PROCEDURES FOR POLICY NO: 1-29
REVISED DATE: 03/28/2022

  1. Purpose:

    To describe college policy related to college-sponsored, off-campus co-curricular, instructional and non-instructional activities, and student transportation.

    The procedures for implementation of this policy are provided below.

  2. Procedure and/or Process Definitions:

    Co-curricular activity: An off-campus activity sponsored by a faculty or staff member or academic department that is tied directly to course and/or program objectives. Co-curricular activities are not necessarily designed by a faculty member for a course that he/she is directly teaching, but they are activities that provide benefit to students within a particular program or programs.

    Instructional-related activity: An off-campus activity sponsored by a faculty member or academic department that is tied directly to course and/or program objectives, and which is typically required as part of class coursework.

    Non-instructional-related activity: A college-sponsored, off-campus activity that is not tied directly to course and/or program objectives, but are activities that provide opportunities for student growth and connection and are usually sponsored by the Office of Student Life.

  3. Procedures:

    1. Instructional-related activities

      1. The activity organizer completes JSRCC Form 75-0002, Student/Organization Field Trip Request & Worksheet; Request for State Vehicle Form - CP 2 (if applicable); and JSRCC Form 75-0003, Request to Reserve Campus Van (if applicable).

      2. All completed forms applicable to the trip will then be submitted to the academic dean of the respective area or designee. Appropriate paperwork for required activities should be submitted at least thirty (30) calendar days prior to the activity. Paperwork for optional activities should be submitted at least five (5) business days prior to the activity.

      3. In the event that an activity exceeds $5,000, the academic dean, or designee, submits the worksheet and JSRCC Form 75-0002, Student/Organization Field Trip Request & Worksheet, to vice president of academic affairs (VPAA), or designee. The VPAA, or designee, will review that request and consult with the appropriate body on a final determination regarding the activity.

      4. In the case of required activities, instructors must include information about the activity or activities on the course syllabus, indicating field trip dates, times, destination, and cost.

      5. The activity organizer provides students with JSRCC Form 75-0001, Field Trip Notification of Student Absence, to give to instructors (if applicable).

      6. The activity organizer will complete JSRCC Form 75-0004, Assumption of the Risk certificate, specifying the name of the activity and the location and date(s) of the activity and forward it to the vice president of finance and administration for review, discussion with Risk Management, and inclusion of additional language as necessary. The approved certificate will be initialed in the bottom right corner, indicating review is complete and issuance approved, and returned to the activity organizer to duplicate and issue for student/participant signature.

      7. At the completion of the activity, and within five (5) business days, the activity organizer completes and submits appropriate college forms, receipts, and documentation to the VPAA for processing.

      8. The activity organizer retains all records according to Reynolds Policy 4-38, Record Retention and Disposition,  and applicable Library of Virginia general schedules.

    2. Co-curricular and non-instructional-related activities

      1. The coordinator for student life or faculty or staff member completes JSRCC Form 75-0002, Student/Organization Field Trip Request & Worksheet; Request for State Vehicle Form - CP 2 (if applicable); and JSRCC Form 75-0003, Request to Reserve Campus Van (if applicable).

      2. All completed forms applicable to the trip will then be submitted to the vice president of enrollment management and student success (VPEMSS), or designee. Appropriate paperwork for required activities should be submitted at least thirty (30) calendar days prior to the activity.

      3. The VPEMSS, or designee, will review the request and notify the activity organizer of the status of the request within ten (10) business days.

      4. If the activity is approved by the VPEMSS, or designee, the activity organizer will complete JSRCC Form 75-0004, Assumption of the Risk certificate, specifying the name of the activity, the location and date(s) of the activity and forward it to the vice president of finance and administration for review, discussion with Risk Management, and inclusion of additional language as necessary. The approved certificate will be initialed in the bottom right corner, indicating review is complete and issuance approved, and returned to the activity organizer to duplicate and issue for student/participant signature.

      5. The activity organizer provides students with JSRCC Form 75-0001, Field Trip Notification of Student Absence, to give to instructors (if applicable).

      6. At the completion of the activity, and within five (5) business days, the activity organizer completes and submits appropriate college forms, receipts, and documentation to the VPEMSS, or designee, for processing.

      7. The Office of Student Life retains all records according to Reynolds Policy 4-38, Record Retention and Disposition, and applicable Library of Virginia general schedules.

    3. Student conduct

      Students participating in college-sponsored, off-campus activities are expected to display appropriate behavior. Any inappropriate behavior by a student should be addressed by the trip organizer using procedures outlined in Reynolds Policy 1-35, Student Conduct. If the activity is instructional-related, the faculty member is also encouraged to address the behavior using procedures outlined in Reynolds Policy 2-18, Classroom Interruptions.

    4. Emergency situations

      If an emergency situation occurs during a college-sponsored, off-campus activity, the trip organizer must:

      1. Notify the appropriate emergency and law enforcement personnel;

      2. Notify the person listed on the student(s)' Assumption of the Risk certificate; and/or

      3. Notify the Department of Police at 804-523-5911.

      The Department of Police and the VPEMSS will assess the situation and, if necessary, contact the director of communications and special assistant to the president, who will determine in conjunction with Executive Cabinet if Reynolds Policy 4-34, Emergency Preparedness and Communication in a Crisis, needs to be initiated.

  4. Other Information:

    Reynolds Policy 1-35, Student Conduct

    Reynolds Policy 2-18, Classroom Interruptions

    Reynolds Policy 4-34, Emergency Preparedness and Communication in a Crisis

    JSRCC Form 75-0001, Field Trip Notification of Student Absence

    JSRCC Form 75-0002, Student/Organization Field Trip Request & Worksheet

    JSRCC Form 75-0003, Request to Reserve Campus Van

    JSRCC Form 75-0004, Assumption of the Risk