Planning Off-Campus Events
Off-Campus Event Guidlines:
Approval
Off-campus trips must be approved by the Director of Campus Programming and Leadership (CPL).
Responsible College Chaperone
At least one full-time faculty/staff member must accompany students on any SNHU sponsored off-campus activity. The designated staff member is responsible for knowing and enforcing the policies set forth in this document and the Student Handbook, which can be found at http://www.snhu.edu/2103.asp.
University chaperones must attend the event in its entirety. If they are unable to do so, the club/organization must seek out an additional chaperone that can be there for the duration of the event. If the event is an overnight event, the chaperone must also stay overnight at the same hotel as the students.
University chaperones are held to a high standard of conduct - one that will maintain the educational quality of the campus. It is necessary for all chaperones to follow the SNHU guidelines as well as enforce them. It is also necessary for University Chaperones to report any violation of the SNHU student conduct. If a student violation does occur, it is the responsibility of the chaperone to fill out an incident report. A copy of the SNHU Incident Report can be found at https://publicdocs.maxient.com/incidentreport.php?SouthernNHUniv.
Participants
Eligible participants must be current full-time graduate or undergraduate students at SNHU. Eligibility will also be based on good academic and social standing at the University.
Event Planning
All SNHU sponsored off-campus events must be approved by the Director of Campus Programming & Leadership prior to the trip. The Trip Planning Form must be given to the Director of Campus Programming & Leadership prior to departing for the off-campus activity. If alcohol is available at the event, the SNHU alcohol policy is to be followed. The policy can be found in the SNHU Handbook online at http://www.snhu.edu/2103.asp.
Emergencies
In case an emergency is encountered while on a trip, get the assistance needed immediately. Notify Southern New Hampshire University Public Safety as soon as possible. The phone number for Public Safety is (603) 645-9700. Public Safety will notify the proper administrator. Make sure you leave a phone number where you can be reached.
Additional Guidelines for Over-Night Trips:
Pre-Trip Meeting
A mandatory pre-trip meeting must be held for all participants by the chaperone prior to departing on an off-campus activity and later as needed on-site. Expected behavior and provisions for transportation and accommodations must be expressed clearly. At this time, it is necessary to emphasize that students must abide by all rules and regulations of Southern New Hampshire University, including the Student Conduct Code, local, state, and federal laws. In particular, students must be informed that the University’s Student Handbook will apply to them in connection with the activity and all related matters including travel and overnight stays. Failure to adhere to such rules and policies will lead to judicial action against said student and sanctions may be applied to their team, club or organization, or department.
Post Event Evaluation
At the conclusion of the trip, a Post Event Evaluation form must be filled out by the event chaperone. This form should describe the experience of the trip. Any issues, problems, or concerns should be shared at this time.
Event Planning Checklist
The following checklist will ensure that all of the necessary steps have been taken care of prior to departing for the trip. All trips must be approved ahead of time.
- Meet with the Campus Programming and Leadership (CPL) Office
- Obtain a copy of the appropriate forms
- Create a budget and itinerary
- Review trip details and gain trip approval from CPL Office
- Request additional funding from SGA Budget and Finance (if applicable)
- Reserve transportation and overnight accommodations
- Advertise event
- Sell tickets on snhutickets.com
- Pre-trip meeting with participants to discuss expectation (overnight-trips only)
- Complete expense reports(return al monie/reciepts within five (5) days)
- Complete post event evaluation form
Allow a minimum of 6 weeks (for day trips) and 8 weeks (for overnight trips) to complete the event planning process.