Learn more about the approval process for trips and off-campus activities within the U.S. by chartered student organizations (CSOs) and registered student organizations (RSOs).
Requirements
For any trip or off-campus activity within the U.S. whether in California or any other parts of the country as well as U.S. territories like the Virgin Islands, Puerto Rico, and Guam, student organizations need to complete and submit the following to their advisor in the Center for Student Involvement (CSI):
Trip & Off-Campus Activity Request Form (online form)
- Deadline: at least 5 business days prior to the trip/activity.
- For this form the requested information is self explanatory as it asks for detailed information about participants, destination, transportation, and lodging.
- Be as detailed as possible and attach all requested documents.
Participant Agreement Form (online form)
- Deadline: at least 2 business days prior to the trip/activity.
- For this form, each person going on the trip needs to read, complete all sections, and sign (typed signature).
Driver Agreement Form (online form), if applicable
- Deadline: at least 2 business days prior to the trip/activity.
- For this form, each person who is driving needs to read, complete all sections, and sign (typed signature).
- We no longer require drivers to attach photocopies of their driver's license, auto insurance card, and auto registration.
- The expectation is that the driver has valid driver documents (i.e. not expired).
- Remember, it is against the law to drive with expired documents!
- Also, if some or all of the drivers have filled out this form for another trip earlier in the academic year, then they do not need to do this again (Driver Agreement Forms are valid for the entire academic year).
If you are not sure if your trip would require the above forms, consult with your CSI advisor to verify. Your advisor is also your main point of contact as you plan your trip.
Review of Forms
Your CSI advisor will review all submitted forms to make sure requested information are received. It is recommended that these forms are submitted to your advisor prior to your trip (at least 5 business days for the Trip & Off-Campus Activity Request Form and 2 business days for all other forms). This will give your advisor time to review the forms and contact you if there is any missing information that needs to be submitted by anybody going on the trip.
In Case of an Accident
Before you go on your trip, be sure to have copies of the following documents with you (or view online using your smart phone or other internet connection). These two documents are useful in the event that your student organization gets into an accident while driving for your trip or off-campus activity.