Any student representing Georgia State University while attending any conference or workshop and while traveling to and from these events is expected to conduct themselves in a manner that positively reflects upon themselves and Georgia State University. All students are governed by the Student Code of Conduct and Policies as printed in the On Campus student handbook while attending conferences or workshops. Any violation of the Code of conduct may result in appropriate disciplinary action, including, but not limited to, loss of privileges to attend future conferences, restitution of funds provided for student to participate in the event, and/or possible suspension from Georgia State University. In addition, all Georgia State University students attending conferences and workshops representing their student organizations and the University must follow the procedures as prescribed below:
1. Participation
Students are expected to participate fully in the conference or workshop by attending all programs and events as outlined by the conference when feasible. If participating as a part of a group, the group will seek to attend as many different sessions as possible in order to obtain the greatest amount of information and/or resources.
2. Summary of Experience
If a student attends a conference without their advisor, the student and/or the student group is responsible for providing a summary (oral or written) of the conference activities and sessions, along with copies of any pertinent material obtained. This summary must be communicated to the advisor within two weeks following the conclusion of the conference. Failure to complete and submit the above-referenced summary as required may result in the loss of future student travel privileges and may also result in being required to repay the University for all travel-related expenses incurred on the student’s behalf.
3. Proper Dress
Students must dress appropriately for the conference event based on the guidelines provided by the conference organizers and conference materials. Any questions about proper attire should be directed to the advisor or the conference organizers prior to leaving for the conference.
4. Alcohol Use
Alcohol use is prohibited during the time each student attends the conference or workshop programs and activities. For purposes of this section, the period of time during which drinking is prohibited begins upon leaving for the conference or workshop and ends only upon return from the conference. Exception may be made only by the University president or his designee.
5. Vehicle Privileges
All trips that require usage of a University vehicle will follow all the rules as described on the Driver Agreement Form. Failure to follow the rules may result in temporary or permanent loss of driving privileges. Such acts include, but are not limited to: reckless driving, possession and/or consumption of alcoholic beverages in the vehicle, littering, failure to return the vehicle at the agreed time, personal use of the vehicle and using the vehicle as a taxi for students.
6. Budget Office Regulations
Travelers are expected to follow the DOS Budget Office’s regulation(s) for financial reimbursement and travel-expense limitations. Any expenditures not pre-authorized on the original travel authorization may not be reimbursed.
Adopted January 18, 1996, Student Life and Development Committee University Senate.
