Leader and Advisor Responsibilities
Leaders are responsible for the overall conduct of the participants and cohesion of the group both on and off the service site. Leaders are responsible for assuring the group’s engagement in reflection exercises throughout the training process as well as on the trip. Student trip leaders will also identify and incorporate an advisor that challenges and supports their group. Trip advisors will assist with this process as well as manage all funds and receipts for the duration of the trip and make sure the trip does not exceed the planned budget.
Participant Financial Requirements and Responsibilities
All service trip participants (including leaders) are required to pay a non-refundable deposit (currently set at $100) and any associated fees in full by departure time (scholarships are available). In addition, all college policies must be observed, including (but not limited to) driving practices, financial reporting, and policies outlined in the Student Handbook. Participants are expected to fully participate in all group activities organized by trip leaders including (but not limited to) all fundraising activities, pre- or post-service activities, pre-trip meetings and trainings as well as reflection activities before, during and after the trip.
Group Financial Requirements, Fundraising and Budgeting
Trip leaders will work with their participants to strategize different funding options for transportation, food and lodging (additionally expenses like t-shirts, journals, etc, should be included in the original budget). However, in good stewardship of our donor communities, students are expected to collaborate with the CALL Center in the development of fundraising strategies before they are executed. These cooperative discussions will lessen the impact of donor fatigue and provide a learning experience for all participants. In addition, solicitations to businesses or those that utilize the Concordia University brand must be approved by the CALL Center. In fundraising, all leaders should inform donors that monies raised are to support service trips and student participation in the service trip experience rather than to support individual charities.
Each trip is required to include an emergency fund in their budget (currently set at $500). An emergency constitutes any unexpected expense from running out of food to getting caught in a storm and needing to seek overnight shelter. However if this money is not spent then it may be used as a donation to the site. Any monetary donations are not to exceed $500 total and may not be donated until after a trip has returned. The fundraised monies contributed to individual trip accounts are co-mingled dollars that come from a variety of sources. Surplus funding at the end of a trip will be pooled back into the general service trip program with the intention of supporting future service trip opportunities and participant scholarships. If all funds, including the emergency fund, are not raised before the trip is scheduled to leave, the trip will be cancelled.
Travel Factors for Service Trips
Service trips are intended to support and amplify curricular learning. To this end, travel time is scheduled only in periods when classes are not being held (note: service trips cannot leave until after the last class concludes at 12pm Friday afternoon). Trip participants are expected not to seek permission from any faculty for release time before or after service trips. However, service trips taking place as part of an academic course may be considered as an exception.
Travel time can be a crucial factor regarding safety and trip effectiveness. Therefore, any service trip traveling more than 1,500 miles one way may be required to use alternative modes of transportation (i.e. airplane, train, bus, etc). Any service trip that will require more than 18 hours of driving time one way will be required to find suitable lodging at or before the 18-hour mark. This is to ensure safe and alert driving.
Service trips utilizing alternative modes of transportation can fundraise up to the comparable amount that it would cost for traditional (van) transportation within the 1,500 mile driving limit. Individuals on service trips that utilize alternative modes of transportation will be held financially responsible for the standard participation fee plus any outstanding transportation costs. Should a participant withdraw from a trip, he/she will continue to be responsible for the outstanding transportation costs unless a replacement participant is found who will then assume the responsibility. Exceptions may be approved by the CALL CENTER for trips to community partners with which we have a College developed relationship or to advance institutional program goals.
Driving practices during a service trip: In the interest of safety, Concordia University requires a certification process be completed for any faculty, staff or student operator of college-owned, rented, or leased vehicles.
The certification test is in two phases:
1. License check. Everyone must have their driving record checked on an annual basis through the Human Resources Office. The college’s insurance carrier reviews records and provides a recommendation that the person be permitted or not permitted to drive college vehicles. Minnesota license checks normally take a day; other state licenses may take several days. Several speeding tickets, an at-fault accident, and/or OWI could be reasons to deny college vehicle driving privileges.
