Office of Origin: Student Affairs
Responsibility: Vice President, Student Affairs
Original Date Adopted: 9-17-24
Dates Reviewed: 9-17-24
Last Date Board Approved: 9-17-24

At Lake Michigan College (the College), travel means an organized off-campus educational, co-curricular learning experience, and events that requires students to travel off campus.

This policy applies to College-authorized travel for currently enrolled students and/or participants in Intercollegiate Athletics. The College is not responsible for any unauthorized travel.

It is expected employees, contracted employees, students, coaches, and volunteers use sound judgment, exercise appropriate caution, follow all safety protocols, and adhere to College policies and procedures, state and federal laws, and, for students, the LMC Student Handbook.

“Day Trips” are those that do not include overnight travel or overnight event(s). “Overnight Trips” are those that include overnight travel or overnight event(s).

COACH AND/OR ADMINISTRATION RESPONSIBILITIES

Every trip requires a coach(es) and/or college administrator(s) to be present and is the responsibility of the staff to ensure that all College policies and procedures are complied with.

The intercollegiate event must be an approved trip by the Athletic Director or their designee and must comply with the NJCAA bylaws.

The coach(es) or administrators must provide relevant trip information to students traveling (date and time of departure, duration of trip, mode of travel, contact information of lodging, special clothing or equipment required due to planned group activities, weather, or conditions, etc.).

The coach(es) must inform students that the College assumes no responsibility for providing students with funds in case of removal from the intercollegiate team while traveling. It will be the responsibility of the student to pay for their expenses back home. Coach(es) and/or administration will aid the student in finding the most efficient way to travel if needed.

Coach(es) and administrators must inform students participating in travel for intercollegiate athletics of their responsibilities related to missed instructional/classroom time. Students should be instructed to notify their instructors of the classes they will miss as a result of participating in the trip at least 5 instructional weekdays (Monday-Friday) in advance and request appropriate arrangements to make- up missed assignments. If there are any issues with professors, Administration will also reach out to instructors for dismissal and make-up permissions.

Coach(es) must inform students in writing of the rules regarding conduct during Intercollegiate events including, but not limited to, hotel curfew, responsibility for purchases, and responsibility for any damages caused by a student. Administrators may also meet with each team to go over and clarify rules and regulations. All teams must also abide by the NJCAA Constitution and Bylaws.

For overnight trips coach(es) must develop a sleeping plan prior to the start of the trip. Students must be assigned to one student per bed. Coaches and in single room.

Clery Act Requirements

In accordance with the Clery Act, the College is required to maintain a log of overnight travel in which students participate. The Field Trip Sponsor must submit the Clery Pre-Travel Form (found on the Clery Act site of the Employee Portal) at least 30 days prior to travel, or, if travel is necessary in a shorter timeframe, as soon as the travel arrangements are made. The Field Trip Sponsor must submit the Clery Post-Travel Form (found on the Clery Act site of the Employee Portal) as soon as possible after travel is completed, but no more than 10 days post-travel. The Field Trip Sponsor (preferably) or at least one designee (coach(es) or college administrator(s)) attending the travel, must be trained as a Campus Security Authority (CSA) prior to travel. If you are not trained, reach out to an Accreditation, Strategic Projects, & Quality (ASPQ) staff member.

Trip Contingencies

Coach(es) and administrators should try to anticipate complications and develop

contingency plans. Examples of unplanned circumstances include student needs to return early because of a family emergency, student violates conduct rules, or weather delays require overnight housing. Coach(es) must understand contract limitations and restrictions, whether they arise from rental vehicle, lodging admission, or other agreements. Administration will assist in all contingency plans.

Documents on Hand

While on a trip, the Coach(es) must maintain the ATS application and must ensure all athletes have submitted their information in the program. In addition, during an intercollegiate event, the original signed forms must be maintained electronically in the office of Intercollegiate Athletics, as relevant.

First Aid Kit

Coach(es) must have a medical kit readily available at all times during an event. The medical kit should be checked out by the current Athletic Trainer and then returned to ensure that it is properly maintained before each event.

PARTICIPATION

The College reserves the right to restrict, limit or disallow student participation if extenuating or unusual circumstances exist that do or may cause unnecessary risk or liability to the participant, employees, or other participants.

STUDENT CONDUCT

Students traveling on a College-sponsored, recognized, or funded trip are subject to the College’s Student Code of Conduct, Athletic Handbook, and local, state, and federal laws at all times while traveling on an authorized trip.

The Coach(es) is responsible for ensuring that no one on an Intercollegiate athletic event (employees, students, chaperones, anyone on the trip) engages in willful misconduct including but not limited to:

1. Using alcohol, marijuana, or an illegal substance while on the trip
2. Engaging in inappropriate relationships
3. Placing students in clearly dangerous circumstances
4. Hosting or condoning an occasion where any of the above is violated.

The Coach(es) and Administrators must take appropriate expedient action (such as sending the student home, if prudent) if it appears that a student is placing themselves or the larger group in danger.

The Coach(es) must report any disciplinary issue to the Athletic Director and Vice President of Student Affairs or Academic Affairs, as relevant.

Progressive Discipline Process – Adult Students

A progressive discipline process will be used, dependent on the severity of the student’s behavior.

