Menu
Home > Policies > Policy & Procedure >
Policy & Procedure
Policy Title :
Student Trips and Travel Policy
Policy Number :
III. 8
Responsible Party :
Campus Life
Effective Date :
02/12/2013
Revised Date :
_______________________

Purpose

This policy ensures student field trips are organized in ways that meet PMU standards, reflect the image of the institution in the community, as well as to protect the students and the university from potential risks of such trips, in accordance with the cultural values of the Kingdom of Saudi Arabia.

Statement :
  1. Local Field Trips

    Local Field trip are planned to enrich student learning in curricular, co-curricular and extra-curricular experiences. They should be officially requested by a college or faculty members, by the Department of Campus Life, by student organizations or individual students.
    1. Requests

      Requests of local field trips should be made allowing five (7) working days- three (3) working days for approvals, and four (4) working days for logistics. Requests will be made as follows:
      1. Colleges to Vice Rector for Academic Affairs.
      2. Faculty members to academic departments and colleges
      3. Student Affairs to PMU management
      4. Student Organizations to the Division of Student Affairs
      5. Individual Students to the Division of Student Affairs
    2. Approvals

      Approval of such requests depends on the purpose, the budget allocated and the return on benefit to the students and the university. Upon approval, implementation shall be coordinated with the Division of Student Affairs in terms of logistics and parental approvals.
      1. Parental/Guardian Permission Forms will be distributed to the participating students three (3) working days prior to the date of the trip. Students are allowed two (2) working days for parent/guardian signature. The Department of Campus Life shall verify the approvals and signatures before the trip. Under any circumstances, no student will be allowed on the trip without parental/guardian permission. By signing this form the parent/guardian gives his/her consent and does not hold PMU or any staff or faculty member liable for any risk involved in that specific trip. Any student violating this policy will be denied approval to trip.  Forgery of signatures will be considered as serious infractions and will be reported to the Department of Campus Life for disciplinary action.
    3. Logistics

      Logistics for PMU sponsored student trips are covered by the university and coordinated by the Division of Student Affairs with the Departments of Auxiliary Services/Public Relations as needed.
      1. Only PMU buses will transport student groups to the site.
      2. Only PMU staff or faculty members will chaperon PMU students with minimum quota of 1 to 10.
      3. Chaperons and students should be wearing their PMU ID at all times during the trip, preferably with PMU pins.
      4. All trips during shall start from the campus and return to the campus. No personal transportation from the site will be allowed.
    4. Reports

      All trips are required to be filed and archived with the following:
      1. Photos when appropriate
      2. Detailed report by the requesting department/individual
      3. Budget summary
  2. Local Travel

    Local travel is defined as trips within the Kingdom of Saudi Arabia requiring air tickets and lodging in hotels. Such trips are also planned to enrich student learning in curricular, co-curricular and extra-curricular experiences, and include participation in conferences, exhibitions and symposia. They should be officially requested by a college or faculty members, by the Division of Student Affairs, by student organizations or individual students.
      1. Requests

        Requests for student national travel should be made allowing fifteen (14) working days- seven (7) working days for approvals, and seven (7) working days for logistics. Requests will be made as follows:
        1. Colleges to PMU management.
        2. Faculty members to academic departments and colleges
        3. Student Affairs to PMU management
        4. Student Organizations to the Division of student Affairs
        5. Individual Students to the Division of Student Affairs
      2. Approvals

        Approval of such requests depends on the purpose, the budget allocated and the return on benefit to the students and the university. Upon approval, implementation shall be coordinated with the Division of Student Affairs in terms of logistics and parental approvals.
        1. Parental/Guardian Permission for Travel Forms will be distributed to the participating students seven (7) working days prior to the date of the trip. Students are allowed two (2) working days for parent/guardian signature. The Department of Campus Life shall verify the approvals and signatures before any arrangements are made. Under no circumstances, student will be allowed to travel without parental/guardian permission. By signing this form the parent/guardian gives his/her consent and does not hold PMU or any staff or faculty member liable for any risk involved in that specific trip. Any student violating this policy will be denied approval to trip.  Forgery of signatures will be considered as serious infractions and will be reported to the Department of Campus Life for disciplinary action.
      3. Logistics

