ARTICLE IX
TRAVEL POLICY
Section 1 – Purpose
Clause I.
Travel by ASG Officers or other students using ASG funds, including the Student
Representative Fee, should be for the benefit of the student body of Palomar
College and/or to increase the knowledge and skills of the individual student to
make for an improvement in leadership skills.
Clause II.
Students will attend conferences to learn how to lobby, keep current on
legislation and other issues, to learn leadership skills, and to represent the
College at state, federal, and local agencies.
Clause III.
Notwithstanding any provision a list of likely conferences is given in this section
of the Bylaws. This list is not all-encompassing, and other conferences that
become available may be added to this list as voted on by the ASG Board,
requiring a 2/3 majority vote. The Office of Student Affairs may modify or
otherwise change this list as situations warrant, upon approval of the ASG Board
by a simple majority vote.
Clause IV.
Student travel for non-advocacy leadership development may use ASG fund 71.
a. No more than $6000 per Academic year shall be used for travel related to
leadership development by ASG officials, or members of the A.S.P.C.
i. Funds for leadership development related travel shall come from
ASG Reserve Funds provided there is an excess of $60,000 in
ASG Reserve Funds
ii. The total cost of all leadership development related travel shall not
cause ASG Reserve Funds to drop below $60,000.
Section 2 - Conference Eligibility
Clause I.
Minimum eligibility for attendance at each conference is listed in subsequent
paragraphs of this Bylaw.
a. Notwithstanding any other provision of this Bylaw, the President and the
Vice-President may, at their, increase the eligibility requirements, or
waive such, as they, or as the situation warrants such consideration.
b. All members shall be required to submit a report in accordance with
Section I, Clause I to be eligible for future conferences.
Section 3 – Conferences
Clause I.
CCCSAA (California Community College Student Affairs Association) Fall
Leadership Conference
a. The CCCSAA Leadership Conference includes networking and
leadership skills development workshops, as well as guest speakers.
b. The ASG shall place no limit to the number of students who may be taken
to this conference, nor any specific time of service requirement for
eligibility of attendance.
c. Eligibility for this conference shall be determined not later than October
1st of the year in which the conference is held.
Clause II.
CCLC (Community College League of California) Legislative Conference
a. The CCLC Legislative Conference shall cover topics of concern to the
California Community Colleges on a legislative level.
b. Not more than four (4) officers shall be permitted to attend this
Conference.
i. Preference shall be given to those students who have not
previously attended a conference, notwithstanding any other
provision of this Bylaw.
c. Eligibility for this conference shall be determined not later than four (4)
weeks prior to the conference registration deadline.
Clause III.
ASACC (American Student Association of Community Colleges) Fall
Conference
a. The ASACC Fall Conference shall cover issues that pertain to lobbying
Congressional, State and local representatives on issues determined at
the ASACC Spring Conference in the previous year, as well as leadership
training.
b. Eligibility shall be limited to those students who have been in office for not
fewer than four (4) consecutive weeks prior to the conference registration
deadline as established by the Office of Student Affairs.
i. Preference shall be given to those students who have not
previously attended a conference, notwithstanding any other
provision of this Bylaw.
c. Eligibility for this conference shall be determined not later than six (6)
weeks prior to the conference registration deadline as established by the
Office of Student Affairs.
Clause IV.
ASACC Spring Conference at Washington, D.C.
a. The ASACC Spring Conference shall include opportunities for students to
meet with Congressional Leaders to discuss those issues introduced at
the prior ASACC Conference in the fall, as well as a variety of leadership
building workshops.
b. Eligibility shall be limited to those students who have been in office for not
fewer than sixteen (16) consecutive academic weeks prior to the starting
date of the conference.
i. Preference shall be given to those students who previously
attended the ASACC Fall conference, and who are thus better
prepared for the spring event, notwithstanding any other provision
of this Bylaw.
c. Eligibility for this conference shall be determined not later than ten (10)
weeks prior to the conference registration deadline as established by the
Office of Student Affairs.
Clause V.
Lobby Day
a. Lobby Day shall provide an opportunity for ASG members and officers to
visit with state leaders in Sacramento to discuss issues of local concern
to the Community Colleges.
b. There shall be no limit to the number of students who may be taken to
this conference, nor any specific time of service requirement for eligibility
of attendance, unless otherwise decided by mandate of the ASG in
General Session.
c. Eligibility for this conference shall be determined not later than four (4)
weeks prior to the date of the conference.
Section 4 - Procedures for Travel
Clause I.
The Executive Officers (i.e. the President and the Vice-President) are
automatically eligible to attend the conferences indicated:
a. The President shall be automatically eligible at minimum to attend all
conferences.
b. The Vice-President shall be automatically eligible at minimum to attend
the CCCSAA Leadership Conference.
c. Automatic eligibility for a conference shall not waive an executive officer
from other requirements for attendance as detailed by the bylaws.
Clause II.
The Vice-President will keep a record of which conferences each person has
attended.
Clause III.
Any officer or member who did not attend a conference that he/she was
selected to attend is automatically disqualified from attending at minimum one
conference, as determined by the Vice-President, in the case the Vice-President
is the officer in question the matter will be referred to the Policies and
Procedures Committee, irrespective of whether or not that officer or member
intends to attend the next conference in sequence.
Clause IV.
If an ASG member attends a conference using Student Representation Fees,
he/she shall be required to submit a written Travel Report to the Office of
Student Affairs, within five academic days from the date of return from the
conference. The deadline for submission will be set by the Office of Student
Affairs.
a. The report shall be copied and maintained in the Office of Student Affairs.
b. Items to be included in the report are left to the sole discretion of the
Policies and Procedures Committee. Failure to submit a report on time
shall result in the automatic disqualification of the member from attending
at minimum one conference, irrespective of whether or not that officer or
member intends to attend the next conference in sequence.
Clause V.
At the ASG Meeting when the conference attendees will be determined, the
Vice-President will bring a list indicating who is disqualified from attending and
who is automatically qualified to attend that particular conference, pursuant to
(Clauses I, III, and IV [c]) above.
Section 5 – Code of Conduct
Clause I.
Conference attendees are expected to:
a. Behave in a responsible and professional manner as representatives of
Palomar College and its students.
b. Be in their assigned rooms by 12:00 am in respect the local time zone
pertaining to conference location, unless otherwise approved by the ASG
Advisor.
c. Refrain from consuming alcohol and illegal drugs for the duration of the
trip.
d. Attend all workshops, general sessions, meals, and activities provided by
the conference, unless otherwise approved by the ASG Advisor.
e. Pay for any additional charges made to hotel rooms, such as, movies,
phone calls, room service, or any other charges.
f. Wear business attire at all conferences. Casual business attire may be
permitted for travel, if timelines permit.
Clause II.
Any conference attendee, who violates the Code of Conduct during a trip, will be
disqualified from attending at least one subsequent conference for which they
are otherwise eligible to attend.
ADOPTED 09/15/1993
REVISED 04/09/1997, 08/31/2005, 01/2006, 14/11/2007, 05/11/2011, 3/xx/2012