Student Travel

Welcome to the Student Travel page which houses the travel and liability forms required to be completed by groups, programs and/or clubs who wish to attend a conference or trip. The Lead Advisor for the student trip should complete and collect this paperwork (may need administrative support).

Participating in Napa Valley College-approved and/or funded trips requires adherence to NVC policies. Please refer to District Travel Policy (AP6390), Field Trips and Excursions (AP4300), and Standards of Student Conduct (AP5500).  

The Student Travel Checklist requires completion prior to commencing student travel under the auspices of the college. Please complete and submit a copy of this checklist to the sponsoring department.  

IMPORTANT TIMELINES:

  • For Same-Day/Local/Regional Travel, documentation must be sumitted 30 business days in advance
  • For Out-of-State Travel, documentation must be submitted 60 business days in advance.
  • For Out-of-Country Travel, documentation must be submitted 60+ business days in advance. 

This Student (Single or Group) Travel Request Authorization form must be completed PRIOR to attending the conference, travel or training. 

Information you will need to complete the authorization form:

  • Section 1: Trip Information
  • Section 2: (Lead) Staff Advisor & Student Information
  • Section 3: Funding
  • Section 4: Approvals/Consent
  • Section 5: After Approval

Attach one (1) Student (Single or Group) Travel Request Authorization Form. This form covers the Lead Advisor's travel and the Student Group's travel. Additional Staff wishing to attend must submit individual, spearate Travel Request/Authorization Form(s), available through the Business Office's Guidelines & Forms webpage.

Use this Travel Budget Worksheet to calculate your travel expenses for airfare, lodging, mileage, meals, etc. Note that you will need to download the Excel worksheet so you can start filling it out. Please make sure to save it on your desktop. This form is refrenced in Section III of the Student (Single or Group) Travel Request Authorization Form.

Attach two (2) separate Travel Budget Worksheets: One (1) for the Lead Advisor's expenses and one (1) for the Student Group's expenses. 

Ultimately, two (2) separate requisitions will be submitted (with supporting documentation). One (1) for the Lead Advisor and one for the Lead Advisor as Fiscal Agent for the Student Group's expenses.  

NVC Personnel traveling in association with a student trip must agree to the advisor responsibilities outlined in the NVC Student Travel Advisor Responsibilities Agreement . See District Travel Policy (AP6390).

The Student Travel Code of Conductform should be completed by each student participating in a student travel trip. This form is supported by the Administrative Procedures for Standards of Student Conduct (AP5500) and Field Trips and Excursions (AP4300).

The Student Travel Roster should be completed by the Lead Advisor traveling with the group of students.

For classroom field trips, please complete the Field Trip Request - Office of Academic Affairs form, obtain the dean's signature, and then submit to the Office of Academic Affairs.

Coming Soon

For NVC staff-related travel questions, please visit the Business & Financewebpage.  See the Travel section under Guidelines & Forms.

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