Club & Organization Policies & Procedures

1. Students who are interested in starting a new club at the college should complete the New Club Packet via www.sunywcc.edu/new-club.
2. In order to become a recognized club, interested students must:
   (1) draft a constitution that will serve as their official operating charter;
   (2) recruit a faculty/staff advisor and potential club members; and
   (3) receive approval from the Student Government Association (SGA).
3. All completed documents may be submitted via email to [email protected].
4. The Student Government Association will be notified that a proposal for a new club has been submitted. Using policies and procedures that incorporate the spirit of equal access and opportunity, the SGA may recognize and incorporate clubs into their Association. If recognized by the Student Government Association, the club will have all
   the rights and responsibilities detailed in this packet. If the Student Government Association does not recognize the club, the prospective club may resubmit the following semester. The Student Government Association typically reviews new club proposals on a rolling basis.
5. Upon successful completion of the necessary paperwork, the Department of Student Involvement will assign the prospective club a meeting room during the Wednesday common hour from 11:00 am – 12:50 pm or during the time-frame requested by the club. Clubs may meet in person, virtually and/or in a hybrid capacity. Prospective clubs are allowed to meet to grow their membership and plan for future events if the SGA votes to recognize the club. Prospective clubs cannot reserve space, host events, or request funding until recognized as an official club by the SGA.
6. Each semester, the Department of Student Involvement will collect club meeting information through the Club Registration form to share with interested students. The Department of Student Involvement will reserve a club meeting room if a new club chooses to meet in-person. All in-person meetings must follow campus safety guidelines.

1. Clubs and organizations must adhere to the policies and procedures set by the Department of Student Involvement and the Student Government Association. Clubs and organizations must adhere to the Student Code of Conduct. Failure to follow these policies as detailed in this document may result in sanctions ranging from a formal warning to loss of recognition as per policies found in the Student Code of Conduct.
2. In order to maintain recognition, student clubs must meet the following requirements:
   1. Have at least three (3) club officers. Specific roles are determined by each club.
      Examples include: President, Vice President, Treasurer or Secretary. One person in a club cannot hold two officer positions. Each Club Officer must have at least a 2.0 GPA during each semester they are in office.
   2. Submit a Club Registration to the Department of Student Involvement each semester with the officers names, positions, student ID number and email – form can be found at www.sunywcc.edu/clubs under Club Support. Failure to do so by the semester deadline will result in the immediate suspension of all club activity, budget, and possibly dissolution of the club until completed.
   3. Clubs officers and advisor(s) are required to attend all trainings hosted by the Department of Student Involvement, including, but not limited to:
   1. Club Officer Training
   2. Title IX Sexual Assault Prevention Training
   3. Club Advisor Training (every two years, or when major policies change)
   4. Training will take place in-person and/or online. Club officers and advisor(s) that cannot attend the in-person training will have access to online resources and must complete the make-up quiz by the deadline set by the Department of Student Involvement.
   5. Meet twice per month for a general membership meeting.
   1. Clubs may meet in-person, virtually or in a hybrid capacity. All in person meetings must follow campus safety guidelines.
   6. Host at least one campus-wide event each semester that is open to the entire student body.
   1. These may be hosted in person, online or in a hybrid capacity and will be promoted on the Viking Weekly Newsletters, as long as event registration is completed in advance. All in-person meetings must follow campus safety guidelines.
   7. Maintain digital and updated copies of the club or organization’s constitution on file with Student Involvement that detail the policies regarding their organization’s mission, membership, operations, policies, and compliance.
   8. Update their club constitution upon request from the Student Government Association to adhere to the SGA constitution and bylaws.
   9. Attend club officer events hosted by the Student Government Association – Club Affairs committee.
   10. At the end of each semester, the Student Government Association will assign one of the below statuses to each club.
   1. Active:

      1. Definition: The club has completed all club requirements.
      2. Outcome: The club has all rights and privileges of a Student Government Association club.

