Page 104 - Illinois Tech Student Handbook 2022-23

issues have been addressed, Illinois Tech sponsored student travel must be approved in advance by an appropriate administrator. The organizing individual or group must prepare and provide a travel summary to the appropriate administrator for their review and approval not less than forty-five (45) days prior to the date of the proposed travel. An appropriate administrator may request that a travel summary be supplemented with such additional information as they deem appropriate in order for him or her to make an informed decision. In general, for Illinois Tech sponsored student travel the purpose of which is academic, such as a conference or research, involving students from more than one College, then an appropriate administrator from each College must approve it.
Approval decisions of an appropriate administrator must be consistent with the provisions of this Policy. An appropriate administrator should not approve travel if they determine that safety, security or health conditions pose an undue risk to the traveler(s).
a. An appropriate administrator should not approve travel if they determine that safety, security or health conditions pose an undue risk to the traveler(s).
b. Students shall not be required to study or do research in locations affected by an U.S. State Department Travel Warning in order to satisfy a degree requirement or to receive a grade for a class.
c. Travel to a country where the U.S. State Department has issued a mandatory evacuation order shall not be permitted.
d. Recognized student organization travel must be consistent with the organization's mission statement and constitution on file with the Office of Campus Life, and travel must be planned so as not to create an undue interference with academic responsibilities.
e. Students on academic or disciplinary probation or on leave from Illinois Tech should not be approved for any Illinois Tech sponsored student travel.
f. Students traveling outside of the United States need to attend a pre-departure health, safety and security meeting provided by Illinois Tech’s International Center.
If the appropriate administrator approves a travel summary, then they shall sign the travel summary noting their approval and return it to the organizing individual or group and, for travel outside of the United States, provide, as described in 2 below, a copy of the approved travel summary to Illinois Tech’s International Center. If the appropriate administrator does not approve a travel summary, then they shall return the travel summary unsigned to the organizing individual or group and notify the organizing individual or group of the reason for the non-approval. In the case of non-approval, the organizing individual or group may attempt to modify the travel summary to overcome the objections of the appropriate administrator and resubmit the travel summary to the appropriate administrator.
2. The travel summary with the signature of the appropriate administrator must be submitted to Illinois Tech’s International Center, no later than thirty (30) calendar days before the scheduled trip. No changes may be made to the travel summary without the approval of the appropriate administrator who initially authorized the travel.
3. All students traveling must complete and submit a Voluntary Assumption of Risk and Release and Waiver of Liability Agreement and an Emergency Contact and Medical Information Form, available from the Office of General Counsel, to Illinois Tech’s International Center no later than fifteen (15) calendar days before the scheduled trip. Illinois Tech’s International Center will provide such travel orientation and/or information as appropriate given the specifics of the trip. In the event that the proposed itinerary includes a location under a U.S. State Department Travel warning, the existence of such warning and information related thereto will be set forth in the Voluntary Assumption of Risk and Release and Waiver of Liability Agreement. Illinois Tech’s International Center shall maintain these forms for a period of six (6) months from the conclusion of the travel covered thereby.
4. Unless otherwise explicitly approved, all Illinois Tech sponsored student travel must be chaperoned by a faculty or staff member. If approval to travel without such a chaperon is granted, then a student officer from the recognized student organization must accompany the trip; provided, however, a student may not lead Illinois Tech sponsored student travel to a location that is under a travel warning. Illinois Tech will view this student officer as the party responsible for the trip. The faculty or staff member or student officer must carry a copy of emergency contact information for all students participating in the trip as well as relevant Illinois Tech contact numbers.
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