Student Travel
Policies, Registration, and Funding Requests for Academic Conferences
All College related student travel must be reported to make students aware of the risks and responsibilities, to capture emergency contact information, and to ensure the travel is in accordance with College policies. The travel policies listed below, including those outlined in the Macalester College Student Handbook, are considered the minimum requirements for student travel.
College related student travel must be pre-approved to assure that the travel plans are safe and well planned and complete all required documents. Student travel is considered College travel if ANY of the following apply:
- College or student government funds are used to support travel
- Travel for Athletics or Club sports teams
- Travel is to participate in an event on behalf of or using the name of the college
- College vehicles are used
- For liability reasons, personal vehicles may not be used. College vans must be through the campus motor pool for liability
reasons.
Travel must be tracked via the Travel Registration Form if any of the following apply:
- Travel is 50 miles or more from campus
- Travel is overnight
Only currently enrolled students, current faculty or staff may participate. Volunteers must complete a background check to participate and may be denied participation by request of the advisor or coordinator.
Examples of programs, activities, and events that fall under this policy include, but are not limited to: required academic activity such as class field trips and trips for educational or cultural enrichment such as student publication, performance, and competition; voluntary co-curricular travel such as leadership conferences, intramural sports, theater and other cultural events facilitated by student organizations, registered and approved by Student Leadership and Engagement; funded through Macalester College Student Government; athletic activity related to intercollegiate athletic competition and club teams.
Funding for Academic Conferences
Academic Programs and Advising has a small budget to supplement travel costs for those presenting research at academic conferences. Although the funds are meant to support students who are presenting their research, some exceptions may be made for requests that help further the goals and mission of the college. The maximum award amount is $350 and students are limited to one request per year. The funding request form is available via Google Forms here: academic related travel requests.
Feel free to contact the Academic Programs and Advising Office, [email protected], with questions about funding requests.