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CONFERENCES/TRIPS EXECUTIVE COUNCIL

You were approached by an Executive Council Board Member to serve as a chaperone on a conference or trip.

What expenses are covered?

  • Your hotel room
  • Your flight (plane ticket) if applicable
  • Your meals not provided by the conference (limitations to $ amount):
  • The District Board Rule 9705 allows only $5 for breakfast, $7 for lunch, $10 for dinner, and $2.50 for snacks per day.
  • With this money, you can purchase food items; alcohol and room service are NOT permitted.
  • Itemized receipts must be turned in after the trip; receipts must be signed by you and must total at least the amount given to you, otherwise you will be required to reimburse the college for unaccounted funds.

What do I need prior to the trip?

  • If this is an Executive Council conference or trip the Associate Dean/ASU Advisor will provide you with the following:
  • LACCD Excursion/Field Trip forms- you will need to carry these completed forms with you during the duration of the trip in       case of an emergency.
  • You will receive a check for meals for all travelers. You will need to cash this check and distribute the money (CASH) to each person attending. Your money for meals is included in this check.
  • You will receive (from ASU Advisor) a check for the registration (if applicable). This check is given to the conference organizers at the time of check-in.
  • You might also receive a check for the hotel which you give to the hotel staff at the time of check-in.
  • Accountability Forms- all students are required to submit an accountability form to you at the end of each day. The ASU Advisor will give you these forms prior to the trip. Make sure you collect and submit the completed forms to the ASU Advisor.
  • Funds Received Form- all students must sign this form indicating they received cash from you.

What do I need during the trip?

  • Funds Received Form- you will need to have each student attending sign the form indicating they were given money (CASH) for their meals. After the trip please submit the signed form to the ASU Advisor.
  • Accountability Forms- don't forget to take with you the accountability forms.
  • Checks- make sure you take with you the necessary checks (if applicable) for conference registration, hotel, etc.
  • Cash for meals- don't forget to take and distribute the cash to all those attending.
  • Excursion Forms- don't forget to take with you the LACCD Excursion/Field Trip Forms.

Besides paperwork, what else am I responsible for during the trip?

  • You are required to make sure all students attend the conference sessions.
  • Make sure students get up in the morning to attend sessions. Sleeping in is not allowed.
  • You monitor behavior (alcohol and drugs are not allowed). Inappropriate behavior must be reported to the ASU Advisor upon return.
  • Collect the accountability forms on a daily basis from each student.
  • Have students check-in with you throughout the day to ensure they are onsite and are attending all sessions as required.

What do I need to do after the trip?

  • Submit all itemized receipts for food within one (1) week of returning.
  • Return any receipts collected for hotel, registration.
  • Return the LACCD Excursion/Field Trip forms to the ASU Advisor.
  • Return the Accountability Forms to the ASU Advisor.
  • Return the Funds Received Form to the ASU Advisor.
  • Report any misconduct to the ASU Advisor.

INTER CLUB COUNCIL (CLUBS)

Your club is planning to attend a conference –OR- You were approached by a student to serve as a chaperone for a club conference.

Before you say "YES":

  • Make sure the club has money to travel.
  • Once you confirmed the club has money in their club account (at Business Office) or that the ASU has given the club money for travel be aware of the information listed below.
  • Contact the Business Office at (818) 947-2408 for direct club account information.
  • To confirm if the ASU allocated money to the club you can contact Dr. Ortiz at (818) 947-2702.

What expenses may be covered? 
Make sure you know exactly how much money is allowed to be used for the trip. DO NOT assume there is enough money to cover everything. The ASU may be covering only a portion of the costs.

  • Your hotel room
  • Your flight (plane ticket) if applicable
  • Your meals not provided by the conference (limitations to $ amount):
  • The District Board Rule 9705 allows only $5 for breakfast, $7 for lunch, $10 for dinner, and $2.50 for snacks per day.
  • With this money, you can purchase food items; alcohol and room service are NOT permitted.
  • Itemized receipts must be turned in after the trip; receipts must be signed by you and must total at least the amount given to you, otherwise you will be required to reimburse the college for unaccounted funds.

What forms do I need to submit prior to the trip? 
ALL forms are posted on the LAVC website.

  • The club advisor must submit the forms listed below. If you are not the designated club advisor, but are simply serving as a chaperone make sure you confirm that the paperwork has been submitted. You can call the ASU Advisor at 818-947-2702. The Associate Dean/ASU Advisor does not submit these forms.
  1. Risk Management Request for Insurance Form: Email the form to the Academic Affairs Office (JoAnn Handt). Copy Elizabeth Ortiz on the email. The Academic Affairs Office will submit your request to the district office; once complete the district office will email an insurance certificate to Academic Affairs.
  2. LACCD Excursion/Field Trip forms- you will need to have all students complete a form, submit them to the Associate Dean/ASU Advisor for signature. You will need to carry these completed forms with you during the trip in case of an emergency.
  3. Out-of-State Travel Form: if the conference is out of state, then you must submit the form two (2) months ahead of the trip. Out-of-State travel must be approved by the College President and the Board of Trustees. NO EXCEPTIONS!

What do I need during the trip?

  • If you are using funds for meals, hotel, registration make sure the required disbursement requests are processed. All requests for checks or cash must be submitted 4 weeks prior to the trip.
  • Excursion Forms- don't forget to take with you the LACCD Excursion/Field Trip Forms.

Besides paperwork, what else am I responsible for during the trip?

  • You are required to make sure all students attend the conference sessions.
  • Make sure students get up in the morning to attend sessions. Sleeping in is not allowed.
  • You monitor behavior (alcohol and drugs are not allowed). Inappropriate behavior must be reported to the Dean of Discipline.
  • Have students check-in with you throughout the day to ensure they are onsite and are attending all sessions as required.

What do I need to do after the trip?

  • Submit all itemized receipts for food within one (1) week of returning. Each person must sign their own receipts.
  • Return any receipts collected for hotel, registration.
  • Return the LACCD Excursion/Field Trip forms to the ASU Advisor.
  • Report any misconduct to the Dean of Discipline.

A complete procedural check list titled "ASU Conference Travel" is available in the new Associated Student Union Manual. The ASU board and Advisor will be happy to share this manual with you for more details on the trip, and additionally, you can request from the ASU:

  • a detailed list of all meals provided at the conference
  • the Meal Breakdown spreadsheet to see which meals you will be responsible for purchasing with specific allocated funds provided by LAVC per District Board Rule 9705

CLUB ADVISORS

What does it mean to be a faculty club advisor?

Club advisors play a very important role when it comes to campus life and activities.  Below are a few items for you to consider before you agree to serve as a club advisor.

  1. You must attend all club meetings and events.  If you are unable to attend a meeting or an event you must find an alternate faculty member to attend in your place. 
  2. You must sign off on all facility requests for club events.
  3. Attend club trips or find a replacement chaperone.
  4. Finances: a) monitor club funds, oversee that funds are being spent appropriately (i.e. raising club awareness, promoting the mission of the club); b) ensure treasurer deposits money to the Business Office; c) sign off on all disbursement requests for club account.
  5. Sign off on all Fundraising Forms.
  6. Submit all required trip/travel forms as needed. 

Any questions? Please call Dr. Elizabeth Ortiz at 818-947-2702 for more information.