   2. Probation:
      1. Definition: Club is missing one or more club requirements.
      2. Outcome: (1) The club is on formal warning that they have not completed all the club requirements; (2) the club has all rights and privileges of a Student Government Association club.
      3. How to Change Status: Clubs must meet all club requirements by the end of the semester in which they are placed on probation. If a club does not meet all the requirements by the last day of the academic semester in which they are on probation, the club may become inactive (if they are missing two or more requirements), be placed on probation for another semester, and/or receive sanctions from the Student Government Association Senate.
   3. Inactive:
      1. Definition: Club failed to meet all club requirements after probationary period.
      2. Outcome: (1) The club loses all rights and privileges of a Student Government Association club; (2) All current funding will be returned to the Student Government Association Finance Committee.

   How to Change Status: Inactive clubs can regain active or probationary status by following the guidelines for creating a new club as outlined by the Department of Student Involvement in conjunction with the Student Government Association.

1. Club have the right to:
1. Utilize campus facilities for meetings and events.
2. Utilize the Department of Student Involvement Zoom account for virtual events.
3. Post approved advertisements on campus.
4. Request room reservations.
5. Request that the college and DSI publicize events on social media and newsletters.
6. Request use of the Faculty-Student Association vans for approved club travel.
7. Petition the Student Government Association for funding.
2. It is the responsibility of the student clubs to follow all protocols when updating their constitutions. Clubs must submit updated Constitutions to the Student Government Association Vice President ([email protected]) for review from the Student Government Association Club Affairs Committee and final approval from the Student Government Association Senate. After approval is granted the Student Government Association will update the constitution on file with the Department of Student Involvement.
3. The College reserves the right to issue sanctions, up to revoking recognition, to student clubs or organizations found in violation of college policy. The Department of Student Involvement reserves the right to revoke a club or organization charter found to have violated the Student Code of Conduct or any section of this document.
4. Individual student officers or club members may also face disciplinary action through the College’s Conduct process if they violate the Student Code of Conduct. Students are required to adhere to the Student Code of Conduct both on and off campus and may face disciplinary sanctions of their actions both on and off college property.

Advisors of clubs are to:

1. Serve as a resource in goal setting, decision making, event planning, etc. for student officers and members of the club.
2. Help create environments of educational exploration and self-discovery, to help students attain personal growth and development in areas of leadership development, planning, and budget management. Advisors will also help students work toward mastery in the functional area supported in the club or organization’s mission.
3. Ensure the club or organization remains in compliance with college, Faculty Student Association (FSA), and Student Government Association policies and guidelines.
4. Exercise fiduciary responsibility to the club or organization, by: (a) approving Purchase Orders with the club or organization treasurer or designee to process authorized payments and (b) providing guidance to club members in spending allocated funds in their club budget.
5. Advisors must be present at all meetings and events sponsored by the club or organization, either virtual or in-person.
6. Attend all off-campus travel with the club or organization and serve as the official college representative.
7. Promote and uphold the Student Code of Conduct.

1. At the start of each semester, all club and organization advisors are encouraged to attend Club Advisor Training. All current club and organization policies and procedures as well as any changes or updates will be reviewed.
1. All new advisors are required to attend the training.
2. All returning advisors are required to attend training every 2 years, or when major
   policies change as designated by the Department of Student Involvement.
3. Club advisors who fail to attend the required training may result in the immediate
   suspension of all club activity, budget, and possibly dissolution of the club until
   completed.
2. On-going support will be provided to club and organization advisors by the Department of Student Involvement. Monthly bulletins will be sent with important information and reminders for club and organizations advisors.
3. Advisors should contact the staff in the Department of Student Involvement with questions or concerns pertaining to advising their groups.

1. The selection and removal of a club advisor must adhere to a club’s constitution and must be communicated to the Department of Student Involvement and Student Government Association.
2. Advisors for clubs are volunteers and cannot receive monetary compensation for their services.
3. Advisors are members of the faculty, staff, or administration who serve as advisors for all student clubs and organizations. They offer guidance and support to student-run groups.
4. Staff members in the Department of Student Involvement shall serve as the advisors for all Major Organizations including the: Student Government Association, Westchester Events Board, Power 88.1: The New Sound, The Viking News, and Phi Theta Kappa.

