Buses and Off Campus Trips
Approval of Off-Campus Trips and Conferences
The Office of Student Leadership and Service must approve off-campus trips and conferences in the following cases:
1. Any trip, conference, or retreat outside of Wake County
2. Any trip with a “high risk” element (such as horseback riding, ropes course, etc.) regardless of location
3. Any trip, conference or retreat in which a Meredith vehicle is used by a student organization
- For trips requiring approval, students must complete the Off-Campus Trip and Conference Approval Form and submit it to the Office of Student Leadership and Service at a minimum of 2 weeks before the event. All off-campus events need to be approved by the Director of Student Leadership and Service. As soon as your organization has the idea of going on an off-campus trip or conference (as described above) the group should fill out the form. In addition to the other information, the form will ask for a list of passengers, the cost of the trip per member and the funding source(s).
- For all trips that need to be approved by the Office of Student Leadership and Service, the organization advisor must attend or a substitute must be found to replace the advisor. In cases where an advisor or substitute cannot be found, the trip can no longer happen. The Office of Student Leadership and Service has a Substitute Advisor list for student organization use. In the case of conferences, students can get approval to go to conferences without an advisor (depending on the situation).
- Each trip participant must fill out a Contract and Release Form (available in the Office of Student Leadership and Service). Students attending conferences on their own without an advisor will need to complete the release form for Individual Attendance at Off-Campus Conferences and turn it in to the Office of Student Leadership and Service prior to the trip.
- No alcohol will be allowed at the event. The Honor Code guidelines will apply at all off-campus trips.
Meredith College Trip Participant Contract and Release
For off-campus trips, retreats and conferences that require approval (see above section for applicability), you are REQUIRED to fill out a release form. You can call the Office of Student Leadership and Service at 760-8338 to see if you have the Medical Information Form of the release form on file. Advisors for each trip must take copies of all participants’ Medical Information Forms on the trip.
All college policies as stated in the Student Handbook shall be followed at all off-campus events sponsored by Meredith. Meredith students are expected to represent the College with dignity at all times. An “off-campus, college sponsored function” is any event or activity held off of campus grounds that is organized and hosted by Meredith College or a recognized campus organization(s). “College sponsored” means that Meredith College is aware of and has approved the event or activity. “Recognized campus organization(s)” refers only to those listed in the Student Organizations section of the Student Handbook. Anyone violating these policies will be brought before Honor Council.
Procedures for Off-Campus, College Sponsored Functions
- The advisor to the group sponsoring an off-campus event shall be notified as to the time, place, date, and nature of the event. The organization advisor or a substitute from the Meredith Faculty or Staff must attend the event. In the case that there is not an advisor, the Director of Student Leadership and Service should be notified.
- The Meredith Campus Security Office shall be notified as to the time, place, date, and nature of off-campus social events.
- Meredith College Campus Security Officers shall be hired by the sponsoring organization to attend each off-campus, college-sponsored dance or other social function requiring them. The purpose of hiring the Campus Security Officers shall be to aid the sponsoring organization in its responsibility to maintain order and prevent inappropriate behavior. Any person exhibiting inappropriate behavior shall be asked to leave the function immediately. However, if by leaving the person presents a clear danger to her/himself or others, the sponsoring organizations may take reasonable steps to insure that the person is safely transported from the function, including, but not limited to, calling the appropriate law enforcement agency.
- Additional security shall be hired by the organization sponsoring the event if required to do so by the management of the off-campus building or area being used.
- Some events require release forms, which can be picked up in the Office of Student Leadership and Service.
Transportation for Student Organization Purposes
A complete copy of the Vehicle Transportation & Safety Policy is available in the office of the Associate Vice President for Business & Finance (111 Johnson Hall). This document includes policies and procedures for the use of College-owned vehicles, personal vehicles, air travel, and other common travel.
Meredith College Buses
Meredith College owns and operates three 15-passenger mini-buses. General guidelines for the use of Meredith College buses are as follows:
- Drivers must be at least 21 years of age, hold a current and valid North Carolina driver’s license (and have had their driver’s license for at least three years), complete a Driver’s Safety Training Program approved by the College, and must be one of the following:
- - Employee (full-time and part time faculty and staff)
- - Emeriti faculty of Meredith College
- - Members of the Meredith College Board of Trustees
- - Contract transportation employees
- Meredith College vehicles are intended for use only in the conduct of College business or for approved activities.
- Meredith College vehicles may not be driven to any College event that is more than 300 miles one way without the approval of the appropriate Vice President.
- Only eligible and approved drivers (see above) may reserve a college vehicle. Reservation requests must be made at least 48 hours prior to the trip, and may be made through Campus Police.
If the Meredith buses are not available, student organizations may choose to rent a van (or other vehicle) from a commercial vehicle rental company. In most cases, the rental companies require one of the van drivers to be at least 25 years old, which may mean that an advisor or other faculty or staff member will need to drive the van.
- When you rent a vehicle, please provide the Business and Finance Office with the following information about the rental vehicle:
- License plate number -Model and Year
- Vehicle Identification Number (VIN) -Copy of rental agreement
- Do not let the rental company charge for extra insurance.
- Two companies who have been used regularly by Meredith College and take purchase orders are Triangle Rental and Thrift Rental. Both companies have told Meredith that they will give us corporate rates (which will save your organization money) as well as allow for 21 year old drivers (depending on the circumstances, please check with the rental company).
- The Office of Student Leadership and Service is not responsible for renting vehicles on behalf of organizations. The organization or department is responsible for renting their own vehicles. We only serve as a resource for information regarding rental vehicles and will assist student organizations with their plans.