Student Life Trip to Activate

Please note: Transportation will not be provided. If transportation is an issue, select “I need transportation.”

WAIVER, RELEASE AND INDEMNIFICATION AGREEMENT

have agreed to participate in the current Middlesex College trip. My participation is wholly voluntary. Inconsideration of the College's agreement to permit me to participate, the receipt and sufficiency of which is hereby acknowledged, I agree as follows:

1. I, individually, and on behalf of my heirs, successors, assigns, and personal representatives, hereby release and forever discharge Middlesex College and its employees, agents, officers, trustees, and representatives (in their official and individual capacities) from any and all liability whatsoever for any and all damages, losses, or injuries (including death) I sustain to my person or property or both, including but not limited to any claims, demands, actions, causes of action, judgments, damages, expenses and costs, including attorney's fees, which arise out of, result from, occur during or are connected in any manner with my participation in the Program, any related or independent travel, any activities or field trips, regardless of whether they are sponsored, supervised or controlled by the college, except for any injury or damage as may be caused by the gross negligible and/or willful misconduct of the agents or employees of the College.

2. I am solely responsible for obtaining and keeping safe my personal possessions, money and travel documents, and waive and release any and all claims for expenses or losses for my failure to do so. Furthermore, I agree to comply with the College's travel procedures regarding eligible and non-reimbursable expenses.

3. I, individually, and on behalf of my heirs, successors, assigns and personal representatives, hereby agree to indemnify, defend and hold harmless the college and its employees, agents, officers, trustees, and representatives (in their official and individual capacities) from any and all liability, loss, damage, or expense, including attorney's fees, which arise out of, occur during, or are in any way connected with my participation, any related independent travel, any activities or field trips regardless of whether they are sponsored, supervised or controlled by the College.

4. I agree that this Waiver, Release and Indemnification Agreement is to be constructed under the laws of the State of New Jersey, and that if any portion hereof is held invalid, the balance hereof shall, not withstanding, continue in full legal force and effect. In signing this document, I have had the opportunity to consult with legal counsel, have read this entire document and understand its terms, that by signing it I am giving up substantial legal rights I might otherwise have, and that I am signing it knowingly and voluntarily.

1. PURPOSE: This procedure establishes the required steps for approval, payment, and financial responsibility for student travel undertaken on behalf of Middlesex College, including travel with or without a College chaperone.

2. SCOPE: This procedure applies to all students traveling for college-sponsored activities, including academic programs, conferences, competitions, outreach, recruitment, and athletics, exclusively within the continental United States. Travel may be funded by College or grant funds.

3. GENERAL REQUIREMENTS: All student travel must be approved in advance. Students may not independently book or pay for travel expecting reimbursement without prior written approval of the Purchasing Department. All costs must be pre-authorized and funding be predetermined. Students traveling alone are subject to the same approval, waiver, and funding requirements as group or chaperoned travel. Failure to comply with this procedure may result in denial of payment and/or cancellation of travel.

4. REQUIRED DOCUMENTATION: A completed Student Travel Waiver is required prior to travel. Waivers must be submitted and retained by the sponsoring department. Athletic travel waivers must be on file with the Athletics Department. Travel must be approved by the appropriate department head, and the Grants Department if being paid for by grant funds. Sufficient funds must be confirmed prior to approval.

5. FINANCIAL AUTHORIZATION & PURCHASING: A purchase requisition must be entered and approved to cover air or train transportation, lodging, and registration fees. Hotels, flights, or other travel arrangements will be coordinated by the College's travel agency. Students may not independently modify travel booked by the College.

A. WITH A COLLEGE CHAPERONE: Meals, ride share, or other expenses will be paid for by college p-card for students. The chaperone must submit a completed and approved Student Travel Purchasing Card Authorization Form prior to departure and is responsible for submitting receipts.

B. WITHOUT A COLLEGE CHAPERONE: Students are responsible for eligible ride share, meals, or other expenses, which will be reimbursed by the College with the submission of itemized receipts (showing each item purchased) to the sponsoring department upon return. Certain expenses are non-reimbursable; see "Non- Reimbursable Expenses" schedule attached to this procedure prior to traveling.

6. COMPLIANCE, CONDUCT, AND SAFETY: Students must comply with all college policies, codes of conduct, adhere to approved travel itineraries, and immediately report emergencies or incidents to the sponsoring department. Failure to follow this procedure may result in denial of payment, cancellation of travel, and disciplinary action.

 

Below is a listing of expenses typically considered personal in nature and not subject to reimbursement. The list includes but is not limited to the following:

1. Mileage, tolls, gas, parking fees, meal expenses, etc. for the following:

• Commuting to work or from one Middlesex College location to another
• Professional organizations, associations, or affinity groups
• Collective bargaining unit activities
• Celebratory events such as commencement, retirement, or birthday parties
• Employee meetings or office parties
• Excludes travel reimbursements for recruitment events, off-site meetings with College partners, and similar events/meetings

2. Any expenses incurred on behalf of an individual other than the employee

3. Credit card fees or interest charges

4. Alcoholic beverages

5. Snacks and beverages not associated with a meal

6. Miscellaneous items purchased during travel (airplane Wi-Fi, newspapers, gum, etc

7. Personal care items/services including haircuts, medicines, spa fees, etc.

8. Incidentals, including "no show", smoking and/or damage fees

9. Entertainment such as movies, shows, and tours

10. Gifts for employees or business associates (prohibited to receive as well)

11. Limousine or private car service (ride share such as Uber, Lyft, or taxis are permissible)

12. Traffic violations, parking tickets, regular vehicle maintenance

13. Travel insurance, cancellation fees or incurred expenses for unauthorized travel

14. Theft, loss, or damage to personal effects

15. Any item deemed by the CFO to be unnecessary or excessive

732-548-6000 | 2600 Woodbridge Avenue | Edison, NJ 08837