In-Person and Virtual Events

1. Clubs and organizations must obtain a posting stamp for their poster or flyer from the Department of Student Involvement in Student Center 108 before they advertise their event.
2. Only campus event posters and flyers that receive the “Approved for Posting” stamp may be posted on any college bulletin board.
3. Postings will not be assessed based on their content or viewpoint of their expression or the possible reaction to that expression. Persons taking offense to the language or nature of any poster, flyer or banner are encouraged to contact the event organizers. The Department of Student Involvement does not accept responsibility for any poster or flyer content that may be considered offensive.
4. The college limits the posting of approved materials to one flyer or poster per bulletin board per event. Posters and flyers should not be posted in a manner that covers or obstructs another club or organization’s promotion.
5. All postings will be dated, and must be removed once the date has expired. It is the responsibility of event organizers to remove the posters. These stipulations are intended to provide equal advertising space to other event organizers. Items that are posted without authorization will be removed within 24 hours of posting.
6. All approved fliers must be removed within two (2) business days after an event has concluded.
7. All postings are required to have the following information:

1. Sponsoring club’s or organization’s name
2. Event title
3. Description of the event, if applicable
4. Time, location and date of the event
5. Contact information

8. All posters and flyers are to be in direct proportion to the bulletin boards and at no time exceed legal size (8.5”x14”). Posters may be displayed for a maximum of two weeks prior to the event. Special arrangements may be made through the Department of Student Involvement for an extended time.
9. There is absolutely NO POSTING on glass surfaces (including classroom/building doors and windows, stairwells, trees, walkways, vehicles, classrooms, or interior or exterior walls.)
10. Stickers are prohibited from being posted anywhere on campus. The exception for this policy notices dealing with college-designated emergencies.
11. Clubs and organizations may not advertise off-campus for events unless approved by the Department of Student Involvement.

1. Clubs and organizations create and maintain their own social media presence.
2. Clubs and organizations that submit an Event Registration and receive approval will be automatically added to the Activities tab of the WCC GetInvolved!
3. Postings will not be assessed based on the content or viewpoint of their expression or the possible reaction to that expression. Persons taking offense to the language or nature of any poster, flyer, banner, or digital posting are encouraged to contact the event organizers. The Department of Student Involvement does not accept responsibility for any content that may be considered offensive.

Chalking is permitted on paved horizontal surfaces that are exposed to the elements and not covered by buildings or awnings. Chalking on walls and bricks is prohibited. Spray chalk of any kind is prohibited.

1. Clubs and organizations who wish to advertise on The Viking Weekly (college newsletter) must submit an Event Registration Form found at www.sunywcc.edu/clubs-org at least fourteen (14) days prior to the event.
2. Once the Department of Student Involvement approves the event, clubs and organizations may submit a marketing request to the Department of Strategic Marketing and Communications via their website: www.sunywcc.edu/strategic-marketing.
3. Clubs and organizations must complete an Event Communications Request at least 7 days in advance to share their WCC event through the event calendar, Viking Weekly, and social media. The Department of Student Involvement is not involved with this process and clubs and organizations are responsible for marketing their own events.

1. The budget process will occur each semester, in November and in March. At this time, notifications will be sent to all clubs as to:
1. the materials that must be submitted to request a budget for the next academic semester; and
2. the deadline to submit these requests.
2. Following the deadline, the Student Government Association Finance Committee will meet to review and discuss each request. The Student Government Association Finance Committee will approve a “bottom-line budget” for each club. A “bottom-line budget” indicates the total budgeted amount allocated to a club for use during the next semester. Line-items will be created for clubs by the Student Government Association Treasurer and Director of Student Involvement.
3. Club officers and advisors will be notified via email before the start of the following semester.

1. Clubs may not exceed their allocated budgets.
2. All clubs should budget for all events and expenses they anticipate incurring during each semester. This includes: trips, programs, supplies, etc.
3. Expenditures may not be budgeted during the college’s winter or summer recesses unless prior written approval is given by the Director of Student Involvement. To request access to funds during the college winter or summer recess, email [email protected] at least fourteen (14) days before the end of the semester.
4. Club budgets that include expressive activities will not be assessed due to the content or viewpoint of their expression or the possible reaction to that expression.
5. Club budgets will not be assessed based on club or organization member size.