        Logistics for PMU sponsored student travel are covered by the university and coordinated by the Division of Student Affairs with the Departments of Budgeting and Accounting/Public Relations/Auxiliary Services as needed. PMU buses will transport student to the airport.
        1. Budgeting and Accounting will process tickets, hotel accommodation (Bed and Breakfast) and airport pick-up immediately upon approval.
        2. Budgeting and Accounting will process per diems as per PMU policy immediately upon approval, and cash or transfer shall be provided prior to the date of the travel
        3. Budgeting and Accounting will process petty cash to the chaperons immediately upon approval, and cash or transfer shall be provided prior to the date of the travel. If transportation is provided in the city/location of the trip, the petty cash will be calculated as 100 SAR/day/student. If transportation is not arranged, petty cash will be calculated as 200 SAR/day/student.
        4. For groups exceeding 4 members (students and staff or faculty), transportation should be arranged by PMU through Auxiliary Services seven (7) days in advance.
        5. Only PMU staff or faculty members will chaperon PMU students with minimum quota of 1 to 5.
        6. Chaperons and students should be wearing their PMU ID at all times during the trip, preferably with PMU pins.
      4. Reports

        All trips are required to be filed and archived with the following:
        1. Photos when appropriate
        2. Detailed report by the requesting department/individual
        3. Budget summary
        4. Press Release in both Arabic and English
  3. International Travel

    International travel is defined as trips outside the Kingdom of Saudi Arabia. Such trips are also planned to enrich student learning in curricular, co-curricular and extra-curricular experiences, and include participation in conferences, exhibitions and symposia. They should be officially requested by a college or faculty members, by the Division of Student Affairs, by student organizations or individual students.
    1. Requests

      Requests for student international travel should be made allowing twenty (20) working days- ten (10) working days for approvals, and ten (10) working days for logistics. Requests will be made as follows:
      1. Colleges to PMU management.
      2. Faculty members to academic departments and colleges
      3. Student Affairs to PMU management
      4. Student Organizations to the Division of student Affairs
      5. Individual Students to the Division of Student Affairs
    2. Approvals

      Approval of such requests depends on the purpose, the budget allocated and the return on benefit to the students and the university. Upon approval, implementation shall be coordinated with the Division of Student Affairs in terms of logistics and parental approvals.
      1. Parental/Guardian Permission for Travel Forms will be distributed to the participating students ten (10) working days prior to the date of the trip. Students are allowed three (3) working days for parent/guardian signature. The Department of Campus Life shall verify the approvals and signatures before any arrangements are made. Under no circumstances, student will be allowed to travel without parental/guardian permission. By signing this form the parent/guardian gives his/her consent and does not hold PMU or any staff or faculty member liable for any risk involved in that specific trip. Any student violating this policy will be denied approval to trip.  Forgery of signatures will be considered as serious infractions and will be reported to the Department of Campus Life for disciplinary action.
    3. Logistics

      Logistics for PMU sponsored student travel are covered by the university and coordinated by the Division of Student Affairs with the Departments of Budgeting and Accounting/Public Relations/Auxiliary Services as needed.
      1. PMU buses will transport students to the airport.
      2. Budgeting and Accounting will process tickets, hotel accommodation (Bed and Breakfast) and airport pick-up immediately upon approval.
      3. Budgeting and Accounting will process per diems as per PMU policy immediately upon approval, and cash or transfer shall be provided prior to the date of the travel.
      4. Budgeting and Accounting will process petty cash to the chaperons immediately upon approval, and cash or transfer shall be provided prior to the date of the travel. If transportation is provided in the city/location of the trip, the petty cash will be calculated as 250 SAR/day/student. If transportation is not arranged, petty cash will be calculated as 375 SAR/day/student.
      5. For groups exceeding 4 members (students and staff or faculty), transportation should be arranged by PMU through the travel agent.
      6. Only PMU staff or faculty members will chaperon PMU students with minimum quota of 1 to 5.
      7. Chaperons and students should be wearing their PMU ID at all times during the trip, preferably with PMU pins.
    4. Reports

      All trips are required to be filed and archived with the following:
      1. Photos when appropriate
      2. Detailed report by the requesting department/individual
      3. Budget summary
      4. Press Release in both Arabic and English