2. On-the-road test. In addition to the driving record check, students must pass a safe driving certification program conducted by Risk Management. This program includes completing an online driving safety course, completing a safety and safe driving checklist, going through a review of college driving procedures and driving a 12-passenger van under the observation of a security officer or Risk Manager. Once certified, you may drive any college-owned, rented or leased vehicle up to the equivalent size of the 12-passenger van. Certification, pending a yearly record check, will remain valid through graduation unless removed due to at-fault accident or report of unsafe driving substantiated through investigation. This program is optional for faculty and staff.
All drivers WILL…
1. Have a responsible and alert co-pilot sitting in the front passenger seat to assure safe and alert driving at all times.
1. Obey all state traffic laws and regulations including the use of a seatbelt at all times.
2. Not eat, drink, or talk on a cell phone while operating the vehicle.
3. Take a rest break or change drivers every 200 miles of driving or 3 hours of driving time. No driver should drive longer than 10 hours in a 24-hour period. Each driving shift for a driver and co-pilot team may not exceed three hours at one particular time. Travel is not advised between midnight and 5 a.m. and will be highly discouraged. The order of driving is at the discretion of the trip advisor and he or she has full discretion to refuse a participant the right to drive a vehicle in the interests of the group’s safety.
4. Report any vehicle accident to the police department where the accident occurs & a follow-up report to Campus Security. If you have a camera, please document the accident, get statements from all parties involved and once that is done, call CALL Center coordinator immediately. Make sure you bring back a copy of an accident report for insurance filing. Be sure the Risk Manager received a copy of the accident report within 24 hours of occurrence.
5. Report any moving violations received while driving a college or rental vehicle. Additionally, college drivers should report any alcohol related driving citations & notifications of license probation or suspension connected to citations received while not driving on college business. This includes violations while driving their personal or rental vehicles.
6. Be responsible for speeding tickets if they should get one, the driver is responsible and not Concordia University.
7. Perform Pre-Trip Inspections including checking the exterior of the vehicle, tire pressure, and working lights.
8. Obtain a safety kit from Risk Management before departing on the trip. Kits contain flares, first aid items, a flashlight, and a tire pressure gauge.
Social Behavior
Student groups that represent Concordia University at official college-sponsored activities off campus or students making a visit as part of a class off campus (including study abroad programs and service trips), have the responsibility of being responsible positive representatives of the University. Membership in a group recognized by Concordia University is a privilege, and each student's actions reflect on our community. As such, participants agree, but are not limited to the following:
· Being on time, present, and able to participate in all scheduled events, classes, or performances.
· Behaving responsibly in all living situations and on group excursions. This includes using good judgment about co-curricular activities that may be considered risky.
· Striving to understand and respect the cultural and ethnic differences that may be encountered.
· Acknowledging that participants are bound by the laws of the State of Minnesota, home state of Concordia University, in addition to policies, procedures, and rules outlined in the Concordia University Student Handbook. Participants will also observe the laws of the state in which they will be residing/traveling and all academic and disciplinary regulations in effect at the host institution.
Alcohol and Drugs
Concordia University recognizes that drug use and alcohol abuse are a contradiction to its understanding of community, and that use of illegal drugs and alcohol abuse may impair work performance and judgment, endanger colleagues, and cause physical damage. It is the policy of Concordia University Service Trips that all participants, leaders and advisors will be drug and alcohol-free during the Service Trip experience. Violation of this policy will result in termination from the program.
Termination from the Program
The CALL CENTER staff reserves the right to terminate any individual’s participation in the program due to policy violations or behavior deemed injurious to them or to the group. In addition, behavior deemed to be so disruptive that it threatens individual or group ability to successfully achieve the goals of the program will result in termination from the program. If terminated from the program, the person will be required to return home immediately and bear the full financial and academic responsibility for doing so. Termination may be appealed through the Associate Vice President for Student Life.