1. A club or organization may conduct fundraising activities for their own benefit to supplement their approved budgets or to raise funds for special purposes (charitable causes, donations, etc.)
2. All money collected by a club or organization must be placed in Agency account with the Faculty Student Association (FSA) and may not be placed in a private bank account.
3. The funds given to the clubs by the Student Government Association should be the primary means of making appropriate and authorized purchases.
4. Funds from a club or organization’s budget (funds derived from the proceeds of the student fees) cannot be transferred to a club or organization Agency Account for any reason.
5. Clubs and organizations may not solicit donations from outside business, agencies, companies, etc. unless approved by the college’s Foundation prior to the start of the fundraising activity.
6. Clubs and organizations are encouraged to meet with a member of the Department of Student Involvement to discuss their fundraisers to ensure compliance with all college policies.
7. All monies collected by a club or organization must be deposited with the FacultyStudent Association the same day it is collected. A Cash-Check deposit form must be completed prior to going to the Faculty-Student Association office, found at www.sunywcc.edu/clubs-org.
8. The Faculty-Student Association will safeguard and maintain accounting control over the fundraised monies. These monies will be placed into Agency accounts and can be accessed by clubs and organizations at any time. An Agency request form must be completed and sent to the Director of the Faculty-Student Association in writing, the form can be found at www.sunywcc.edu/clubs-org.
9. If at any time, for any reason, a club with a Agency account is dissolved, any remaining balances in the Agency account becomes the property of the Student Government Association.

1. If all the budgeted funds are expended in the Student Government Association account, then the club should look at available funds within their Agency accounts to fund future activities and events.
2. Any and all decisions on the disbursement or use of Agency funds should be voted on by the membership of the club or organization with input from the Advisor.
3. Requests to use Agency funds should be made directly to the Faculty-Student Association with the Agency form found at www.sunywcc.edu/clubs-org.
4. The Department of Student Involvement will pull from Agency funding accounts if a club’s budgeted money is overspent.

Bake sales are permitted on campus only when the following criteria are met:

1. Club members may provide pre-packaged items such as cookies, brownies, breads, candy, adding a licensed Servsafe Bakery etc. as long as complete nutritional information and ingredient listings are on the package or available upon request.
2. Homemade baked items are not permitted. Items such as sandwiches, soups, hot entrée items, or other items “prepared on-site” are not permitted.
3. Cash boxes are available in the Department of Student Involvement for club and organization use.
4. All money collected from approved baked/pre-packaged sales must be deposited in the Faculty-Student Association after each day of the sale.

Clubs and organizations are prohibited from sponsoring any raffle or games of chance in which money is exchanged. Failure to comply with this policy may result in the immediate revocation of a club or organization’s charter. For more information contact the Department of Student Involvement.

1. A club or organization trip is defined as any off-campus excursion that uses a club or organization name and/or utilizes student fees (budgeted funds) or monies from an Agency (fundraised) account.
2. All trips are subject to the approval of the college.
3. All clubs and organizations must complete and submit all the necessary forms, in their entirety, to the Department of Student Involvement within fourteen (14) days prior to a requested trip’s departure date.
4. To receive approval for trips, clubs and organizations must submit the following forms no later than fourteen (14) days before the trip departure date: (1) Travel Request Form; (2) List of Participants Form; (3) the Advisor Agreement Form and; (4) Liability Release Forms for each participant.
5. Upon receipt of the completed documentation, the Director of Student Involvement will review the information and take the following considerations when determining if they will approve a trip:
1. health or safety concerns for students or other participants;
2. budgetary concerns;
3. trip relevance to mission or purpose of the group proposing the trip; and/or
4. other concerns as determined appropriate by the Director.
6. Only students who submitted the List of Participants Form, who have completed and signed the Liability Release Form, and are eligible to attend a trip.
7. Personal vehicles may be used for single-short one-day trips that are less than six hours and within the following locations: Westchester, Putnam, Rockland, Orange counties and New York City.
8. All trips using Faculty-Student Association vehicles are subject to a flat rate fee based on the total number of miles to be traveled.
9. Clubs and organizations must receive approval for off-campus travel before any purchases are made. The club or organization should prepare the following: order forms for tickets/event admission, meal reservations, etc.
10. The club or organization should not make or commit to purchases but prepare the documents needed so that the Department of Student Involvement and/or the FacultyStudent Association may process the purchase.
11. The club or organization officers and Advisors should take the lead when planning and preparing for off-campus travel.
12. The advisor or a designated campus employee must travel with the student group unless written permission is granted by the Director of Student Involvement or student involvement staff designee within fourteen (14) days prior to the departure date.
13. Some club and organization-sponsored trips will allow students a maximum of two (2) outside guests at least ages 18 and older to travel.
14. Children ages 17 and under are not permitted to participate in any trip, on or off-campus, at any time unless permission is given at the sole written discretion of the Dean of Student Life.
15. International travel for clubs and organizations is prohibited. Clubs and Organizations may only travel in the continental United States.

