New York City College of Technology encourages its student clubs and organizations to participate in off-campus programs that provide valuable learning and training opportunities as well as represent City Tech at conferences and conventions. The following procedures must be followed for all City Tech-sponsored trips.
A "sponsored trip" is any trip that is organized in accordance with college policy, authorized and approved by a duly designated college official on each campus and (1) sponsored by an office, department, division, or a recognized and chartered student organization on campus, or (2) funded by student activity fees or such other monies as may be in the control of the college, the university, or a University/College-related entity, such as an auxiliary enterprise corporation.
An “off-campus trip” is any trip that is organized by student organizations or college departments that will involve students traveling within the five boroughs of NYC, anywhere in NYS, out-of-state, and internationally.
Any student group who plans to travel outside the United States must make a special request for authorization from the Office of Student Life and Development and the Vice President of Enrollment and Student Affairs
File a Travel Proposal and Travel Authorization for Off-Campus Student Travel with the Office of Student Life and Development at least six (6) to eight (8) weeks in advance. The travel proposal must include the following information:
Access to the Travel Proposal form and template can be found here. All materials must also be submitted through the event proposal form here. Proposal will be reviewed by the Vice President of Enrollment and Student Affairs for approval. This travel authorization will be reviewed to ensure that events or activities involving student travel are consistent with the College's mission and that student safety issues have been addressed. The Office of the Vice President for Enrollment and Student Affairs must approve all trips in advance, and in advance of any purchases.
(Evaluation will be based on the purpose of the travel, funding source for the travel, and location of travel, among other variables.)
You must meet with a Club Coordinator in Student Life as you prepare these forms for questions or concerns. You will receive a travel checklist and timeline at the meeting.
The Office of Student Life and Development will notify you once a decision has been made by the SLD Director and Vice President of Enrollment and Student Affairs. Do not proceed with travel plans until approval is granted.
Once approved, begin planning your trip.
If you are using a student activity fund( Club funds), submit the required purchase/request forms.
Each student traveling must complete the form below and submit it to the Office of Student Life and Development at least two (2) weeks before the trip. A copy of the waiver form will be filed in the Office of Enrollment and Student Affairs and Public Safety.
Failure to complete the form (Off Campus Travel waiver and Title IX) in a timely fashion will result in your trip being canceled.
Please be mindful that any purchase not made through the club funds - due to payment restrictions or third-party vendors policies (e.g. hotels, transportation, or food) - must be pre-approved.
All information must be submitted through the event proposal form here
