University Procedure
Title
University of North Carolina at Chapel Hill Procedure for Faculty-Led Off-Campus Domestic Academic Travel
Introduction
Purpose
Academic-related, off campus travel (“Academic Travel”) enhance the learning experiences of undergraduate students and are integral to many courses at the University of North Carolina at Chapel Hill (“UNC-Chapel Hill” or “University”). This Procedure outlines the steps needed to establish an Academic Travel and minimize the risk to the University when taking students off campus.
Scope
This Procedure applies to all University-affiliated off-campus domestic Academic Travel. Exceptions are outlined in the University’s Policy on Faculty-Led Off-Campus Domestic Academic Travel.
Procedure
Permission to Go on Academic Travel
If a faculty member wants to take students on Academic Travel, the faculty member must:
- Request permission from the faculty member’s Department or School Chair/Dean, and
- Receive written approval from the Department or School Chair/Dean.
Approving the Academic Travel for Day Trips
- Faculty must submit the following information to the University’s Study Abroad Office two weeks (14 calendar days) before leaving on Academic Travel:
- Basic information (name, email of faculty sponsor, department or organization, number of students attending);
- Trip Itinerary (date, places visiting, purpose); and
- List of student names, emails, and PIDs.
- The Study Abroad Office will communicate with the faculty sponsor and send the faculty sponsor a link to forward to students attending. The Study Abroad Office charges no fee for this service.
- Students will then complete the required documentation using the link.
Approving the Academic Travel for Overnight Trips
- Faculty must submit the following information to the University’s Study Abroad Office two weeks (14 calendar days) before leaving on Academic Travel:
- Basic information (name, email of faculty sponsor, department or organization, number of students attending);
- Trip Itinerary (date, places visiting, purpose); and
- List of student names, emails, and PIDs.
- The Study Abroad Office will communicate with the faculty sponsor and send the faculty sponsor a link to forward to students attending. The Study Abroad Office will charge a fee for assisting with overnight trips lasting more than one week. The recommended fee is $50 for a trip lasting over one week and less than 2 weeks. A trip lasting over 2 weeks will be negotiated with the Study Abroad Office.
- Students will then complete the required documentation using the link.
Emergency Contact
If an emergency or incident occurs during Academic Travel, please consult the Study Abroad Office's website for management.
During business hours, contact the UNC-Chapel Hill Study Abroad office at 919-962-7002.
After hours, contact University Police at 919-962-8100.
Collecting Funds from Students
Faculty should not directly collect money from students. If funds are needed for travel, faculty should consult with the Study Abroad Office about the most appropriate way for students to pay the necessary fees.
Definitions
See the University's Policy on Faculty-Led Off-Campus Domestic Academic Travel
Related Requirements
External Regulations
University Policies, Standards, and Procedures
Contact Information
Primary Contact
Name: Jason Kinnear
Title: Associate Dean of Study Abroad & Exchanges
Unit: Study Abroad Office
Telephone: 919-962-7002
Email: jkinnear@email.unc.edu