All non-club and organizations are responsible for compiling and completing all necessary travel paperwork and obtaining their individual Department approvals prior to submitting a van request form.

1. Faculty-Student Association of Westchester Community College Vans:
1. The Faculty-Student Association has vans available for use by Student Life departments. For more information about the policies and procedures governing use of the Faculty-Student Association fleet, visit www.sunywcc.edu/clubs-org.
2. Student travel using Faculty-Student Association vans will transport students to and from the Valhalla campus. Individual stops to a student’s home or other locations are generally prohibited.
2. Mass Transit & Ride Share Services:
1. Buses, trains, planes, taxis, rideshare services, and other forms of mass transit are generally permissible as means to transport students for college trips.
3. Personal Vehicles:
1. With prior approval, a student may use their personal vehicle for single day trips that are less than six hours in duration and within the following locations: Westchester, Putnam, Rockland, Dutchess, Orange & Ulster Counties and New York City.
2. Personal vehicles are not permitted for use on overnight trips.
3. Personal Vehicles may also be used to transport students to a mass transit site in the aforementioned locations.
4. Non Faculty-Student Association Rental Vehicles:
1. With prior approval, a Trip Coordinator may rent a vehicle to use on an approved trip.
2. The Trip Coordinator is the only individual allowed to operate the rented vehicle.
3. Additional insurance offered by the rental company must be purchased for the duration of the trip.

When completing the off campus travel packet, those requesting Faculty-Student Association vans must calculate their intended mileage. A fee will be assessed for use of the van based on round trip mileage as detailed below.

Examples:
52 miles = $40.00
252 miles = $75.00 (200 miles) + $40.00 (52 miles) = $115.00
303 miles = $75.00 (200 miles) + $75.00 (103 miles) = $150.00

1. When students are traveling, clubs and organizations may request meal cash advances. Clubs may also pre-arrange dining at restaurants where meals are pre-paid by the FSA.
2. Meal cash advances will be issued to club/organization advisors in the form of a check. It is the advisor’s responsibility to ensure that students receive their cash advance and that they are informed of the cash advance policies and procedures. Advisors will be responsible for returning all funds (in the form of itemized receipts or unused cash) upon return from the trip.
3. To request a meal cash advance, advisors must complete the Cash Advance Request on the online Purchase Order form, and meal per diem requests must be submitted fourteen (14) days or more prior to the trip’s departure.

   Meal cash advances should not exceed the following amounts for each meal, per day:

1. Breakfast: $15
2. Lunch: $25
3. Dinner: $35
4. All monies spent must be adequately documented with original receipts.
5. Following the trip, the club or organization advisor must submit all unused money to the Faculty-Student Association and complete the Return of Cash Advance Purchase Order with scanned copies of all the original receipts collected within two (2) business days after returning from a trip.
6. The total amount of money presented on receipts and in returned cash to the Faculty-Student Association must total the original amount issued to the club or organization.
7. Students and faculty advisors are not permitted to keep unused cash advance funds.
8. The purchase of alcohol is prohibited.

International travel for clubs and organizations is prohibited. Clubs and organizations may only travel in the continental United States.

