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Steps To Be Taken For Off-Campus Trips And Events

Once travel funds have been approved by the Student Services Committee,
the following steps must be taken in order to prepare for an off-campus trip or event.

Process/Steps When should the form be sent? To whom should the form be sent?
Step 1.) Complete a Pre-Event form. At least 10 days prior to trip The Department of Campus Life via Orgsync
Step 2.) Complete a “Travel Request form” for Faculty/Staff. Travel Requests must be approved prior to the trip Your respective Department or Division Head
Step 3.) If the trip has been approved, check requests and purchase requisitions should be completed. Suggested: Complete 4-5 weeks prior to the date materials or services are needed The Department of Campus Life
Step 4.) The status of the Pre-Event form may be checked in Orgsync. Status may be pending, approved, denied or deferred. In a timely manner The Advisor may check the status of the form in Orgsync under “My Submissions.”
Step 5.) A “waiver form” and “convention not to sue form” must be completed for each student prior to leaving campus (Done by registering on Orgsync and completing the profile information). Should be completed prior to the trip The advisor should ensure that all club members have registered on Orgsync and completed the profile information.
Step 6.) After returning from the trip, advisors and students should complete a Travel Expense Statement found under the "Files" section in Orgsync. After returning from the off-campus trip Advisors should submit the Travel Expense Statement, along with original receipts, agenda, and previously approved Travel Request form to the Department of Campus Life. Students should submit the Travel Expense Statement, along with original receipts, agenda, and copy of the approved Pre-Event form to the Department of Campus Life.
Responsible Department: Department of Campus Life
Content Contact: Eric O'Cain, Gill Moura (web representative)
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