbursable expenses include personal entertainment, alcohol, and upgrades unless required for accessibility.
- All receipts and documentation must be submitted to OSA and OFA within 10 business days of return.
VI. Student Responsibilities
- Maintain professional conduct at all times while representing the School of Law.
- Follow all University codes of conduct, travel safety guidelines, and applicable laws.
- Carry proof of health insurance coverage; the University is not responsible for medical expenses incurred.
- Provide timely updates to OSA in the event of emergencies, delays, or itinerary changes.
- Complete any required post-travel reports or presentations as assigned.
VII. International Travel
- Requires additional approval by the Dean of the Law School
- Students must comply with all travel advisories, visa requirements, and register with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP).
VIII. Compliance & Consequences
- Failure to complete and submit the Student Travel Authorization Form in advance will result in non-approval and non-reimbursement of travel expenses.
- Failure to comply with this policy may result in disciplinary action and loss of future travel privileges.
IX. Effective Date
This policy is effective August 16, 2025 and supersedes all previous student travel practices. The Associate Dean of Students maintains final authority for approval of all student travel.