1. The Student Code of Conduct is in effect for all Student Life sponsored trips, regardless of location, duration, etc. Student behavior must align with the expectations and requirements set forth in this document. Violations to the Student Code of Conduct will be adjudicated accordingly.
2. Alcoholic beverages, recreational drugs, and any illegal substances as defined by the state of New York may not be sold or served to students, or used or consumed by students, or brought by students on any Student Life sponsored trip unless express written approval is given in advance of the trip by the Associate Dean of Student Life.
3. Once a student has submitted their individual paperwork to attend an off-campus trip, the student will be considered committed to attend. If the student is unable to attend or fails to attend a trip, a hold will be placed on their academic record for any monetary value that the Faculty-Student Association was not able to be reimbursed as a result of their non-participation on the trip, i.e. airline tickets. The hold will be lifted after the student reimburses the FacultyStudent Association for the full amount.
4. Students who engage in behavior that violates the Student Code of Conduct may be required to return home immediately at their own expense.
5. Westchester Community College and/or the Faculty-Student Association will only pay for hotel room stays and will not pay for incidental charges related to a hotel stay on a Student Life sponsored trip, unless previously approved in writing by the Director of Student Involvement. Incidental charges can include, but are not limited to: room service, in-room movies, damage to rooms, etc.
1. Some hotels may require students/staff to leave a credit card upon check-in to cover incidental costs incurred during the stay. The student or staff will be responsible for providing this and will not be reimbursed for any incidental charges they incur.

1. Students may bring non-student guests on certain Student Life sponsored trips with approval from the appropriate Student Life Department Director. Approved guests will be required to sign the Liability Release Form and must appear on the List of Participants form.
2. Guests are not permitted to attend overnight trips.
3. Guests aged 17 and under are prohibited from participating in any Student Life sponsored trip.
4. Per the Student Code of Conduct, Section IV, Violations, “Any violations to the Student Code of Conduct committed by guests, friends, or family members invited to the campus, on a college sponsored trip, or on behalf of a student. Students are responsible for informing their guests, friends or family members about campus regulations and conduct policies.”

At the earliest possible moment, the Trip Coordinator should complete an incident report by visiting
www.sunywcc.edu/incidentreport and click on the General Incident Reporting Form.
The Trip Coordinator should also notify Westchester Community College Security about the incident by calling 914-606-6911. When calling Security, the Trip Coordinator should:

1. Make the responding Security Base Operator (SBO) aware that there was an emergency situation at an off-campus trip and if they have completed an online incident report yet.
2. Inform the SBO what student club/organization or sponsoring group was on the trip.

Security will not coordinate or respond to the off-campus emergency and will only act as a post incident point of notification. Westchester Community College Security will inform appropriate administrators of the incident.

When traveling off-campus with students or student groups, the Trip Coordinator identifies an incident they believe constitutes a medical or mental health emergency, they should immediately call Emergency Medical Services (EMS) by dialing 911. The caller should not hang up the phone until advised to do so. The caller or 911 Responder must not discuss any other topics other than the emergency.

EMS/911 Responders will determine if immediate hospital or medical care is required. They may also ask the student if they would like to request medical attention. In the event the student is transported to a local hospital or healthcare facility by the EMS/911 Responders, the EMS/911 Responders will determine which hospital the aided student will be transported to.

