Club Travel

    • A club activity is considered travel if club members are traveling out of state, need overnight accommodations and/or are using a common carrier (plane, charter bus, train etc.) to provide transportation to their destination. Off-campus events are events that take place off-campus that do not qualify as travel.
    • The Soccer Club is going up to Denver for the day to watch a soccer tournament. Club members are driving to Denver in their own cars and coming back the same day. This is an off-campus event. If the Soccer Club was going to Denver and staying the night, then this would be considered club travel.
    • Please note: travel planning is a complex process that requires at least 3-4 weeks to complete.
    • Please contact Amandine Habben (ahabben@uccs.edu) as soon as your club thinks that they might be traveling. The travel process takes time and it is never too early to begin planning and making travel arrangements.
    • The following steps need to be completed in order for Student Life and Leadership (SLL) to approve club travel:
      • Submit the Intent to Travel form in Mountain Lion Connect at least two weeks prior to travel date
      • The SLL Program Assistant will contact the club to discuss the Intent to Travel form, schedule the pre-trip meeting and make any travel arrangements (as necessary).
      • Once all travel arrangements have been finalized, clubs should submit an Authorization to Travel form in Mountain Lion Connect. This form must be approved by Student Life and Leadership at least 24 hours prior to the travel date.
      • All club members that are traveling will be required to attend a pre-trip meeting with SLL and/or Dean of Students staff. This meeting must take place at least 24 hours prior to the travel date.
      • All club members that are traveling will also be required to fill out a travel waiver in Mountain Lion Connect.
    • Club travel requests will not be approved by the department of Student Life and Leadership if the above deadlines have not been met. Individual club members that do not attend the pre-trip meeting and/or complete a travel waiver in Mountain Lion Connect will not be approved to travel with the club.
  • Intent to Travel Form

    • The Intent to Travel Form should be filled out when a club is in the planning stages of a trip. The purpose of this form is to inform the Student Life and Leadership office of upcoming travel plans and to provide assistance to the clubs through the travel approval process and making travel arrangements. The Intent to Travel Form only needs to be filled out by one club member, per trip. This form asks for the following information:
      • Destination and purpose of the trip
      • Travel dates (if exact dates are unknown, approximate dates of travel are acceptable)
      • Number of students traveling (estimated number of students is acceptable)
      • Funding sources for travel expenses
      • Pre-trip meeting dates/times when all club members that are traveling are available
      • Information on lodging and airfare
      • Information regarding ground transportation
    • Clubs are responsible for making lodging arrangements and obtaining airfare quotes from Christopherson Business Travel. The SLL Program Assistant will contact clubs and assist with travel arrangements as necessary
  • Authorization to Travel Form

    • The Authorization to Travel Form should be filled out after clubs have been contacted by Student Life and Leadership and all travel arrangements are finalized. Please note that all clubs should fill out the Intent to Travel form before completing the Authorization to Travel form. The Authorization to Travel form asks about the details of your trip and will be used in the pre-trip meeting with SLL staff. This form only needs to be filled out by one club member, per trip. The Authorization to Travel form asks for the following information:
    • Destination and purpose of the trip
    • Travel dates
    • Number of students traveling
    • Primary mode of transportation
    • Flight itinerary (if applicable)
    • Car rental information (if applicable
    • Names of students driving their personal vehicles (if applicable)
    • Driving times (if applicable)
    • .
    • Lodging information
      • Hotel name, address and phone number
      • How many rooms are being reserved
      • Name on reservation(s) and confirmation number(s)
    • Local hospital information
    • Names and UCCS email address of all students traveling
      • All students whose email address are entered will be sent a link to the Club/Organization Travel Waiver
      • All students that are traveling are required to fill out a travel waiver
    • The pre-trip meeting is required for all club members that will be traveling. This meeting will consist of club members and staff from Student Life and Leadership and/or Dean of Students office. The purpose of the pre-trip meeting is to discuss the trip in detail as well as to review the sexual harassment policy and the Student Code of Conduct. Risk management will also be discussed based on the activities that may occur on the trip. This meeting must be scheduled at least 24 hours prior to the travel date or the club will not be approved to travel by Student Life and Leadership.
  • Club/Organization Travel Waiver

    • All club members that are traveling are required to fill out the Club/Organization Travel Waiver in Mountain Lion Connect. Club members will be emailed a link to this form as soon as the club contact submits the Authorization to Travel form in Mountain Lion Connect. Travel waivers must be approved at least 24 hours prior to the travel date or the individual student(s) will not be approved to travel by Student Life and Leadership.
    • The Student Life and Leadership will only approve club travel once the club and all members that are traveling have completed the above requirements. Student Life and Leadership reserves the right to deny club travel requests if any of the above requirements are not completed in a timely manner.