1. Follow the Athletic Handbook. Contact the Athletic Director or designee about the situation.
2. If the behavior persists the Coach(es) will contact Administration to prepare for sending the student being home. The student must also be reminded that the cost of the return trip will be the responsibility of the student..

Some students, dependent on the severity of their behavior, will be asked to leave without the progressive discipline process. Some behaviors that will result in immediate removal from an Intercollegiate athletic event include, but are not limited to, theft, fighting, use or purchase of alcohol, marijuana, or illegal substances.

For the progressive discipline process for minor students, see the TRAVEL WITH MINORS – SPECIAL REQUIREMENTS section below.

STUDENT ATHLETE “BUDDY” SYSTEM

Students must agree to follow a buddy system while on an Intercollegiate athletic event. Athletes must stay in pairs and or groups, especially when they are allowed to explore away from the group. It is each student’s responsibility to report when they are not aware of the whereabouts of their teammate. At no time should an athlete be alone.

TRANSPORTATION

Private Vehicle Use

Absent extraordinary circumstances (and unless approved in writing by the President), no personal vehicles may be used by any employee for transporting students on an Intercollegiate athletic event. This does not preclude adult students from providing their own transportation to and/or from an Intercollegiate athletic event, providing the student notifies the Coach(es) in advance of departure and provides all required documentation and permission from coach. In such instances, the student assumes all liability as a driver and waives the College liability for their actions as a driver. See the Vehicle Use policy. Coach(es) must abide by the NJCAA bylaws regarding transportation.

College Transportation

Absent extraordinary circumstances (and unless specifically approved in writing by the President), Intercollegiate athletic event transportation provided by the College must be conducted by fully insured, properly licensed professional drivers using either licensed commercial/charter vehicles or vehicles owned and maintained by the State that meet all appropriate safety standards, including but not limited to use of passenger restraints and occupant protections requirements.

Safety Precautions

All modes of transportation require that common and mode-specific safety precautions (e.g., seatbelts) be used.

Travel conditions must be considered prior to departure and the Coach(es) must exercise sound judgment in making decisions regarding travel. Administration will be involved in all travel decisions.

Students traveling by commercial transportation must comply with all laws regulating travel and the rules of the specific carrier.

Drivers and passengers must obey all traffic laws and regulations, obey all policies and procedures, and act responsibly and use sound judgment when traveling. Further, drivers must not exceed the vehicle manufacturer’s recommended load capacity (see owner manuals for specific instructions), avoid horseplay, racing or other distracting or aggressive behavior, and refrain from cell phone use and eating while driving.

UNAPPROVED EXPENSES

Any unapproved travel-related expense incurred by the student or College employee is the responsibility of the respective traveler.

The College assumes no responsibility for providing students/groups with funds in case of unanticipated delays or other incidents, unless it falls under the NJCAA Constitution and Bylaws. The college holds responsibility for those expenses approved by the NJCAA.

MEDICAL COVERAGE

The College assumes responsibility for all athletic injuries, after the provider uses their primary insurance first, but does not cover illness. Students are encouraged to obtain health insurance for any occurrence while traveling and while participating at Lake Michigan College.

EMERGENCIES

In the event of an emergency (e.g., car accidents, injuries, hospitalizations, or death) or serious student behavioral conduct issue, the Coach(es) or Administration must immediately seek professional assistance, as required, and then immediately notify by telephone:

1. Listed emergency contact(s) for the student(s) involved (and, for minor students, parent/guardian if different from emergency contact)
2. Athletic Director or designee
3. Vice President of Student Affairs or Academic Affairs, as relevant

A written report of the incident must also be emailed to the relevant Vice President and President within 24 hours of the incident.

OVER-THE COUNTER AND PRESCRIPTION MEDICATIONS

Students are responsible for administering their own medications.

If symptoms progress or worsen the Coach(es) must 1) contact the student’s emergency contact, 2) contact the Athletic Director or designee, who will contact Vice President of Student Affairs, and 3) call 911. An event like this would also be considered an “Emergency”.

It is the responsibility of student athletes to inform the College of any existing certified medical condition that requires medication. Further, all athletes with conditions must be able to monitor their condition, keep, and administer all required medications without assistance; however, if assistance is required, the College reserves the right to determine what level of assistance is reasonable and does not negatively affect the rights of participation of other students.

SEEKING EMERGENCY CARE / ISOLATION

If emergency care is needed, the Coach(es) must contact the emergency contact(s) while addressing symptoms. If the symptoms continue to worsen, the Coach(es) must seek out reasonable medical care. If symptoms are very serious, the Coach(es) must call 911 immediately. If the Coach(es) must call 911, they will do the following:

1) contact the student’s emergency contact, 2) contact the Vice President, Student Affairs, or designee.

If a participant has contagious symptoms, the Coach(es) will isolate the students as accommodations (van, bus hotel) allow.

EXCEPTIONS

Any exceptions to this policy will only be granted by written authorization of the College President.

References
Vehicle Use policy

Student Handbook
Intercollegiate Athletic Handbook

Employee Handbook

Background, Reference & Credit Checks policy

Travel Expenses policy
Intercollegiate athletic event Liability Form
Intercollegiate athletic event Rules of Conduct Form
Intercollegiate athletic event Emergency Contact Information
Intercollegiate athletic event Medical ATS