1. Emergency Contact Notification:
1. If a student is hospitalized, the Trip Coordinator will contact the student’s emergency contact and notify them of the situation.
2. Accompany Student to Hospital:
1. One Trip Coordinator on Trip
1. If the other students can be safely left, the Trip Coordinator should accompany the student to the hospital or healthcare facility. The Trip Coordinator may leave the hospital when: (1) the aided student is released from the hospital into their own care; or (2) when an emergency contact or other requested person arrives at
   the hospital/healthcare facility.
2. If the other students cannot be safely left, the Trip Coordinator should: (1) review alternative options to safely leave other students; (2) determine if an emergency contact or other requested person can meet the aided student at the hospital; or (3) in extreme cases, bring other students to the hospital to stay in a waiting area until the aided student is released or arrangements can be made to safely have other students resume the trip or return home.
2. More Than One Trip Coordinator on the Trip
1. If there is more than one Trip Coordinator on the trip, whenever possible, one should accompany or meet the student at the hospital/healthcare facility. The Trip Coordinator may leave the hospital when: (1) the aided student is released from the hospital into their own care; or (2) when an emergency contact or other requested person arrives at the hospital/healthcare facility.
3. Student Released From Hospital:
1. If the student is released from the hospital, the Trip Coordinator will ask the student about their ability to continue on the trip. The Trip Coordinator may require documentation from the treating physician about the student’s ability to continue.
2. If the student wishes to remain on the trip, the Trip Coordinator will determine, using the medical advice available from a treating physician, the safest means to continue the trip with the student who experienced the medical emergency.
1. This may include making adjustments to the trip schedule or itinerary, changing travel arrangements, providing accommodations, etc. If the Trip Coordinator, using the medical advice available from a treating physician, determines the student should return home against the students wishes, the Trip Coordinator will determine, using the medical advice available from a treating physician, the safest manner to transport a student home.
3. Should the student wish to return home, the Trip Coordinator will determine, using the medical advice available from a treating physician, the safest manner to transport a student home.
1. A Trip Coordinator may need to: (1) review alternative methods of transportation; (2) determine if the student is able to return home safely on their own; (3) determine if an emergency contact or other requested person will be needed to transport the student home; (4) determine if the remainder of the trip will be canceled so everyone will return home together; (5) other pertinent decisions that ensure student safety and well-being.

In certain situations, a student aided by EMS may refuse transport to the Emergency Room or to a healthcare facility, even if the first- responders recommend it. The EMS/911 responders will advise the aided of the risks of not seeking emergency care as recommended and will require such person to sign Against Medical Advice (AMA) documents.

1. If a student denies treatment and wishes to continue on the trip, the Trip Coordinator should advise the student that they are responsible for their own healthcare decisions. However, the Trip Coordinator may determine that the student should return home because there is a clear health or safety concern for the student or others on the trip. If this determination is made, the Trip Coordinator will inform the student of their decision and determine the safest manner to transport a student home. A Trip Coordinator may need to: (1) review alternative methods of transportation; (2) determine if the student is able to return home safely on their own; (3) determine if an emergency contact or other requested person will be needed to transport the student home; (4) determine if the remainder of the trip will be canceled so everyone will return home together; or (5) other pertinent decisions relevant to the situation that ensure student safety and well-being.
2. If the student wishes to return home before a trip is completed, the Trip Coordinator will determine the safest manner to transport a student home. A Trip Coordinator may need to: (1) review alternative methods of transportation; (2) determine if the student is able to return home safely on their own; (3) determine if an emergency contact or other requested person will be needed to transport the student home; (4) determine if the remainder of the trip will be canceled so everyone will return home together; (5) other pertinent decisions that ensure student safety and well-being.

If a student sustains an injury on an Approved Student Life trip, the student’s personal insurance must serve as the primary form of coverage. Students who do not have personal insurance coverage, are strongly encouraged to enroll. Students can visit the Department of Student Support Services (www.sunywcc.edu/sss) to schedule an ointment to learn more about affordable insurance options that they may qualify for.
Students who wish to file a claim with the Faculty-Student Association to cover expenses related to an injury sustained on an Student Life trip that were not covered by their primary insurance must adhere to the following protocols. A claim can be denied if a student fails to follow these procedures:

1. Claims are only eligible if they relate to an injury resulting in a medical bill or claim caused by a student’s participation in an Approved Student Life trip.
2. All injuries must be reported to the Trip Coordinator immediately, even if the student believes they are insignificant, as it may result in a medical bill at a later date. Unless the injury is verified by a Westchester Community College official, the claim can be denied.
3. Upon being notified of the injury, the Trip Coordinator should follow all relevant procedures listed under Medical Emergency Procedures and must complete an Incident Report as per the Reporting an Emergency Situation/Injury to the College section of this document.
4. Students are not covered by Faculty-Student Association insurance outside of their time on an approved trip.
5. Students on an approved Student Life trip are not covered for any illnesses, pre-existing conditions, or chronic conditions as they are exclusions under our contract.

Students and advisors can meet by appointment with any member of the Student Involvement staff. They can ask questions about travel, event planning, budgeting, group dynamics etc. To schedule an appointment email [email protected] or call 914-606-6731.