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If you are going to be traveling through your affiliation with UNE, you must complete the online Student Travel Registration and Waiver Form. The information from this form will be placed in a Google document and forwarded to the corresponding academic office or organization advisor. Each academic office or organization may enforce its own supplemental registration procedures, so long as they it adheres to the requirements outlined in this policy. The travel document details who is attending the trip, provides contact information, travel timeframe, a list of destination(s), and other information pertinent to the trip.

All student travel must be verified/approved by the Director of Student Engagement (Biddeford Campus), Assistant Dean of Students (Portland Campus), or one of their designees. All approved trips will be classified under the Tier System. Please refer to the Tier System for further explanation and for the requirements for participating in Tier I, Tier II and Tier III travel.

• Tier I travel requires registration a minimum of 15 days prior to your departure.
• Tier II and III travel require registration a minimum of 30 days prior for conference travel requiring accommodations, flight and/or event registration, or 15 days for all other travel activity.
• Tier II and III travel may require a risk management plan detailing information on local emergency resources, potential risks, and proposed management. Please note, that where applicable, proof of insurance from the trip site may be required for approval and registration.

If you will be participating in a trip, you must complete the online Student Travel Registration and Waiver Form and submit the Medical Information Form. All forms should be brought to the Office of Student Engagement Biddeford Campus) or the Office of Graduate and Professional Student Affairs (Portland Campus) no later than 48 hours prior to your departure. The office will provide you with copies of your forms in a sealed envelope for you to bring to your Trip Leader(s) or University Representative(s) so that they can have your medical information available in the event of an emergency during the trip. The originals will stay on file with Student Affairs.

Unless the director of Student Engagement (Biddeford Campus) or the assistant dean of students (Portland Campus) in his/her discretion directs otherwise, at the time of approval of student travel, any Tier III trip will require a full-time or part-time University faculty member, staff member (referred to as a University Representative) to attend.

It is strongly recommended that the organization’s advisor or person affiliated with the group be the person to attend. Any high-risk wilderness activity will require a minimum of one certified Wilderness EMT/First Responder in attendance.

The University Student Trip Leader is there to provide general guidance of the student trip. This individual carries the copies of medical forms and will consult with the on-campus contact at the time of any emergency or change in the itinerary. This individual will report any behavioral issues that occur on the trip to the on-campus contact upon returning to campus. Frequency of contact with the On Campus Contact will be pre-determined.

Trip participants will be provided with the Trip Leader's contact information for emergency needs. At the discretion of the Director of Student Engagement (Biddeford Campus) or the Assistant Dean of Students (Portland Campus), the Trip Leader may be requested to attend a brief training and planning meeting with a staff member of the previously mentioned offices.

The University Representative on the student trip is there to monitor student safety and to represent the interests of the University throughout the trip. This individual will carry the copies of Medical Forms and will consult with the On Campus Contact at the time of any emergency or change in the itinerary. This individual will address all behavioral issues that occur on the trip and report all addressed behavior to the On Campus Contact upon returning to campus. Trip participants will be provided with the University Representative's contact information for emergency needs. At the discretion of the Director of Student Engagement (Biddeford Campus) or the Assistant Dean of Students (Portland Campus), the University Representative may be requested to attend a brief training and planning meeting with a staff member of the previously mentioned offices.

**Please refer to Human Resources Addendum

The On Campus Contact will be available via telephone/email to consult with the Student Trip Leader or University Representative as pre-determined or needed. He or she will keep readily accessible throughout the duration of the trip participants' Medical Forms in case they are needed. He or she will report any imminent safety concerns to the Director of Student Engagement (Biddeford Campus) or the Assistant Dean of Students (Portland Campus). If safety concerns are not imminent, this individual will follow up with a report to the appropriate persons. The On Campus Contact also has sole discretion to cancel or postpone a trip due to national, weather-related, or other emergencies.

• You complete the online Student Travel Registration and Waiver Form.
• The Student Travel Registration and Waiver Form information is received in the Office of Graduate and Professional Student Affairs and then moved into the appropriate academic department/advisor's Google document related to the trip.
• The department/advisor tracks registration in the Google document.
• The travel is approved by the Assistant Dean or an authorized designee.
• The Medical Information Form is verified.
• The On-Campus Contact holds copies of all Medical Forms.
• You receive On-Campus Contact information.

• You complete the online Student Travel Registration and Waiver Form.
• Your Student Travel Registration and Waiver Form is received in the Office of Graduate and Professional Student Affairs and then moved into the appropriate academic department/advisor's Google document related to the trip.
• The department/advisor tracks registration in the Google document.
• The travel is approved by the Assistant Dean or an authorized designee.
• A Student Trip Leader or University Representative is designated.
• The Medical Information Form is verified.
• The Student Trip Leader or University Representative receives sealed copies of the Medical Forms.
• The Student Trip Leader or University Representative receives On Campus Contact information.
• You are provided with the Student Trip Leader or University Representative's contact information.
• Your On Campus Contact determines the frequency of check-ins with the Student Trip Leader or University Representative.

• You complete the online Student Travel Registration and Waiver Form.
• The Student Travel Registration and Waiver Form information is received in the Office of Graduate and Professional Student Affairs and then moved into the appropriate academic department/advisor's Google document related to the trip.
• The department/advisor tracks registration in the Google document.
• The trip is approved by the Assistant Dean or an authorized designee.
• A University Representative is designated.
• A minimum of one certified Wilderness EMT/First Responder is identified to participate in the high-risk trip.
• The Medical Information Forms are verified.
• The University Representative receives sealed copies of the participants' Medical Forms.
• The University Representative receives On-Campus Contact information.
• You are provided with University Representative contact information.
• The On-Campus Contact determines the frequency of check-ins with the University Representative if they are deemed necessary beyond the group's initial arrival at the site and upon returning to campus.
• The On-Campus Contact and University Representative review the risk management plan if required.

You must register at least 30 days in advance for travel requiring accommodations, airfare, and/or event registration fees. Fifteen-day advance registration is required for all other travel activities.

Yes, but it is at the sole discretion of the approving staff member based on the type of trip. You may also not be able to obtain sponsored funding for the trip.

Yes, however you must fill out a Personal Vehicle Usage Form and turn it into the office through which your trip is being registered.

This is a question to ask the staff member you are working with to register the trip. They will advise you if proof of insurance is needed and assist you in obtaining that proof.

A pre-trip meeting may be required at the discretion of the approving staff member if you are traveling in Tier II or Tier III.

No you do not need to register and there is no paperwork to fill out.