Procedure for Faculty-Led Off-Campus Domestic Academic Travel

Summary

Academic-related, off campus travel (“Academic Travel”) enhance the learning experiences of students and are integral to many courses at the University of North Carolina at Chapel Hill. This Procedure outlines the steps needed to establish an Academic Travel and minimize the risk to the University when taking students off campus.

Body

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

  1. 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.
  1. 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.
  2. Students will then complete the required documentation using the link.

Approving the Academic Travel for Overnight Trips

  1. 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.
  2. 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. 
  3. 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

  • None

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

Details

Details

Article ID: 150071
Created
Tue 3/12/24 11:58 AM
Modified
Mon 4/29/24 9:55 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Study Abroad
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Associate Dean for Undergraduate Curricula
Next Review
Date on which the next document review is due.
03/26/2025 12:00 AM
Last Review
Date on which the most recent document review was completed.
03/26/2024 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
03/22/2024 12:00 AM
Origination
Date on which the original version of this document was first made official.
03/26/2024 12:00 AM