Club Travel Procedures and Forms

Club Advisors and Club Officers are encouraged to refer to the Student Club Handbook for specific instructions regarding club travel. 

Club Advisors, Faculty, Staff, and Administrators should also refer to the LPC Administrative Services Conferences and Travel webpage for further details.

Conference Leave Request Form

Step 1: 
Conferences and other college business-related travel [including field trips] must be approved in advance. Approval is obtained via the Conference Leave Request Form. Please note that while the title of this form is "Conference Leave: Request Form," this form is to be used for any instance where you request to travel for business-related work and/or will be acting as a representative of the college while off-campus -- it is not strictly limited to conferences*. This form indicates the dates, explanation for the travel, approval to be off-campus , and potential cost(s) and funding source for said costs. See below for the general process of requesting leave for travel.

*Note: this form should still be used in instances where a conference is being held in an online/virtual environment.

Please review the Conference Cheat Sheet and Checklist for helpful information before, during, and after your conference or similar travel.

The Administrative Services Office requires an approved Conference Leave Request in order to assign a C# for use of ASB funds.

Complete and submit a Conference Leave Request Form to the department Dean or direct Supervisor for their approval and signature. All club advisors are required to complete this form even if the conference/fieldtrip/excursion does not interfer with assigned work hours.

Attach pertinent documentation of the purpose for  or information regarding the conference/fieldtrip/excursion such as a pamphlet, flyer, printout of a website,etc.

Once signed by the department Dean or direct Supervisor, submit the form to the Student Life Program Cooridnator or desginee. It will be forwarded  to the Administrative Services Office for an approval process. 

• Conference Leave Request Form
  Instructions for completing this form can be found on the LPC Administrative Services Conferences and Travel webpage under "Requesting Off-Campus Business-Related Travel".

LPC Field Trip Request 

Step 2: 
A LPC Field Trip Request Form is required to be completed by the college employee to ask the immediate administrator/supervisor for permission to take student(s) off-campus on an authorized college-sponsored field trip or excursion per board policy and administrative procedure. All club advisors are required to complete this form even if the fieldtrip does not interfer with assigned work hours.

• LPC Field Trip Request Form

Student Field Trip/Excursion Waiver and Medical Authorization Form

A completed Student Field Trip/Excursion Waiver and Medical Authorization is required for each student who will be participating in an authorized college-sponsored  conference/field trip/excursion.

• Student Field Trip/Excursion Waiver and Medical Authorization

LPC Request for Use of District Vehicle

A  LPC Request For Use OF District Vehicle form is required for any student club field trips or excursions in which District employees need  the use of a District vehicle.  It is recommended that the employee  read the LAS POSITAS COLLEGE - DISTRICT VEHICLE DRIVER RULES  before preparing the LPC Request For Use OF District Vehicle.

• LPC Request For Use OF District Vehicle

Complete a LPC Field Trip Request Form,  attach a copy of the approved Conference Leave Request Form (if available), attach a completed Student Field Trip/Excursion Waiver and Medical Authorization for each student participating, and attach LPC Request For Use OF District Vehicle (if applicable)   then submit the documentation to  the department Dean or direct Supervisor for their approval and signature. 

Once signed by the department Dean or direct Supervisor, submit the documentation to the Student Life Program Cooridnator or desginee. It will be forwarded to the Vice President of Student Services Office  a for an approval process.

LPC Request for Use of District Vehicle (If applicable)

• LPC Request For Use OF District Vehicle